Parttime Agreement Training

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Part-time Agreement Training

• Presented by
• Human Resources
• October 29, 2008

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Part-time Agreement Training

• Purpose
• Goals
• Definitions
• Titles
• Procedures

3
Purpose

• Production of part-time, no benefits teaching
  agreements and service agreements.
• Division or department level
• Regular contracts with benefits.
• Human Resources

4
Goals

• Produce contracts quickly and accurately.
• Ensure Human Resources receives all information
  required to comply with legal obligations and to
  issue payroll.
• Create goodwill and positive relations with
  part-time employees by paying them accurately and
  on-time.

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Definitions

• Part-time Teaching Agreements
• Faculty or administrators with benefits who are
  teaching a class for credit on an overload
  basis on top of their regular job for a specific
  period of time.
• Individuals without benefits who are being hired
  on a short-term basis to teach one or more
  classes.
• Service associated with part-time teaching
  agreements never accrues toward tenure.

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Definitions

• Service agreements
• Regular faculty or administrators (with benefits)
  who are taking on an overload or additional
  non-teaching assignment(s) for a specific period
  of time.
• Short-term exempt employees who are working
  temporarily at PLU.
• Affiliate artist, head coach, advisor and
  facilitator.
• Never used for nonexempt staff employees. If
  unsure, call HR.
• Authorization needed by President, Vice
  President, or a Dean (working within approved
  budget).

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Titles PT Teaching Agreement

• Lecturer, Clinical Instructor (Nursing)
  satisfies the following is employed on a course
  by course basis generally not offered benefits
• Masters degree or equivalent.
• Has knowledge, skills, and abilities appropriate
  to the appointed position, as determined by the
  hiring department.

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Pre-Agreement Procedures

• Agreement initiation
• Need for part-time employee and budget identified
  by Chair or Dean.
• Chair/Dean confirm funds are available in the
  salary budget.
• Chair/Dean selects the person for the part-time
  assignment ensuring he/she is qualified and
  references are sound. Determine appropriate pay
  rate and extend offer contingent on the
  background check.

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Agreement Procedures

• Step 1
• Obtain information needed to produce agreement
• Full name, curriculum vitae (CV), social security
  number (use PLU ID if rehire), home address and
  phone number, position title, 16 digit account
  number, degree achieved, institution, and whether
  or not the degree achieved is terminal for the
  discipline.
• For service agreements, determine the number
  hours to be worked to complete the assigned job
  and enter in the last column named Payroll Hours
  in your spreadsheet.

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Agreement Procedures

• Step 2 Go to shared HR netstor folder
• Fill in the fields in the part-time agreement
  data spreadsheet.
• Once the data has been entered, email HR at
  humr_at_plu.edu or ochinaav_at_plu.edu (email copies to
  the Provosts Office and Lisa Henderson at
  henderla_at_plu.edu) to notify them that you need
  them to review the spreadsheet and identify
  required forms.
• Enter the date of the email in the column named
  Date Email to Provost HR.
• HR will identify the forms needed and entered
  them into the column named HR Use Only Forms
  Needed.
• HR will email the contract liaison after review
  has been completed and necessary forms identified.

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Agreement Procedures

• Step 3
• Must receive email from HR before merging
  agreement(s).
• Use the appropriate template (service agreement
  or part-time teaching agreement) and welcome
  letter to merge with the data entered in the
  spreadsheet.
• Print the final agreement and welcome letter.
• Attach supplemental information unique to the
  academic area or course.
• Attach necessary HR documents (refer to netstor
  spreadsheet column named HR Use Only Forms
  Needed).
• Ensure documents are the most current version
• Give final contract and letter to Dean for review
  and signature.

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Final Agreement Procedures

• Step 4
• After Deans approval, send original agreement
  and one copy (stamped copy), welcome letter, and
  other personnel paperwork to the employee.
• You may enclose a self-addressed envelope for
  return of the signed original agreement and
  paperwork to the department or division office.
• Send the signed original agreement, CV for
  faculty, and personnel paperwork to Human
  Resources immediately after its received.

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Final Agreement Procedures

• Human Resources
• Review employment application, waiver, W4, I-9,
  and other required forms to ensure they are
  accurately completed.
• Process background check, if needed (social
  security track, criminal felony convictions,
  education).
• After a satisfactory background check has been
  received, HR will set up the new employee in
  Banner, create part-time file, and give the
  necessary paperwork to payroll.

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Did you know?

• HR processed over 500 part-time agreements within
  the past 6 months
• 500 agreements at least 1,000 entries
• New employees cannot obtain their ID number until
  their background check is completed

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Part-Time Agreement Challenges

• Service agreement vs. part-time teaching
  agreement
• Service agreement or hourly basis
• Late agreements
• Social security number vs. PLU ID
• Term of agreement
• Revision of agreements
• Service agreements payroll hours

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Goals to Address Challenges

• Service agreement vs. part-time teaching
  agreement
• Service agreement or hourly basis
• Goal
• 100 accuracy

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Goals to Address Challenges

• Late agreements
• Labor laws and late payments
• More data entry
• Higher unemployment costs
• Background check completed after employment
  begins
• Goal
• Commitment to follow agreements through the
  entire process
• Planning for the next semester or year
• Employment paperwork
• Agreement signed paperwork complete at least
  one month prior to start date of agreement

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Goals to Address Challenges

• Social security number vs. PLU ID
• Only use social security number for new employees
• Removed SSN from agreement templates
• Goal
• 100 use of PLU ID for all returning employees

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Goals to Address Challenges

• Term of agreement
• Academic year (Fall, J-term and Spring)
• For partial semester use exact dates
• Grants
• Different fiscal years separate agreements
• See examples in handouts
• Goal
• 100 accuracy

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Employment period and pay schedule
Account numbers Banner Account Number enter 16
digits XXXXXX XXXX - 6151- XX PT Teaching
Agreement (faculty) XXXXXX XXXX - 6102 XX
Service Agreement (Administrator)
Revised 10/08
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Goals to Address Challenges

• Revision of signed agreements
• - Email or call Aileen in HR as soon as you know
  about an agreement revision
• - Produce revised agreement immediately
  following
• - Include the word revised on top of agreement
• - Type in a new agreement letter date
• Goal
• 100 Payment accuracy and zero overpayment

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Goals to Address Challenges

• Service agreements payroll hours
• Cannot process Service Agreements without this
  information
• Goal
• 100 completion rate
• Enter payroll hours in spreadsheet

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Questions