Effective: July 1, 2013
Last Updated: June 8, 2013
Responsible University Office: University Human Resources
Responsible University Administrator: Vice President & Chief Financial Officer
Policy Contact: University Human Resources
This policy applies to all Temporary positions (formerly Hourly) in all associated employee categories at Indiana University, including the following and any other Temporary category established:
- AmeriCorps (HA)
- With Retirement (HP)
- Regular (HR)
- Student (HS)
- Workstudy (WSU)
Temporary positions are generally considered for temporary part-time work; with pay through the University’s biweekly payroll. (Units with a full-time work need should consider establishing an Academic or Staff position, with review and approval of department and RC heads.)
- Employees in a Temporary position (all categories) are not permitted to work more than:
- 116 hours over two consecutive biweekly pay periods, including regular and overtime hours across all jobs across all units
- To avoid exceeding the above “116 hour limit,” units may want to set a limit of 58 hours in a bi-weekly pay period, with any excess hours adjusted in the following biweekly pay period. Example: For a Temporary employee who works 80 hours during a bi-weekly pay period, then he/she is limited to working no more than 36 hours during the following bi-weekly pay period.
- Alternative only available through December 31, 2014: a Temporary employee may be employed full-time for up to six consecutive bi-weekly pay periods (12 weeks), if the following three conditions are applied:
- If the “six bi-weekly pay periods” starts after June 2013, the Temporary employee must not have worked for the University in any position during the six preceding bi-weekly pay periods, including any Temporary, Staff, or Academic position. (Work prior to July 2013 does not impact this alternative.)
- The Temporary employee will be separated from the University at the end of the “six bi-weekly pay periods worked” and will not work in any other part-time position for the following six consecutive bi-weekly pay periods, including part-time Academic, Staff, and Temporary positions.
- Specific approval for this alternative is obtained from the University Human Resource office, which will track and monitor the employment of these employees.
- Employees in any Temporary position, except Temporary with Retirement (HP), are not permitted to work more than 999 hours during a calendar year, including all regular and overtime hours aggregated across all jobs across all University units.
- If the 999-hour threshold is exceeded in the calendar year, or if an employee holds or has held a Temporary with Retirement (HP) position in the calendar year, then all the positions in which the individual is employed for the remainder of the calendar year must be established as Temporary with Retirement (HP) positions. (Once the “999-hour” limit is reached, an individual cannot work any further that calendar year unless all positions in which he or she is employed are covered by the University’s retirement plans.)
- Employees in Temporary with Retirement (HP) positions are not permitted to work more than 1,508 hours during a calendar year, including all regular and overtime hours aggregated across all jobs across all University units, starting 2014. (Employees in a Temporary with Retirement (HP) position are eligible for retirement program coverage; including participation in the University’s base plan for such employees and the University’s two supplemental retirement plans.)
- Hours worked while qualifying for a student exemption to FICA, in accordance with Federal tax law, does not count toward participation in IU-sponsored retirement plans. (Generally, Temporary employees who are enrolled and regularly attending classes at IU, may qualify for this FICA exemption.)
- Departments with a work need of more hours than specified by the above limits should consider establishing a new Staff position, and then follow normal University policy for filling that position. (Requires review and approval of department and RC heads; with funding covered by current base budgets.)
- All Temporary employees are required to record hours worked in the University’s time keeping system, TIME, or another University-approved timekeeping system, using synchronous mode (clocking in and out to record actual time worked).
- Departments must terminate an employee from a Temporary position after the employee has not worked any hours during six consecutive bi-weekly pay periods.
Temporary Position Categories
- AmeriCorps (HA): when the funding of the hours expected to be worked is provided in total or in part from an AmeriCorps award or contract
- With Retirement (HP): when the total number of hours worked is expected to be more than 999 hours during a calendar year (cannot exceed 1,508 hours in a calendar year, starting 2014)
- Regular (HR): when the total number of hours worked is expected to be less than 1,000 hours during a calendar year (cannot exceed 999 hours in a calendar year)
- Student (HS): when the hours expected to be worked are expected to qualify for an exemption to social security tax withholdings in accordance with federal tax laws (reference IU Financial Policy, Student Social Security Tax Withholding Exemption)
- Workstudy (WSU): when the funding of the hours expected to be worked is provided in total or in part from a Workstudy financial aid award
Managers, supervisors, and employees who violate this policy are subject to disciplinary action, up to and including termination.
Filling Temporary Positions (formerly Filling Hourly Positions) hr.iu.edu/policies/temporary/filling.html
Establishing Staff Positions hr.iu.edu/policies/uwide/establishing.html
Student Social Security Tax Withholding Exemption FIN-PAY-IV-230 at policies.iu.edu
This policy replaces Hourly Positions of January 1, 2010.
Temporary employment information