Temporary Staffing Center Hiring Manager Guide

Temporary Staffing Center Hiring Manager Guide

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About the NU Temporary Staffing Center Welcome to the Northwestern University Temporary Staffing Center, our in-house temporary employment service. We maintain this Temporary Staffing Center to assist our hiring managers in filling temporary long- and short-term vacancies and to aid job applicants seeking temporary employment. The NU Temporary Staffing Center provides temporary staffing coverage for various needs throughout the University during vacations, leaves of absence, special projects, seasonal peaks and unexpected business demands. We also frequently assist departments in filling regular vacancies through temporary to regular job service.

Temporary positions may be filled by one of two types of temporary employee: a Sourced Temp is a temporary employee recruited and/or vetted by the NU Temporary Staffing Center; a Direct Temp is a temporary employee recruited and vetted by the department and is not currently registered with the NU Temporary Staffing Center.


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Table of Contents About the NU Temporary Staffing Center ............................................................................................... 2

Source Temp .......................................................................................................................................... 4

a. Requesting a Sourced Temp ........................................................................................................... 5

b. Onboarding a Temp.......................................................................................................................... 5

New Temp Checklist ............................................................................................................................ 6

Part-time/Temporary Employee Identification Cards ........................................................................ 6

c. Managing a Temp ............................................................................................................................ 6

Kronos................................................................................................................................................... 6

Attendance Policy ................................................................................................................................. 7

ERISA (Employee Retirement Income Security Act) ........................................................................... 8

Quality Assurance System ................................................................................................................... 8

d. Off-boarding a Temp ........................................................................................................................ 9

Employment Relationship .................................................................................................................... 9

How to Terminate the Temp’s Employment ....................................................................................... 9

Direct Temp ......................................................................................................................................... 10

a. Requesting a Direct Temp ............................................................................................................ 11

b. Onboarding a Temp....................................................................................................................... 11

New Temp Checklist ......................................................................................................................... 11

Part-time/Temporary Employee Identification Cards ..................................................................... 11

c. Managing a Temp ......................................................................................................................... 12

Kronos................................................................................................................................................ 12

ERISA (Employee Retirement Income Security Act) ........................................................................ 12

d. Off-boarding a Temp ..................................................................................................................... 13

Employment Relationship ................................................................................................................. 13

How to Terminate the Temp’s Employment .................................................................................... 13

Appendix A – Temp Center Forms ....................................................................................................... 14

Sourced Requisition Form .................................................................................................................... 14

Direct Requisition Form ........................................................................................................................ 17

Evaluation Form .................................................................................................................................... 19

Appendix B – WildCARD Office Forms ................................................................................................. 20

Temp ID form ......................................................................................................................................... 21

Appendix C – Pay Schedule and Hours Tracking Information ............................................................. 22

Pay Schedule 2015 .............................................................................................................................. 23

ERISA Hours Tracking ........................................................................................................................... 24


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Source Temp Requesting a Sourced Temp Onboarding a Temp Managing a Temp Off-boarding a Temp


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a. Requesting a Sourced Temp

Step 1.) Fill out the Sourced Requisition Form on the Temp Center website (Appendix A page15) and email the form to the Temp Center team at [email protected].

Step 2.) A Staffing Coordinator sends an email confirming we have received the request.

Step 3.) We post the approved job description to E-recruit and schedule interviews to register new candidates with the Temp Center for this position.

Step 4.) The Staffing Consultant identifies candidates and forwards the resumes to the Hiring Manager for consideration.

Step 5.) The Hiring Manager reviews the resumes, decides to meet with, and contacts the Temp Center to arrange interviews.

Step 6.) The Staffing Consultant coordinates interviews, emailing both the Hiring Manager and candidate the final date, time, and location.

Step 7.) The Hiring Manager conducts all interviews before identifying the candidate of choice.

Step 8.) The Staffing Consultant extends an offer to the candidate and confirms a start date.

Step 9.) With an accepted offer, the Staffing Consultant sends an assignment confirmation to the candidate and a checklist email to the Hiring Manager as well.

At this point, the onboarding process begins.

b. Onboarding a Temp

The Staffing Coordinator contacts the new Temp to schedule a New Hire Paperwork meeting for completion of the Federal and Illinois W-4s, Direct Deposit form, I-9, and Personal Data Form (PDF) for FASIS entry as well as a Background Check, DCFS form, and Temporary Handbook Receipt. The FASIS required forms are sent by the Staffing Coordinator to Payroll for entry into FASIS. Once the Temp is entered in FASIS, a NetID and email are generated in 1 -2 days. The Staffing Coordinator forwards a Net ID email with activation information to the Temp’s personal email, CCing the Hiring Manager.

For special access to a program or software, contact NUIT: Phone: 847-491-HELP (4357) Email: [email protected] Website: http://www.it.northwestern.edu/

mailto:[email protected]



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New Temp Checklist Pre-Arrival the Hiring Manager will: o Confirm any first day instructions – arrival time/location, contact person, dress codeo Set up the computer and/or phoneo Prepare any login/password informationo Assemble office supplies, keys, etc.

1st Day the Hiring Manager will: o Review the Temp’s work schedule expectationso Go over operation of any phones, faxes, copiers, and other equipment necessary to

the position

Within 1st Week the Hiring Manager will: o Get a Part-time/Temporary Employee ID Card for the Temp (see full information below)

Part-time/Temporary Employee Identification Cards Temporary Employees can receive a Part-time/Temporary Employee ID card while employed as a temporary employee at Northwestern. (see Appendix B, page 21 for form)

o The Hiring Manager must submit a Part-Time/Temporary Employee ID Form (pdf) tothe WildCARD office. Forms can be mailed in or emailed directly from the PDF. Note:This form must be submitted electronically; emails from supervisors will not beaccepted.(http://www.northwestern.edu/uservices/docs/wildcard/PartTimeTempIDForm.pdf)

o The temporary employee should go to the WildCARD office with their employee IDnumber and a photo ID (driver's license, state ID, or a valid, unexpired passport) toobtain the card.

o Cards are free for temporary employees, but the replacement for lost or stolen cardsis $15 (or $25 for Indala contactless smartcards).

c. Managing a Temp

Kronos Temporary Employees are paid on a bi-weekly basis. Temps must enter and approve their hours by 5:00 pm the last Friday of the pay period (for exact dates see Appendix C on page 23). Kronos is compatible with the following browsers:

o Internet Explorer 10 (32-bit) -- only with Compatibility Mode turned ono Internet Explorer 7, 8, 9 (32-bit)o Mozilla Firefox 4.x, 5.x, 6.x, 7.xo Apple Safari 5.x -- running on OS-X 10.7 only

and must be used while connected to the NU network or from an NU terminal.


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Once the Temp has approved his/her hours, the Kronos Supervisor must approve the hours by 1:00 pm the Monday after the pay period closes. The Temp is paid on the following Friday.

If the Hiring Manager or Temp encounter any issues with timekeeping, contact the Kronos Help Desk at 847-467-7606 and the Temp Center IMMEDIATELY.

Attendance Policy The Northwestern Temporary Staffing Center has adopted the following attendance policy:

♦ Sick days/personal days are restricted to two events within a three-month periodunless there are special circumstances that have been approved by the HiringManager.

♦ If a Temp is sick and unable to be at work, he or she must contact the Hiring Managerby 8:30 A.M. All planned and unplanned absences should be communicated to theHiring Manager.

♦ If the Temp is going to be late for work, need to leave early, or need to take anextended lunch break, he/she must have approval from his/her Hiring Managerbeforehand. Excessive tardiness or absenteeism may result in termination.

♦ All temporary employees should be at their designated work areas and ready to beginworking at their start time.

♦ Excused absences require the prior approval of the Hiring Manager. Planned absencesare to be kept to a minimum and at least 72 hours-notice should be provided.

♦ The following are grounds for disciplinary action up to and including dismissal:• Excessive absenteeism• Tardiness• Unapproved extended lunches/breaks• Failure to notify the Hiring Manager of any absence or tardiness

Leave Policies Military Leave The Federal Government generally determines the terms and conditions of military leave

and the NU Temporary Center will comply with these laws. Any Temporary Employee who is called to active military duty will be granted a military leave of absence, the duration of which will be the term of enlistment plus any additional time that may be required by the government.

Jury Duty Participation as a juror is a civic responsibility. The Temp should notify the Hiring Manager

upon receipt of a summons to jury duty.


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Funeral Leave In the event of need for funeral leave, the Temp should notify the Hiring Manager as soon

as possible so that arrangements may be made to accommodate his/her absence.

University Scheduled Holidays The University observes the following holidays. Temporary employees do not have to work

on these days and will not be paid for the unworked day. If a Temp does work on a University Scheduled Holiday, he/she will be paid for regular time.

If there is a problem with attendance, tardiness, or performance, contact Temp Center immediately. Do not deal with the problem yourself.

ERISA (Employee Retirement Income Security Act)

According to the Employee Retirement Income Security Act (ERISA), temporary non-student employees can work without benefits up to 1000 hours in a 12-month period of time. This includes “a department sourced temporary” (also known as a ‘direct temp’). When the temporary employee gets close to his/her 1000 hours, he/she will either be hired into a regular benefits eligible position or be terminated from the temporary assignment.

After the temp reaches 700 hours, the Temp Center will begin contacting the Hiring Manager to hire or terminate the Temp. These 700 hours may have been accrued in the current department or across several departments.

For an explanation of ERISA Hour Tracking in FASIS, see Appendix C on page 24.

Quality Assurance System In order to maintain an open line of communication between the Temp Center and the

Hiring Managers, the Temp Center will be checking in periodically. If there are any issues at any time, do NOT hesitate to contact the Temp Center time to discuss a resolution.

1st Day Check-In Shortly after the first day of the assignment, the Staffing Consultant will communicate with

the Hiring Manager by email to verify that the Temp arrived on time.

2nd Week Check-In The Staffing Consultant will communicate with the Hiring Manager by email to verify that the

Temporary Employee’s performance has met the Hiring Manager’s expectations and to confirm the continuation of the assignment.

30 Day & End of Assignment Performance Evaluations For long term assignments, the Staffing Consultant will email the Hiring Manager after

every 30 days to ask questions about the Temp’s performance and productivity and to


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confirm the on-going status of the assignment. At the end of each assignment, the Temp Center will ask the Hiring Manager to complete an electronic evaluation (see Appendix A on page 19) to track performance and provide valuable reports to the Hiring Manager after the assignment has concluded.

d. Off-boarding a Temp

Employment Relationship The Northwestern University Temporary Staffing Center maintains an employment-at-will policy. Just as the temporary employee is free to end their employment with the University at any time for any reason, the University is free to end the employment relationship with any temporary employee at any time for any reason, unless there is a specific written contract to the contrary. Temporary employees who leave the University are responsible for returning any of NU’s materials, including supplies, documents, data, records, keys, and access cards.

How to Terminate the Temp’s Employment The Hiring Manager may choose to terminate the Temp at any time. When the decision to terminate is made, notify the Temp Center with an end date. After the temp has been paid for his/her final pay period, the Temp Center will terminate the temp’s position in FASIS, which will terminate his/her Kronos access and administrative access to FASIS the same day. If faster access termination is needed, please contact the FASIS Help Desk to expedite the order. The Temp will retain access to FASIS Self-service and the NU email for 90 days.

On the last day of the assignment, the Hiring Manager should collect any and all University property, materials, and written information issued to the Temp and in his/her possession. This property may include credit cards, identification badges or cards, keys, manuals, calculators, computers, other office equipment, key cards, and other materials. This material must be recovered before a temporary employee can be assigned to another temporary position.

It is also recommended that the department consider changing any group access passwords to which the temp had access for the purpose of his/her position. These may include Google Drive, third party vendor websites, or other outside services with external username/password access.


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Direct Temp Requesting a Direct Temp Onboarding Your Temp Managing Your Temp Off-boarding Your Temp


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a. Requesting a Direct Temp

Step 1.) Fill out the Direct Temp Requisition Form on the Temp Center website and in Appendix A (page 17). Email the form, the candidate’s contact information, and the candidate’s resume to the Temp Center team at [email protected].

Step 2.) A Staffing Coordinator will send an email confirming we have received the request.

b. Onboarding a Temp The Staffing Coordinator contacts the new Temp to schedule a New Hire Paperwork meeting for completion of the Federal and Illinois W-4s, Direct Deposit form, I-9, and Personal Data Form (PDF) for FASIS entry as well as a Background Check, DCFS form, and Temporary Handbook Receipt. The FASIS required forms are sent by the Staffing Coordinator to Payroll for entry into FASIS. Once the Temp is entered in FASIS, a NetID and email are generated in 1 -2 days. The Staffing Coordinator forwards a Net ID email with activation info to the Temp’s personal email, CCing the Hiring Manager. For special access to program or software, contact NUIT:

Phone: 847-491-HELP (4357) Email: [email protected] Website: http://www.it.northwestern.edu/

New Temp Checklist Pre-Arrival the Hiring Manager will: o Confirm any first day instructions – arrival time/location, contact person, dress code o Set up the computer and/or phone o Prepare any login/password information o Assemble office supplies, keys, etc.

1st Day the Hiring Manager will: o Review the Temp’s work schedule expectations o Go over operation of any phones, faxes, copiers, and other equipment necessary to

the position

Within 1st Week the Hiring Manager will: o Get a Part-time/Temporary Employee ID Card for the Temp (see full information below)

Part-time/Temporary Employee Identification Cards Temporary Employees can receive a Part-time/Temporary Employee ID card while employed as a temporary employee at Northwestern. (See Appendix B, page 21 for form.)




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This form must be submitted electronically; emails from supervisors will not be accepted. (http://www.northwestern.edu/uservices/docs/wildcard/PartTimeTempIDForm.pdf)

o The temporary employee should go to the WildCARD office with their employee IDnumber and a photo ID (driver's license, state ID, or a valid, unexpired passport) toobtain the card.

o Cards are free for temporary employees, but the replacement for lost or stolen cardsis $15 (or $25 for Indala contactless smartcards).

c. Managing a TempKronos Temporary Employees are paid on a bi-weekly basis. Temps must enter and approve their hours by 5:00 pm the last Friday of the pay period (for exact dates see Appendix C on page 23). Kronos is compatible with the following browsers:

o Internet Explorer 10 (32-bit) -- only with Compatibility Mode turned ono Internet Explorer 7, 8, 9 (32-bit)o Mozilla Firefox 4.x, 5.x, 6.x, 7.xo Apple Safari 5.x -- running on OS-X 10.7 only

and must be used while connected to the NU network or from an NU terminal.

Once the Temp has approved his/her hours, the Kronos Supervisor must approve the hours by 1:00 pm the Monday after the pay period closes. The Temp is paid on the following Friday.

If the Hiring Manager or Temp encounter any issues with timekeeping, contact the Kronos Help Desk at 847-467-7606 and the Temp Center IMMEDIATELY.

ERISA (Employee Retirement Income Security Act) According to the Employee Retirement Income Security Act (ERISA), temporary non-student employees can work without benefits up to 1000 hours in a 12-month period of time. This includes “a department sourced temporary” (also known as a ‘direct temp’). When the temporary employee gets close to his/her 1000 hours, he/she will either be hired into a regular benefits eligible position or be terminated from the temporary assignment.

After the temp reaches 700 hours, the Temp Center will begin contacting the Hiring Manager to hire or terminate the Temp. These 700 hours may have been accrued in the current department or across several departments.

For an explanation of ERISA Hour Tracking in FASIS, see Appendix C on page 24.


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d. Off-boarding a Temp

Employment Relationship The Northwestern University Temporary Staffing Center maintains an employment-at-will policy. Just as the temporary employee is free to end their employment with the University at any time for any reason, the University is free to end the employment relationship with any temporary employee at any time for any reason, unless there is a specific written contract to the contrary. Temporary employees who leave the University are responsible for returning any of NU’s materials, including supplies, documents, data, records, keys, and access cards.

How to Terminate the Temp’s Employment The Hiring Manager may choose to terminate the Temp at any time. When the decision to terminate is made, notify the Temp Center with an end date. After the temp has been paid for his/her final pay period, the Temp Center will terminate the temp’s position in FASIS, which will terminate his/her Kronos access and administrative access to FASIS the same day. If faster access termination is needed, please contact the FASIS Help Desk to expedite the order. The Temp will retain access to FASIS Self-service and the NU email for 90 days.

On the last day of the assignment, the Hiring Manager should collect any and all University property, materials, and written information issued to the Temp and in his/her possession. This property may include credit cards, identification badges or cards, keys, manuals, calculators, computers, other office equipment, key cards, and other materials. This material must be recovered before a temporary employee can be assigned to another temporary position.

It is also recommended that the department consider changing any group access passwords to which the temp had access for the purpose of his/her position. These may include Google Drive, third party vendor websites, or other outside services with external username/password access.


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Appendix A – Temp Center Forms Sourced Requisition Form Direct Requisition Form Evaluation Form

Temporary Center – Sourced Requisition Form Please e-mail completed forms to [email protected]

We confirm receipt of ALL bookings

Sourced Temp Definition: A temporary employee recruited and/or vetted by the NU Temporary Staffing Center.

*All fields must be completed before we can move forward with your request

Temporary Job Title: Kronos Supervisor (name):

Date of Request: Kronos Supervisor (Empl ID #):

Assignment Start Date:

Requester (name):

Assignment End Date:

Contact Information (phone & email):

Hours needed per week:

Department Name:

Schedule: 6 Digit Department Number:

Hourly rate: Assignment Address:

Temp Center Fee: Bill Rate:

Chart String Information:

Approved Funding Source: % Fund Fin. Dept. Project Activity Program Acct.

Temporary Job Description and Responsibilities:

Northwestern University Temporary Center 01/21/15


Qualifications/Skills Required:

Software Required:

Reason for Temporary Request: Project Seasonal Peak

Vacation Coverage FMLA Potential Temp to Hire

Other: _____________________________

Additional Information:

1. Are you interested in reviewing 3 – 5 resumes? Yes No

2. Are you interested in telephone screening or in person interviews for Temporaries? Yes No

3. Have you identified your own temporary for us to process? (Please attach a resume) Yes No

4. Does this position require access to Northwestern Memorial? Yes No

Information for Hiring Managers:

1) A request for a temporary employee cannot be processed without providing an active chart stringnumber (Fund, Financial Department, and Account are all required fields- while you may nothave a project, activity, or program especially if not on a grant.)

2) All Sourced Temporary Employees will be hired under Acct. 60113 - An administrative charge of $2.75 will be applied to the hourly rate as the fee for hiring a sourced temporary employee. This fee will be charged to account 75021. If you have any questions about this fee please let us know.

Temporary Center – Direct Requisition Form Please forward the completed requisition form via email to [email protected]

We confirm receipt of ALL bookings

Direct Temp Definition: A temporary employee recruited and vetted by the department, that is not currently registered with the NU Temp Center.

*In addition to completing all fields, a copy of candidate’s resume must also be attached in order to moveforward with your request.

Temporary Job Title: Kronos Supervisor (name):

Date of Request: Kronos Supervisor (Empl ID #):

Assignment Start Date:

Requester (name):

Assignment End Date:

Contact Information (phone & email):

Hours needed per week:

Department Name:

Schedule: 6 Digit Department Number:

Hourly rate: Assignment Address:

Chart String Information:

Approved Funding Source: % Fund Fin. Dept. Project Activity Program Acct.

Temporary Job Description and Responsibilities:

Chart string Funding Information

1) A request for a temporary employee cannot be processed without providing an active chart stringnumber (Fund, Financial Department, and Account are all required fields- while you may nothave a project, activity, or program especially if not on a grant.)

a. All Temporary Employees hired through the Temporary Staffing Center will be under Acct.60111 – No fee applies.

Northwestern University Temporary Center 01/26/15


Background Screening:

A background check is required of all temporary personnel placed through the Northwestern University Temporary Staffing Center. Departments are not responsible for the cost of the criminal background check.

• By selecting ‘yes’ to the following question you are indicating that this position will requireadditional search to the background check submitted prior to the start date.

1. Will this position require driving? Yes No

2. Does this position require access to Northwestern Memorial? Yes No

TEMPORARY STAFFING CENTER EVANSTON: 847-467-1048 | CHICAGO: 312-503-1234 | EMAIL: [email protected]

TEMPORARY EMPLOYEE EVALUATION FORM

PLEASE VERIFY THE FOLLOWING:

Name of Employee: Temporary Job Title:

Name of Supervisor: Department:

How would you rate this temporary employee’s performance?

1=Unsatisfactory 2=Needs Improvement 3=Effective 4=Commendable 5=Outstanding

A. Quality of Work: 1 2 3 4 5

B. Ability to take direction: 1 2 3 4 5

C. Attendance: 1 2 3 4 5

D. Initiative: 1 2 3 4 5

E. Interpersonal Skills: 1 2 3 4 5

F. Technical Skills: 1 2 3 4 5

G. Ability to work with others: 1 2 3 4 5

H. Customer service: 1 2 3 4 5

I. Overall Performance 1 2 3 4 5

Would you re-hire this person? YES NO

Using the scale above, how would your rate your overall hiring experience with the Temporary Staffing Center?

1 2 3 4 5

Additional Comments:

Evaluated By: ___________________________ Date of Evaluation: ________________



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Appendix B – WildCARD Office Forms Temp ID form


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Appendix C – Pay Schedule and Hours Tracking Information

Pay Schedule 2015 ERISA Hours Tracking

2015 ‐ BI‐WEEKLY EMPLOYEES CUT‐OFF DATE SCHEDULE

Work Period Cut‐off Dates

Begin ‐ End

Payment Request Forms / Temp New Hires due

by 5:00 PM

Temp Panel Closes at 5:00 PM

Kronos Employee Data Entry and

Approval by 5:00 PM

Supervisor Approval by

1:00 PM

PAY DATE

NOTE: Pay periods with an earlier cutoff are bolded/highlighted

12/21/2014 ‐ 1/03/2015

12/29/2014 12/29/2014 1/02/2015 1/05/2015 1/09/2015

1/04/2015 ‐ 1/17/2015 1/14/2015 1/14/2015 1/15/2015 1/16/2015 1/23/2015

1/18/2015 ‐ 1/31/2015 1/28/2015 1/28/2015 1/30/2015 2/02/2015 2/06/2015

2/01/2015 ‐ 2/14/2015 2/11/2015 2/11/2015 2/13/2015 2/16/2015 2/20/2015

2/15/2015 ‐ 2/28/2015 2/25/2015 2/25/2015 2/27/2015 3/02/2015 3/06/2015

3/01/2015 ‐ 3/14/2015 3/11/2015 3/11/2015 3/13/2015 3/16/2015 3/20/2015

3/15/2015 ‐ 3/28/2015 3/25/2015 3/25/2015 3/27/2015 3/30/2015 4/03/2015

3/29/2015 ‐ 4/11/2015 4/08/2015 4/08/2015 4/10/2015 4/13/2015 4/17/2015

4/12/2015 ‐ 4/25/2015 4/22/2015 4/22/2015 4/24/2015 4/27/2015 5/01/2015

4/26/2015 ‐ 5/09/2015 5/06/2015 5/06/2015 5/08/2015 5/11/2015 5/15/2015

5/10/2015 ‐ 5/23/2015 5/20/2015 5/20/2015 5/21/2015 5/22/2015 5/29/2015

5/24/2015 ‐ 6/06/2015 6/03/2015 6/03/2015 6/05/2015 6/08/2015 6/12/2015

6/07/2015 ‐ 6/20/2015 6/17/2015 6/17/2015 6/19/2015 6/22/2015 6/26/2015

6/21/2015 ‐ 7/04/2015 6/30/2015 6/30/2015 7/02/2015 7/06/2015 7/10/2015

7/05/2015 ‐ 7/18/2015 7/15/2015 7/15/2015 7/17/2015 7/20/2015 7/24/2015

7/19/2015 ‐ 8/01/2015 7/29/2015 7/29/2015 7/31/2015 8/03/2015 8/07/2015

8/02/2015 ‐ 8/15/2015 8/12/2015 8/12/2015 8/14/2015 8/17/2015 8/21/2015

8/16/2015 ‐ 8/29/2015 8/26/2015 8/26/2015 8/28/2015 8/31/2015 9/04/2015

8/30/2015 ‐ 9/12/2015 9/09/2015 9/09/2015 9/11/2015 9/14/2015 9/18/2015

9/13/2015 ‐ 9/26/2015 9/23/2015 9/23/2015 9/25/2015 9/28/2015 10/02/2015

9/27/2015 ‐ 10/10/2015 10/07/2015 10/07/2015 10/09/2015 10/12/2015 10/16/2015

10/11/2015 ‐ 10/24/2015 10/21/2015 10/21/2015 10/23/2015 10/26/2015 10/30/2015

10/25/2015 ‐ 11/07/2015 11/04/2015 11/04/2015 11/06/2015 11/09/2015 11/13/2015

11/08/2015 ‐ 11/21/2015 11/16/2015 11/16/2015 11/18/2015 11/19/2015 11/25/2015

11/22/2015 ‐ 12/05/2015 12/02/2015 12/02/2015 12/04/2015 12/07/2015 12/11/2015

12/06/2015 ‐ 12/19/2015 12/14/2015 12/14/2015 12/16/2015 12/17/2015 12/23/2015

12/20/2015 ‐ 1/02/2016 12/28/2015 12/28/2015 12/30/2015 1/04/2016 1/08/2016

1/03/2016 ‐ 1/16/2016 1/13/2016 1/13/2016 1/14/2016 1/15/2016 1/22/2016

FASIS TEMP ADMINISTRATION USER’S GUIDE ERISA Hours Tracking

ERISA HOURS TRACKING

The Employee Retirement Income Security Act (ERISA) is a federal law which mandates that temporary employees may not work more than 1,000 hours in a 12-month period. If an employee reaches the limit, he/she must either stop working or be transferred into a benefits-eligible staff position.

The ERISA Hours page in FASIS allows administrators to track a temp employee’s total hours worked across all jobs to easily monitor progression toward the 1,000-hour limit.

Navigation

WORKFORCE ADMINISTRATION > JOB INFORMATION > ERISA HOURS

Details

The ERISA hours page includes details for each pay period in the last 12 months that the employee received a paycheck:

BEGIN/END The first and last day of the biweekly pay period for which hours were accrued.

JOB CODE The temporary employee Job Code associated with the position.

DEPARTMENT The 6-digit HR Department ID number for which the hours were worked. Note: Hours for all departments in which the employee has worked in the last 12 months contribute toward the 1,000 hour limit.

HOURS The total hours worked in that position for that pay period.

ADDITIONAL HOURS

Any non-regular pay the employee received that was not part of a specific temporary job.

GRAND TOTAL The total number of hours the employee has worked in the last 12 months that are ERISA-eligible.

Notes

• The NU Temp Staffing Center regularly monitors all temporary employee hours and will notify the employee’smanager after the temp passes 700 hours worked.

• Even though work-study students and temporary students are ERISA eligible, their hours will not display in this page.

• ERISA hours are calculated on a rolling 12-month period to include all paid hours from the employee’s most recentpaycheck and 12 months prior.

Northwestern University Faculty and Staff Information System 35

Temporary Staffing Center Hiring Manager Guide

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