Employment on the Limited Duration Payroll and Through Temporary Agencies
Human Resources Policy: 20.012
Brown University requires the services of various types of employees to fulfill short-duration needs. Such positions may be full or part-time. In general, these positions do not qualify as regular positions and are not eligible for University benefits. Short-duration employees may be hired on the limited duration payroll or secured through the services of a temporary agency.
General Guidelines for Work on the Limited Duration Payroll
Temporary employees working on the limited duration payroll may not work more than 975 hours in any calendar year in any combination of positions at Brown. In addition, temporary employees may remain on the limited duration payroll for only 24 consecutive months from their original date of hire on the limited duration payroll, regardless of whether the employee has continuously worked for two years, or has experienced a break in service.
When a department anticipates the need for services on a limited basis, but for more than two years, it should create a part-time or part-year position on the regular payroll rather than the limited duration payroll.
At the time of hire, Human Resources will inform temporary employees of their duties, the expected duration of the assignment, and the “975 hour per year and 24 month” maximum limits to their employment on the limited duration payroll.
General Guidelines for Work through a Temporary Agency
Those working at Brown through a temporary agency are employees of that agency rather than employees of Brown University. These employees will receive wages and, if applicable, benefits directly through the temporary agency that employs them.
Temporary Employment after 975 Hours or 24 Consecutive Months
Limited duration employees who have worked in excess of 975 hours (in any combination of jobs) in the most recent calendar year or who have passed the second anniversary of their original date of hire on the limited duration payroll should be terminated from the limited duration payroll. Such employees may be placed on the regular payroll after following the regular process of opening a new position, including obtaining approval by the Senior Officer of the division, Human Resources Department, the Budget Office and the EEO/AA Office. Those employees who transition to the regular payroll will then become eligible for University benefits based upon the percent time of that regular payroll position.
In rare occurrences, an individual may be “bridged” to the regular payroll for a period not to exceed six months. The bridging process does not require a modification of a department’s staffing plan. Those employees who are bridged to the regular payroll will become eligible for University benefits based upon their total employment for a full year. At the end of the bridge period, the employment relationship must end and the individual may no longer work for Brown University on the limited duration payroll.
With prior approval from the Human Resources Department before hiring a limited duration payroll employee for the third year, an exception may be considered to the 24 month maximum for Limited Duration employment. The exception would be for those employees that work no more than 200 hours per calendar year and have a work assignment of no more than 12 weeks per calendar year.
Compensation and Work Hours for Employees Working on the Limited Duration Payroll
Limited duration employees are paid an hourly rate and only compensated for hours worked. Employees working in nonexempt positions are paid time and one-half if they work more than 40 hours per week and are not eligible for benefits, holiday, sick or vacation pay, or pay for inclement weather days. Limited duration employees are paid straight time for holidays and Sunday pay. No scheduled work shift can be less than three hours. When limited duration employees in nonexempt positions are required to report to work as the result of a call-in, they must be paid for a minimum of three hours of work. Call-in hours are paid as straight time unless the employee's hours exceed 40 hours for the week. Under Rhode Island law, all staff must take at least a 20 minute (unpaid) lunch period if their work day exceeds six hours.
Federal and state income and Social Security taxes (and any other deductions as may be required by law) are deducted from the employee's limited duration payroll check in addition to contributions for Rhode Island Temporary Disability Insurance (RITDI).
Employees working on the limited duration payroll are covered under the University's Workers' Compensation Program and may be eligible to receive disability payments under RITDI.
ID Cards for Temporary Employees
Some ID cards with limited privileges occasionally may be issued if the employee working in the limited duration position requires one for successful performance of the duties of that position. The employee's supervisor is responsible for returning the card to the Brown Card office when the term of employment ends.
Revised Effective 2-11-08