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USA Operations Centers Limited Tenure Employment May 2017
As this policy is reviewed, please note the following State/Area for which exceptions exist:
Not Applicable
Specific details on each exception may be found within the General Information section of this text.
Each business area has the flexibility to choose from a number of staffing options to meet its recruiting and employment needs. One option is to employ an individual on a limited tenure basis. Limited tenure employees are individuals used for short-term assignments. In some cases, limited tenure employees are former employees (rehires or retirees) who may require less training and orientation than other short-term employment staffing. The Human Resources department should be involved in any limited tenure arrangements.
Note: For information on non-employee staffing options (Temporary Agency employees and Independent Contractors) see the Non-Employee Staffing and Information policy.
Length of Employment/Coding A limited tenure employee can work either a regular full workweek or a less than regular full workweek, for a specific, limited and mutually agreed upon time period. All limited tenure employees should be scheduled to work at least 18 hours per week. Limited tenure employment opportunities have a defined start and end date outlined in the job offer.
The length of the limited tenure employment opportunity should be:
No less than five months (with exception to the agent intern program)
No greater than 12 months
All limited tenure employees should be coded as part-time benefits eligible, even if working full time hours.
NOTE: In all instances where the length of employment needs to be extended beyond 12 months, the business area will need to hire the individual as a regular full-time or part-time employee, with no assignment end date.
Limited Tenure Employees who are Rehired Retirees: If a retiree is to be rehired, there must be a 90-day break in service (measured from the employee’s retirement date).; A less than 90-day break will result in the employee not being treated as “retired” and the employee will have to repay pension benefits paid during such period.
Rehires and Gaps in Service: Limited tenure employees who have reached the 12-month maximum assignment length can only be hired into another limited tenure arrangement if there has been a minimum 90-day break in service between the initial assignment and another assignment with Joyner.
There must be a minimum 90-day break in service from the termination date for any rehire moving into a limited tenure arrangement.
Current employees cannot be moved directly to a limited tenure arrangement unless they are moving to the intern program.
There should be no pre-determined agreement for future employment to return while still employed at Joyner.
Compensation Limited Tenure Employment:
The job title, job grade and job code are based on the position/department into which the limited tenure employee is being hired.
Rehires should be informed early in the recruitment process that they may be considered for a position at a different job class and salary range from what they held previously.
An employee must be in a position that is eligible for a merit increase and must perform work during some part of the current performance period to be eligible to receive consideration for a merit increase.
Additional Compensation Information:
Salaries are paid on a bi-weekly basis as with other employees.
The "Next Salary Review" date should be applicable to their job code/job grade.
All applicable payroll withholding taxes are withheld.
Form W-2 Wage and Tax Statements (US) are provided to each limited tenure employee.
Rehired retirees who are receiving pension benefits will also continue to receive a Form 1099-R for pension benefits.
Benefits All limited tenure employees should be coded as part-time benefits eligible, even if working full time hours.
Benefits are available to qualified limited tenure employees. Refer to the guidelines in the Benefits for Part Time Employees policy when applicable.
For reemployment of a retiree, please refer to the Benefits at Retirement policy as well as the Rehired Retiree Benefits document, as there may be an impact to the current benefits received by the retiree, especially if their start date is within 90 days of their retirement date.
Background Checks A background check may be required, as determined by the job code into which the limited tenure employee will be hired. Refer to the Background Checks policy for more information.
Termination The termination code used when a limited tenure employee’s employment ends pursuant to the expiration of the specified employment period (or any extension thereof) is "Employment Agreement Expired.” Refer to the Benefits at Termination policy for additional information.
Considering a Limited Tenure Employee for Further Employment Although short-term employment is not generally considered a prelude to full-time employment, it is an opportunity for Joyner to observe the employee at work. Lines of communication may be opened to discuss the possibilities of full-time employment with Joyner. Limited tenure employees are eligible to post internally through the internal application process, subject to any moratoriums or incumbency periods.
Any exceptions to this policy may only be made with prior HR Executive approval.
Not Applicable
Complete a job opening in the staffing system for a limited tenure position as with any other opening. Indicate "Temporary Assignment" in the "Reason for Opening" field. Coordinate with HR on the scheduling of interviews, job offers, and the selection process.
Refer the limited tenure employee to the Joyner Benefits Center for any benefits questions, especially those who are retirees.
Answer work related questions and advise the employee on personal and professional development.
Provide a safety orientation for the specific work area.
Give the employee clear instructions and tell them of safety precautions to take.
Have the employee repeat instructions and allow them an opportunity to ask questions.
Show the employee how to safely perform a task that could put them or others at risk of injury.
Watch the employee while they are performing the task to correct any mistakes.
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.
Communicate the employee's progress and any areas needing improvement.
Departments will need to monitor the part time employment options being utilized within all areas of the department to ensure consistency, specifically as it relates to assignment end dates.
The HR Recruiter will be responsible for assisting hiring management in recruiting for and selecting limited tenure employees, as with any other external hire. All applicants should be tracked in the Staffing System.
The HR Recruiter coordinates the hiring process including:
Solicitation/recruiting
Interviews
Testing if appropriate, see Test Administration – Policies and Procedures
Extending a job offer
The job offer may be contingent upon a background check and drug screen. See Background Checks section above, and the Contingent Job Offer and Job Confirmation Process policy.
The background check and drug screen should be conducted prior to extending a final job offer.
Updating job offers to extend limited tenure employment end dates
Prior to selection, the HR Recruiter may arrange for the candidate to be interviewed by the prospective supervisor.
The HR Recruiter discusses the program objectives and the employee's relationship to the department's function.
HR, with the Hiring Manager, provides the appropriate onboarding required for these employees.
The HR Recruiter assists the department in monitoring the limited tenure employment options being utilized within all areas of the department to ensure consistency, specifically as it relates to assignment end dates.
NOTE: Limited tenure employees are excluded from employee transition plans per the definitions outlined in the Involuntary Severance Payment Plan Summary Plan Description.