DTS Employee Handbook
Welcome to Duke Temporary Service (DTS). We are delighted to have you working with us. As an employee of DTS, you will be providing temporary assistance to various departments within Duke University and Duke University Health System. Please remember at all times that the work you do on an assignment is always confidential and is not to be discussed with employees or any other individuals outside of Duke University and Duke University Health System.
Your DTS employment representative will assist you with any questions or problems which may arise during your employment. Job duties, length of assignment, location of assignment and pay rate will be discussed with you prior to starting an assignment.
Duke Temporary Service
705 Broad Street
Durham, NC 27705
919-681-3132 (office)
919-684-2736 (fax)
DTS Employment Policies & Procedures
- Benefits
- Pay
- Timecards
- Length of Temporary Assignment
- What Every DTS Employee Should Know
- Attendance
- Employee Evaluation
- Parking Information
- ID Badges
- Work-Related Accidents
- Bloodborne Pathogens Video & Health Screenings
- Mandatory Compliance Update Training
- Tax Forms
- Personal Telephone Calls
- Applying for Regular Employment
- Transferring into a Regular Position at Duke
- Termination of Employment with DTS
- DTS Work Rules
BENEFITS
DTS paid holidays are: New Year's Day, Fourth of July, Labor Day, Thanksgiving Day and Christmas Day. Eligibility is determined by the number of hours worked prior to the holiday. To qualify for holiday pay, you must work a total of 400 hours in the six (6) pay periods prior to the holiday.
Please do not record hours on your electronic timecard unless you worked on the holiday. If you qualify for holiday pay, the DTS payroll specialist will adjust your paycheck to the correct amount. Holiday pay will be listed under "adjustments" on your pay statement.
If you work on a DTS holiday:
- and are eligible for holiday pay, you will receive pay for the actual hours worked plus eight (8) hours of holiday pay at your current pay rate.
- and are not eligible for holiday pay, you will receive pay for the actual hours worked at your current pay rate. You will not receive holiday pay.
If you do not work on a DTS holiday:
- and are eligible for holiday pay, you will receive pay for eight (8) hours at your current pay rate.
- and are not eligible for holiday pay, you will not receive pay for the holiday.
RETIREMENT
EMPLOYEES' RETIREMENT PLAN (ERP)
This plan is a pension plan designed to provide biweekly-paid employees with a guaranteed monthly income at retirement, paid entirely by Duke. As a DTS employee, you automatically will become a member of the plan if you are over age 21 and have completed one year of employment, working at least 1000 hours in a fiscal year (July 1 - June 30). You become vested, or entitled to receive a benefit from the plan, after completing five years of continuous service. Please go to the ERP website for more information.
THE DUKE UNIVERSITY SAVINGS FOR RETIREMENT PLAN
As a DTS employee, you are eligible for this 403 (b) savings plan which is very similar to a 401 (k) plan. This plan is funded by your voluntary pre-tax contributions. Duke does not contribute to this plan. You are responsible for investment decisions in this type of retirement plan. You are eligible to participate immediately in the plan and may direct your contributions to over 300 mutual funds and annuities. Your contributions grow tax-deferred, until withdrawn. If you withdraw funds before age 59 ½, you may be subject to penalty charges. Please go to the Savings for Retirement Plan website for more information.
PAY
Payday is every two weeks in accordance with the regular biweekly pay period at Duke (refer to your biweekly schedule).
Please arrange for your paycheck to be deposited directly into your bank or credit union account. You may go to Duke@Work to sign up for direct deposit. You will need to log in using your NetID and password. You can also view and print your pay statement from this website.
If you decide to cancel your direct deposit account, you must use a paper direct deposit form.
If you choose not to have direct deposit, you must pick up your paycheck at the DTS office between the hours of 8 am - 5 pm, Monday - Friday. Only you or your supervisor can pick up your paycheck.
With direct deposit, Duke University Corporate Payroll Services must verify your transit and account numbers. This verification process may take 30 days or longer. During the verification period, you must pick up your paycheck at the DTS office between the hours of 8 am - 5 pm, Monday - Friday until your direct deposit becomes effective. Once your direct deposit has been established, you can visit Duke@Work to view and print your pay statement.
If you are unable to establish a checking or savings account with a banking institution, the Duke University Credit Union can assist you in opening an account. The Duke University Credit Union is located at Erwin Square Plaza, 2200 West Main Street. You must take your Duke Temporary Service ID badge with you.
Duke University Corporate Payroll Services and DTS are not responsible for financial service fees associated with delayed paychecks and direct deposits.
Reminder: If you decide to cancel your direct deposit account, you must use a paper direct deposit form.
To be eligible for overtime pay you must work more than forty (40) hours in one (1) week. You will be paid one and one half times your regular rate of pay for any hours worked over forty (40) hours in one (1) week.
TIMECARDS
You will be paid for the exact hours you work, excluding lunch.
You must submit an electronic timecard for each department you work for during the pay period. An electronic timecard can only be submitted during the current pay period.
Record the hours you worked each day in the space provided. Time worked less than 60 full minutes should be converted to tenths of the hour (refer to Tenth Conversion Chart below).
| If You Work | Tenth of Hour to be Reported |
|---|---|
| 1-2 Minutes | 0 Tenth of hour |
| 3-8 Minutes | 1 Tenth of hour |
| 9-14 Minutes | 2 Tenths of hour |
| 15-20 Minutes | 3 Tenths of hour |
| 21-26 Minutes | 4 Tenths of hour |
| 27-32 Minutes | 5 Tenths of hour |
| 33-38 Minutes | 6 Tenths of hour |
| 39-44 Minutes | 7 Tenths of hour |
| 45-50 Minutes | 8 Tenths of hour |
| 51-56 Minutes | 9 Tenths of hour |
| 57-60 Minutes | 1 Hour |
Please be sure to add your hours correctly and carry tenths over to full hours when appropriate. Total the hours worked at the end of each week.
If you do not work on a given day, please leave the space blank (do not use dashes or zeros). Please contact the DTS office for assistance if you have questions or concerns regarding your electronic timecard.
You are responsible for submitting your electronic timecard. If you finish an assignment before the timecard due date, you may submit it early. Timecards that you submit are reviewed for accuracy. Falsification of hours worked is a criminal offense and grounds for prosecution, as well as termination from Duke.
Your hiring manager will review and approve your electronic timecard each pay period through Duke@Work.
Reminder: Please make sure you submit your timecard electronically at the end of the pay period or at the end of the assignment. Please make sure your timecard is submitted by the due date.
Reminder: If your electronic timecard is not submitted by the due date (refer to your biweekly schedule), you will not receive a paycheck until the next pay date.
Please address any questions about timecards to a DTS staff member; do not ask other Duke employees. Remember, electronic timecards are your responsibility; please submit them on time!
Electronic Submission of Work Time
Log into Duke@Work using your NetID and password.
Select "MyInfo" tab.
Select "MyTime" tab.
In "Status" column, click on "Enter Time" link. Note: Link will be unavailable if the current pay period is locked. Lockdown occurs at 10 a.m. on Tuesday following the end of the pay period.
Enter time for days worked.
Click on "Save" to save timecard so additional hours can be added later in the pay period.
At the end of pay period, click box indicating "I certify that this is an accurate record of my time for the period indicated."
Click on "Submit" to send the timecard to the designated approver's Duke@Work account for approval.
If you cannot submit your timecard, please contact the Duke Temporary Service office immediately at 919-681-3132.
For additional information, you may review the "Quick Step Guide" for DTS employees. The guide provides step-by-step instructions on how to access and submit your work time through the Duke@Work website.
IMPORTANT REMINDERS
Please submit your timecard at the end of each pay period.
Lockdown for the pay period occurs at 10 a.m. on Tuesday following the end of the pay period.
If you cannot submit your timecard, please contact the Duke Temporary Service office immediately at 919-681-3132.
LENGTH OF TEMPORARY ASSIGNMENT
Temporary employment at Duke is defined as employees hired to fill short-term assignments for a defined period of time. Temporary employees may not work more than 900 hours during the fiscal year (July 1 - June 30). Assignments may be of any duration in length as long as the 900 hour limit per fiscal year is not exceeded.
A temporary employee who reaches 900 hours worked during the fiscal year, including work with any department across Duke, will be unavailable for any temporary assignment until the beginning of the next fiscal year.
WHAT EVERY DTS EMPLOYEE SHOULD KNOW
You should call your DTS employment representative and your department supervisor if you are going to be tardy or absent from the assignment. Repeated tardiness or absences can affect future assignments or your employment at Duke. Please notify your department supervisor and your DTS employment representative if you need to leave your assignment early due to illness or an emergency. In case of inclement weather, please contact your department supervisor.
Reminder: Any time taken off from an assignment must be coordinated with both the department supervisor and your DTS representative.
As a DTS employee, you are evaluated by your department supervisor after each assignment. This written evaluation is reviewed by your DTS employment representative. While employed at Duke, you may request to review your evaluations at any time by calling your DTS employment representative.
Since subsequent assignments are based on prior evaluations, it is important to do your best and be conscious of your performance. If your performance is unsatisfactory, you will be counseled by the DTS employment representative who assigned you and also the DTS manager, if necessary, which could lead to termination.
If you plan to drive to work, you must purchase a parking permit at Parking and Transportation Services. The Parking and Transportation Services department is located in the Duke Clinic, Blue Zone basement, Room 04320. Parking information, parking locations and the cost of a parking permit are available at the Parking and Transportation Services Department.
Please park in the designated areas according to your parking permit. DTS will not be responsible for traffic or parking tickets. For additional information, please contact Parking and Transportation Services (919-684-7275) or visit the website at parking.duke.edu.
You will be issued a form to get a photo ID Badge. Your ID Badge will be valid for six (6) months.When your ID Badge expires, contact DTS to obtain another. There is no charge if the ID Badge is expired. However, if you lose your ID Badge you will be responsible for purchasing a replacement. You should always wear your ID Badge while working on Duke premises. The ID Badge must be returned to DTS if you terminate employment or transfer from DTS.
If you are injured on the job while working through DTS, you MUST inform your department supervisor when the accident occurs so an incident report can be completed. Within that same work shift, you MUST contact your DTS employment representative. If the injury requires emergency medical care, immediately seek treatment at the Emergency Room. If the injury is less severe but still requires medical treatment, please go directly to Duke's Employee Occupational Health and Wellness office. The EOHW office is located in the Duke Clinic, Red Zone basement, room 04290.
You must complete an incident report during the shift in which the injury occurred and your supervisor should complete a report within 24 hours.
Reminder: If you do not report an on-the-job injury to your department supervisor by the end of the shift in which the injury occurred, you will be released from your assignment and terminated by DTS.
Reminder: Please make sure that you and your supervisor complete an incident report within the established time frame even if the injury does not require medical care.
Bloodborne Pathogens Video & Health Screenings
Duke University Health System has developed a Control Plan to effectively control the spread of Hepatitis B and other diseases. In accordance with this plan, DTS requires all employees to view a video explaining "Universal Precautions." Please follow the safety precautions outlined in the video.
You will also receive information on the Duke University Health System Integrity In Action Compliance Program.
Some job classifications require a substance abuse screen and/or health screening. When required, DTS will schedule health appointments with Employee Occupational Health and Wellness for these screenings.
Mandatory Compliance Update Training
Compliance update training is mandatory for all DTS employees on an annual basis. You may access the compliance update training through the Occupational and Environmental Safety Office website at www.safety.duke.edu. You will need your NetID and password. Please send any questions about your NetID or password to: netid@duke.edu or call OIT at 684-2200. Click on "Online Training" and follow the directions provided. You must test on any training that is marked with an asterisk and an expired date. Your information will be automatically updated after you complete the quiz. With your supervisor's approval, you may complete training at your worksite or you may use the computers at DTS.
Reminder: If you do not update your compliance training as required you may be released from your assignment and terminated by DTS.
Tax Forms
You must complete your Federal and NC W-4 tax forms online at Duke@Work, Duke's self service web site. If you do not complete your tax forms, the system will automatically default to single and 0.
Reminder: The paper Federal and NC W-4 forms can only be used if you are claiming "Exempt from withholding."
You may access your W-2 tax form electronically in January. You will be able to view and print your W-2 form online through Duke@Work.
You will continue to receive paper W-2 forms unless you consent to electronic-only delivery of your W-2 form.
Electronic W-2 forms will not be available for terminated employees who are no longer working with Duke. Your W-2 form will be mailed to you using the most recent home address in the Duke payroll system. Employees who are no longer working with Duke may contact Duke Corporate Payroll Services (919-684-2642) to provide an updated mailing address.
Your work location and/or telephone number will not be released to outside callers. DTS will forward messages to you only in case of an emergency.
Applying for Regular Employment at Duke
You may apply for available job opportunities online at the Duke Jobs website. You are considered an external applicant for regular positions until you have worked 500 hours for DTS. After working 500 hours, you may contact the DTS office to verify your hours worked for internal applicant status.
Transferring into a Regular Position at Duke
You must be employed a minimum of thirty (30) calendar days with DTS before transferring into a regular position at Duke. If you transfer into a regular position at Duke:
- You need to notify your DTS employment representative.
- You must return your ID Badge and any other Duke property.
- Your pay rate for a regular position may be different (more or less) than the pay rate you received as a DTS employee.
Termination of Employment with DTS
If you terminate employment with DTS, you must return your ID Badge and all other Duke property. Please notify your DTS employment representative in advance if you are planning to terminate employment with DTS.
DTS WORK RULES
As an employee of DTS you are expected to follow certain rules of conduct and performance. Any one, or several, of the following actions will be justification for DTS to terminate your employment, including, but not limited to:
- Unsatisfactory performance of duties.
- Failure to report to assignments, leaving assignments early, tardiness or excessive absences.
- Failure to contact your supervisor or your DTS employment representative when absent, tardy or needing to leave the job early.
- Smoking in areas designated "No Smoking."
- Failure to maintain a neat, clean appearance; failure to wear ID Badge while on assignment; failure to conform to a department uniform or dress code policy.
- Use of profane or abusive language.
- Failure to adhere to Duke or department safety policies or procedures, including failure to immediately report an accident on Duke premises involving an on-the-job injury or property damage.
- Insubordination, including refusal to accept and follow instructions from supervisors.
- Loud and boisterous conduct which may be discourteous or harmful.
- Failure to adhere to the Duke policy on non-solicitation.
- Refusal to accept instructions of security officers, and in emergency situations, civil defense personnel or other proper authorities.
- Sleeping on the job.
- Unauthorized or improper use of Duke property.
- Unauthorized use of Duke identification badges or passes; permitting another person to use your identification.
- Unauthorized use of computers and/or the internet for non-business purposes.
- Reporting to work in an unfit condition and/or working under, or suspected of working under the influence of drugs or alcohol.
- Commission of any crime on Duke premises such as theft: unauthorized removal of or willful damage to property; unauthorized possession of alcohol/weapons/explosives; gambling; being found in possession of illegal drugs; and charging personal long distance phone calls to Duke without authorization.
- Behavior which compromises another's safety or privacy, or discloses confidential information, including medically-related records.
- Any activity which violates federal or state standards regulating the provision of professional services, or violation of regulations affecting continued licensure, commissioning or certification in a profession.
- Failure to appropriately interact with anyone on Duke premises (including patients, their families, students, visitors, customers or other employees), when such behavior violates another's privacy or dignity, including sexual harassment.
- Falsifying or forgery of any Duke records (such as employment application, timecards, etc.); improperly recording hours worked on timecards.
- Threats, fighting or physical actions against another person on Duke property.
- Willful damage to Duke property.
- Conducting personal business in the workplace or interrupting other employees from their scheduled work.
- Use of another's computer sign-on or computer access code or providing another the use of an individual's signon code without proper authorization to gain unauthorized access to confidential or privileged information.
- Personal use of electronic mail including solicitations, chain letters, sexual or ethnic jokes and slurs, defamatory statements and idle gossip is forbidden.
- Any employee who is arrested for a misdemeanor or a felony must notify his or her Employment Representative of such arrest no later than seven calendar days after the arrest. If an employee is convicted of a misdemeanor or a felony, he or she must inform his or her Employment representative of such conviction (including pleas of guilty and nolo contender) no later than seven calendar days after the conviction.