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
- 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, 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 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.
Reminder: Any time taken off from an assignment must be coordinated with both the department supervisor and your DTS representative.
PAY
Payday is every two weeks in accordance with the regular biweekly pay period at Duke (refer to your biweekly schedule).
Direct deposit is strongly suggested for all DTS employees. You may go to Duke@Work, Duke's self service web site, 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 web site.
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, please be aware that mailing your paycheck to your home address could delay receiving your paycheck on time.
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, your paycheck will be mailed to your home address until 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 accout, 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
Example: You will be paid for the exact hours you work, excluding lunch.
Tenth Conversion Chart
| 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). In addition, please do not attach notes/messages to your DTS timecard. If you have questions or concerns, contact the DTS office for assistance. Your supervisor should obtain other authorized signatures if needed. Please write legibly and use a pen when completing your timecard.
Please make sure you and your supervisor sign the timecard at the end of the pay period or at the end of the assignment. Without both signatures your timecard cannot be processed and a delay in receiving your paycheck may occur.
You are responsible for submitting your timecard to DTS. DTS will not accept faxed copies of timecards. If you finish an assignment before the timecard due date, you may submit it early. Timecards that you submit to DTS are reviewed for accuracy. Hours recorded on your timecard will be verified.
Please do not telephone DTS with hours worked. We can only process completed timecards. Your timecard should be submitted by the due date in a designated drop-off box. If you work on the weekend, your timecard must be turned in by 8:30 a.m. on the following Monday at DTS or in one of the drop-off boxes (listed on page 6). Do not submit your timecard to Duke University Corporate Payroll Services or to any other Duke department. Submit timecards only to DTS. DTS is not responsible for misdirected timecards.
Reminder:
- A pre-printed timecard will be mailed to your home address if you worked in the prior pay period. If you do not receive a pre-printed timecard in the mail, or if you need an additional timecard, you may pick one up at the DTS office.
- If you aren't submitting a pre-printed timecard, remember to provide your full name, Duke Unique ID and the pay period (refer to your biweekly schedule) on each timecard you submit. 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).
- You must complete a timecard for each department you work for during the pay period.
- Timecards must be submitted for each pay period worked (refer to your biweekly schedule). Do not hold timecards until the following pay period.
- If you or your supervisor wish to retain a copy of the timecard for your records, please make a copy prior to submitting the timecard to DTS. Please remember, your timecard is not valid unless you and your supervisor have both signed in the appropriate place. If your supervisor is not available to sign your timecard, an authorized alternate may sign the timecard.
- Please do not send your timecard through the mail because it may not reach DTS by the processing deadline.
- Falsification of hours worked and/or forgery of signatures are criminal offenses and grounds for prosecution, as well as termination from Duke.
- If your timecard is not received by the deadline, you will not receive a paycheck until the next pay period.
For your convenience, DTS provides three (3) designated drop-off boxes for timecards:
- Parking Garage II, RT level, in the lobby area
- Duke Clinic Basement - Red Zone
- DTS Office (705 Broad Street) and drop-off box (outside Broad Street entrance)
NOTE: The drop-off boxes in Parking Garage II, Duke Clinic Basement — Red Zone and DTS are accessible 24 hours a day, 7 days a week.
The above drop-off boxes are subject to change. If a drop-off box is added or deleted, you will be notified in writing. Please address any questions about timecards to a DTS staff member; do not ask other Duke employees. Remember, timecards are your responsibility; please submit them on time!
LENGTH OF TEMPORARY ASSIGNMENT
By Duke policy, Duke Temporary Service employees may not be employed more than 999 hours. You may apply for consideration for a regular position through the Duke Recruitment Office.
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.
As a DTS employee, you are evaluated by your department supervisor during or 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. 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 accident 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.
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 injury 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. DTS will schedule health appointments when necessary 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 your NetID password. Please send any questions about your NetID or NetID 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.
The paper Federal and NC W-4 forms can only be used if you are claiming "Exempt from withholding."
DTS will mail your W-2 form to your home address at the end of January. For current DTS employees, any address changes must be submitted to DTS before January 1; you can also make an address change online by using the Duke@Work web site. Former DTS employees should contact Duke University Corporate Payroll Services located at 705 Broad Street, Durham, NC, 27705 with address changes. The telephone number for Corporate Payroll Services is 919-684-2642.
If you fail to receive your W-2 form, you may request a duplicate form from Corporate Payroll Services. You will be responsible for payment of fees to Corporate Payroll Services.
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 www.hr.duke.edu or by visiting the Duke University Human Resources Recruitment Office. 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 to a Regular Job at Duke
You must be employed a minimum of thirty (30) calendar days with DTS before transferring to another Duke department. 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.