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USA Operations Centers Internships, Cooperatives, and other Seasonal Employment Arrangements May 2017
As this policy is reviewed, please note the following State/Area for which exceptions exist:
Not Applicable
Joyner may utilize internships, cooperatives (co-ops) and seasonal employment to build relationships with colleges/universities, high schools and vocational schools, while at the same time meeting staffing needs.
Each department has the flexibility to design a program that meets its recruiting and employment needs.
For information on non-employee staffing options, see the Non-Employee Staffing and Information policy.
Cooperatives or Vocational Programs Local high schools may request that the Human Resources Department place the school's vocational students in local employment opportunities for training. High school vocational career counselors agree to provide the students for placement in operating divisions. The students then generally receive academic credit for the employment experience, in addition to being paid an hourly wage.
College Internships College Internships provide students with real world exposure to the transportation & logistic services industry and Joyner benefits from the opportunity to observe the intern's performance and reaction to the work environment. Internships also aid in developing and maintaining relationships with various colleges and universities.
Seasonal Employees are used for short-term assignments (typically less than six months) and have defined start and end dates as established by the department.
Background Checks For information on background checks, including how to handle for minors, see the Background Check policy.
Compensation Joyner does not support the placement of interns, seasonal employees or co-ops in a non-paid status. The Fair Labor Standards Act indicates that when an employer provides training to individuals and derives immediate advantage from the activities of the trainee, the trainees must be paid for their work.
Salaries are paid on a bi-weekly basis as with other employees.
These positions are not eligible for merit increases.
All applicable payroll taxes are withheld
Form W-2s Wage and Tax Statements are provided to each seasonal employee, intern and co-op.
In accordance with Internal Revenue Service regulations, any reimbursed transportation and/or living expenses must be reported as income. The Payroll area should be advised of the type of reimbursement and the amount applicable for each employee. The reimbursed amounts are added to the regular salary amounts shown on the employee's Form W-2.
An intern stipend is any amount paid to an intern for housing, travel, or bonus. This is normally paid out in one or two lump sums. Any intern stipend that is given to an intern outside of their bi-weekly pay should be completed on a Memo G form. For any Memo G that is submitted for “Summer Intern Reimbursement” the payment is not to be grossed up.
Note: If a business area's program includes reimbursement to interns for transportation and/or living expenses, the intern should be advised of this income reporting requirement prior to the start of the program.
Length of Program Following are recommendations for lengths of programs:
Vocational or cooperative student programs = one semester, school year or summer only.
College internships = one semester or summer. Internships may extend beyond the recommended time frame depending on department needs or the scope of the assigned project
Eligibility To be eligible for an internship, candidates must be full-time students currently enrolled in an undergraduate or post-graduate program, and must have at least one full semester remaining after the duration of the internship.
Benefits Benefits can be available to co-ops, interns and seasonal employees if they meet the same guidelines as other part-time associates. Refer to the guidelines in the Part-Time Employment Benefits policy.
Requests for On-Site Visits Any requests to observe or visit an employee on-site should be reviewed by the manager to ensure that necessary steps have been taken to protect customer/ client privacy and company proprietary information.
Not Applicable
Hiring management will provide requisition details for an intern, co-op, or seasonal position as they do with any other opening. They will coordinate with HR on the scheduling of interviews, job offers, and the rejection process.
Cooperative and Seasonal Employment:
The employee's manager answers work related questions and advise the employee on personal and professional development.
The manager is responsible for providing a safety orientation to their specific work area.
In addition to OSHA regulations, minors are protected under Fair Labor Standards Act. Generally, minors may not work at jobs that involve:
Driving a motor vehicle and being an outside helper on a motor vehicle
Power-driven wood working machines (circular and band saws)
Power-driven hoisting equipment
Power-driven paper-products machines
Roofing operations
There are several Joyner jobs that require specialized training or education. These include:
CDL (Commercial Drivers Lisence)
Warehouse functions
The manager is responsible for communicating the employee's progress and any areas needing development.
At the end of the employee's cooperative program the manager should provide them with an evaluation objectively outlining their progress during the employment term.
The manager will complete mid-term and final evaluations for seasonal employees. These evaluations will be placed in the employee file for documentation purposes.
No other evaluation form should be used or signed by the manager.
Internships:
As part of summer intern solicitation process, hiring manager should provide below information to Human Resources:
Business area information, number of interns required, job locations of Interns
Skill sets/competencies needed, testing requirements, interview timelines and wage information
Intern project details, conversion goals and strategies specific to department's focus and intent to convert interns to full-time employment
The manager is responsible for completing an evaluation at the end of the internship (or annually if the intern works throughout the year). See below for specific evaluation forms:
Intern Evaluation Form - Systems Intern Evaluation Form - All other departments General Evaluation Form
Requests for Internship or Course Credit Employees requesting signatures or information related to obtaining internship or course credit with their University or College Institution may be provided the following:
General Evaluation Form
Joyner Job Offer Letter
Job Description
The employee can opt to share the evaluation, job offer letter and job description with their academic advisor or professor for consideration. Supervisor contact information may be provided, and the supervisor can be open to verbally confirming details related to the internship and job duties. However, no other evaluation form or agreement should be used or signed and no proprietary information may be shared.
HREC will be responsible for assisting hiring management in the selection of interns, co-ops, and other seasonal employees as with any other external hire. All applications should be appropriately documented. See the Internship Procedures Job Aid for details about handling interns.
HREC should assist in recruiting and selecting applicants. Depending on employment needs, HR may coordinate this selection through school counselors, college or high school placement directors, or vocational/distributive education career coordinators.
HR coordinates the hiring process including:
Solicitation/recruiting
Interviews
Testing, if appropriate. See Test Administration - Policies and Procedures.
Updating/extending job offers
Job offers are contingent upon a background check and drug screen. See Background Check policy.
The background check should be conducted prior to extending a final job offer. See Job Offer and Job Confirmation policy.
HR provides information about any housing assistance available for college interns.