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Preface

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Page Contents:

A. Policy

B. Procedures for advertising

C. Procedures for filling

D. Minors and students

E. Form I-9 and direct bank deposit

 

Establishing, Advertising, and Filling Hourly Positions
Hourly 1.1

Revised February 2, 2009
Changes indicated in red font.

This policy applies to all Hourly employees.

A. Policy for establishing Hourly positions

1. Departments may establish Hourly positions when the need for the position is for less than 1,930 hours in a fiscal year within a responsibility center (RC).

1. If the need is greater than this threshold, an appointed position must be established.

2. Hourly positions that normally require 1,000 or more hours of services in a calendar year within the same RC shall be established as PERF-eligible positions.

1. In the event that expected hours of work change so that an Hourly position would meet the above 1,000-hour threshold, then the Responsibility Center or department should process and submit HRMS documentation to designate it as a PERF-eligible position.

2. The effective date should be the date of the new expectation. There will be no retroactive adjustments in an individual's PERF status.

3. The PERF retirement plan coverage provision shall not apply to employees with IRS-qualified student status.

3. Employees in Hourly positions will be paid on an hourly basis and will not be eligible for vacation time, income protection time (sick leave), paid holidays, group insurance, or other benefits except as they may be specifically provided for elsewhere. See Policy 6.1, Time Off and Vacation Pay Allowance, for the plan providing pay in lieu of vacation time off.

B. Procedures for advertising Hourly positions

1. All vacancies for Hourly positions designated for students (Work Study and non-Work Study) are to be listed with the campus office responsible for student employment so that IU students have access and equal opportunity to apply for university employment.

2. The hiring department is responsible for advertising its Hourly positions. At the request of the hiring department, the campus human resources office will list Hourly positions that have been submitted. Contact the campus human resources office for the specific procedures.

3. The information needed to list the position with either human resources or student employment includes:

   1. Date of listing

   2. Title of position being posted

   3. Department/unit listing position

   4. Contact person/supervisor and how they can be reached

   5. Location/address

   6. Phone number

   7. If the vacancy is an Hourly position designated for students, indicate whether it is Work Study and/or Non-Work Study

   8. Summary of duties and required skills and qualifications

   9. Hours per week and duration of the job

   10. Set or flexible hours

   11. Rate of pay per hour

4. Full-time (40 hours per week) Hourly positions that normally lead to a Staff position must be advertised in the same manner as Staff positions are advertised, before a commitment to employ is made. During the advertising period the job may be filled with temporary help.

C. Procedures for filling Hourly positions

1. All persons who apply for employment are given equal consideration regardless of their age, color, disability, ethnicity, gender, marital status, national origin, race, religion, sexual orientation, or veteran status.

2. Before filling any position, the department must follow the provisions of paragraphs A. and B. above and obtain any campus-required approvals.

3. All individuals seeking employment with Indiana University must complete a university-approved application form before they can be offered any position. This requirement also applies to existing employees who are seeking another position. An approved application may be a paper or electronic form. Check with the campus human resource office for specific application instructions and procedures.

4. The hiring department will determine the process it will use to select among its applicants. This could include interviews and consideration of such factors as a) experience, b) past work performance, c) job-related educational background, d) ability and qualifications to perform the work, e) attendance record, f) availability, g) reference checks, and h) criminal background history (if any). Length of service is not a formally recognized factor in filling Hourly positions.

D. Procedures for employing a minor or a student

1. See Policy 2.1, Employment of Relatives, Students and Minors, for the procedures to secure an employment certificate for a minor.

2. See Policy 2.2, Employment of IU Students, for the procedures to employ an Indiana University student.

E. Form I-9 and direct bank deposit requirements

1. Ensure that the selected candidate completes INS Form I-9 and the authorization form for direct bank deposit.

   1. INS Form I-9 must be completed in accordance with the Immigration Reform and Control Act of 1986 to verify that the person is entitled to work in this country. An employee must be stopped from working if either Section 1 or 2 is not completed within the time limits specified for the section.

   2. The employee must complete Section 1 of the Form I-9 on or before the first day of work and present evidence of identity and employment eligibility within three business days of the date employment begins.

   3. The hiring department must examine the evidence of identity and employment eligibility; record the title, number and expiration date (if any) of the documents; enter the date employment began in the Certification statement of Section 2; and sign and date the Form I-9 within three business days of the date employment begins.

   4. The hiring department must submit the completed Form I-9 to the campus HR or Payroll office, as designated for the campus and retain a copy of the completed Form I-9. Copies of the documents submitted for Sections 2 or 3 are not to be retained.