U-TEMPS Handbook
Welcome! We are glad that you have joined the University of Arkansas for Medical Sciences U-Temps team. We hope the time you spend with us is productive, challenging and in line with whatever career path you may choose to follow. As a U-Temps employee, you may be seeking flexible hours, part-time hours, seasonal employment, or full-time employment. We will do our best to match your needs with our temporary employment needs.
Please refer to this handbook for any questions you may have regarding your assignments. If the information you need is not located in the handbook, please feel free to contact the Office of Human Resources at 686-5650.
It is the policy of UAMS to provide equal opportunity to all applicants and employees consistent with all legal protections offered by State and federal laws. This policy is applicable to all phases of employment.
All employees have a right to work in an environment free of discrimination, which includes freedom from harassment. It is the policy of the UA System to prohibit sexual harassment of its employees in any form. Such conduct may result in disciplinary action up to and including dismissal.
Table of Contents
Attendance
Sexual Harassment
New-Employment Medical Screening
Pay
Confidentiality Commitment
Direct Deposit
Benefits
Credit Union
Change of Personal Information
Parking
Evaluations
Name Badges
Transfer to Regular Employment
Appearance/ Dress Code
Phone Etiquette
Accidental Injury
Inclement Weather Policy
End or Change of your employment
End of an Assignment
Assignments
An assignment to a U-Temps temporary position is based on the temporary assignments available, your job skills, your job history, and your availability to work. We receive job assignment requests almost daily. However, there are days when we do not receive new assignments. If you are between assignments, please be patient. We will call you when we have something available for you. The length of each assignment will vary.
UAMS does enforce a drug testing policy for employees in patient care and/or safety-sensitive positions in three instances: pre-employment, for cause, and random. The tests are conducted and validated by an independent medical lab, and steps are taken to ensure employees’ test results are treated as confidential. Failure to pass a drug test may result in disciplinary action, including termination of employment.
As of July 4, 2004 UAMS became a smoke free environment. Employees are prohibited from smoking on or in all UAMS designated buildings, owned or leased properties, UAMS owned or leased vehicles, and UAMS adjacent grounds, including parking lots and ramps.
This policy applies to all persons, including employees, faculty, students, patients, visitors, contractors, subcontractors, and others in UAMS buildings and parking lots and ramps. Individuals located in buildings off-campus which are not owned by UAMS will abide by the smoking policy of the particular building in which they reside. Administrative personnel responsible for these areas may impose more restrictive policies if so desired.
Work schedules are determined by the operational needs of each department. Your assignment supervisor will inform you of your work schedule, which will include the length and time of your unpaid meal periods.
If you are late to work or unable to report to an assignment, for any reason, prior to the start of your shift, it is your responsibility to telephone the Office of U-Temps. You are to notify the Office of U-Temps at least 30 minutes before you are to report to work. This procedure is required so we can notify the department and make the necessary arrangements for coverage in your absence.
You may receive up to two 15-minute rest periods for an 8-hour day worked. Your rest periods can not be used to make up for tardiness, or absenteeism. You can not use this time to accumulate time to shorten the work day to leave early, or to extend the unpaid meal period. Rest periods are not mandatory, and are at the discretion of each department head.
Failure to inform U-Temps of an absence for three consecutive days will be interpreted as job abandonment. Termination of employment will be effective as of the last day worked
sexual harassment policy
(revised on 9-20-06)
Sexual harassment is a form of sex discrimination and consists of unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature constitutes sexual harassment when submission to or rejection of this conduct explicitly or implicitly affects an individual’s employment. (See UAMS Administrative Guide Policy 3.1.05)
New-Employment Medical
Screening
New Employee Medical screening is conditional for employment at UAMS. The medical screening consists of basic physical examination/questions, review of immunization records and a TB Skin Test. A medical screening must be performed within the first thirty (30) days of employment for all employees, and is repeated annually for the duration of your employment. You have been provide information in order to schedule an appoint for this screening in your New Hire Packet, please take the sheet of information provide with you to your first appointment. The purpose of the screening is to ensure that all employees are able to perform their duties without undue risk of injury to themselves, patients or co-workers. Failure to complete the medical screening can result in suspension from assignment until medical screening is completed.
It is your responsibility to accurately record your time on a timesheet provided to you by the Office of U-Temps. Your timesheet should be submitted by 4:30 p.m. on Friday prior to the beginning of a new pay period complete with:
- Your name, SAP number or social security number, and signature
- Your hours of work and total hours worked; plus shift hours (when the majority of the shift is worked between 2:30 pm and 8:00 am
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Your supervisor’s signature and slot number
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Account number assigned by your supervisor for general ledger billing
During orientation with the Office of U-Temps, you are given a payroll schedule with dates for when timesheets are due. Hours worked should be recorded daily on your timesheet. Time worked less than 60 minutes should be converted to quarters. Please use the following chart:
Your time should be recorded daily on your timesheet. Time worked less than 60 minutes should be converted to quarters. Please use the following chart:
Minutes Worked Time to Record
1-7 minutes
0
8-23 minutes
.25
24-37 minutes
.50
38-52 minutes
.75
53-60 minutes
1 hour
If you are not able to submit your timesheet by the scheduled Friday, you must do so NO later than 8:30a.m. the following Monday. Late timesheets received will not be processed as a supplemental. This means you will not receive your pay on the late timesheet until the next pay period. Proper procedures for turning in timesheets are as follows:
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Fax in your timesheet. You are required to call the Office of U-Temps approximately TEN minutes after you have faxed your timesheet. Please note, the confirmation printed on your fax transmittal does not mean we received it.
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Hand carry the original timesheet to our office.
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If you submit your timesheet through interoffice mail, keep in mind the deadline. You should call to confirm its arrival.
Any overtime worked must be approved in advance, and must be necessary to the operations of your assigned department. Overtime is computed for all hours worked in excess of 40 hours a week. U-Temp employees will be granted 1.5 hours of compensatory time for every hour worked in excess of 40 hours per week. Individuals assigned shift hours which begin no earlier than 2:30 pm and end no later than 8:00 am, are eligible for Shift Differential Pay.
As a U-Temp employee, you will be paid
bi-weekly, which is every two weeks. Effective, January 2, 2009, direct
deposit will be required for ALL U-Temp employees.
If you chose to continue to get a paper check Pay stubs
will be mailed to the employees address of record on the scheduled
payday, unless the employee has elected the option to go paperless. You
can access this option through Employee Self Service (ESS) at
www.uams.edu/ohr (Please
refer to the payroll schedule included in your packet).
Holiday Pay
As a U-Temp employee, you will not be paid for any holidays unless you work on that day.
The Office of U-Temps is striving to make
sure each individual receives the correct pay for their hours worked
during the appropriate pay period. In doing this, we would appreciate
your cooperation in following the above procedure(s).
Confidentiality Commitment
A great amount of sensitive data resides on our UAMS computer system, including patient, physician, research and employee information. You are entrusted with this information. Implicit in this trust is the expectation that you will not divulge information or gain access to information unless there is a need to know necessity based on your job duties.
You may be issued confidential and individualized sign-on codes. You are required to sign a Confidentiality Agreement to acknowledge your commitment to protect and maintain the confidentiality of your sign-on code. The Confidentially Agreement also includes all patients, employee and student information; and all proprietary information to which you have access to in the course of your work.
UAMS departments that support computer information systems will monitor use of the systems and will report access or confidentiality violations immediately to the appropriate manager. Violation of this agreement may result in disciplinary action, including termination of employment.
Direct Deposit
Direct deposit of your paycheck into your savings or checking account can be activated by filling out an Authorization for Direct Deposit of Pay Form. This form can be obtained from the Office of Human Resources. Effective, January 2, 2009, direct deposit will be required for all U-Temp employees. Please give at least one pay period for the transaction to take place.
UAMS offers you a wide range of benefits. State and Federal law mandate some, such as Unemployment Insurance, Workers’ Compensation insurance and Social Security contributions for all employees.
As a U-Temps employee, one of the most valuable benefits available to you is the opportunity to save money for your retirement years. Within the current tax laws it is possible for employers and employees to contribute funds to retirement accounts. These contributions, and employee deductions, may be made on a tax deferred basis. They provide a convenient method of saving for retirement, allow increased interest earnings through a variety of investment options and defer income taxes on a portion of your earnings.
The Credit Union is a non-profit organization that allows us to save together and make loans to each other. You can be a member as long as you maintain a minimum $50 balance. The Credit Union offers a variety of financial services including savings accounts, personal loans and secured loans for cars or home equity improvements. You may use payroll deduction for savings and loan payments. For more information about the services available contact the Credit Union at 686-6419.
Change of Personal Information
You should report any changes in your personal information to the Office of U-Temps. These changes include items such as: name, address, telephone number, dependents, and education. Notifying the Office of U-Temps of these changes helps us in our ability to provide service and information to you when necessary. However, you must also complete the Employee Personal Data Change form or change the information by using Employee Self Services (ESS).
Free parking is available at War Memorial Stadium to all UAMS employees. A shuttle bus will take you from the East parking lot of the stadium to designated locations around UAMS. The shuttle bus makes frequent trips to pick-up and drop-off employees. We recommend that you arrive approximately 15-20 prior to your work schedule in order to arrive on time for work.
During your
current assignment and/or after you have completed each temporary
assignment, an evaluation form will be sent to your supervisor
requesting information about your performance, skills, attitude and
attendance. The evaluations will be kept with your personnel records. If
you would like to utilize these records for an employment reference,
please contact U-Temps.
Name Badges
As a U-Temp employee, you will be required to have a UAMS name badge. You will receive the location and schedule information in you orientation packet regarding where and when badges are made. The name badge must be returned to the Office of U-Temps upon your termination of employment. All assignments will require you wear you UAMS ID badge at ALL times. The badge should be worn at eye level. ALL ASSIGNMENTS WILL REQUIRE A UAMS NAME BADGE.
Transfer To Regular Employment
If you desire full-time or part-time employment, you can visit UAMS job link at www.uams.edu for any current job vacancies for which you may qualify. We encourage everyone to take advantage of the career opportunities available at UAMS. If you obtain a regular position, please notify the Office of U-Temps as soon as possible.
Depending on the assigned area, you will be
instructed on what should be worn. For those assigned to office work,
you can never go wrong with professional attire. Office protocol
regarding dress code must be adhered to. If your job requires a uniform
or lab items, it is your responsibility to keep your uniform clean and
presentable.
Phone Etiquette
Due to the large volume of hospital business transacted by telephone, outgoing personal calls on University telephones are strongly discouraged. Incoming personal calls must be limited to those of an urgent nature. Your contact number on the directory will be listed as the Main U-Temps office number. Not all calls may be forwarded to your assigned area; exception for this would be emergency calls. When calls are transferred, they will be routed to your assigned supervisor. Cell phone use may be restricted in some areas and prohibited in other areas. Check with your assigned department regarding the rules on cell phone usage.
If an injury occurs to you while working on an assignment, report the injury immediately to your supervisor. Your supervisor will assist you in completing an Injury and Incident Report Form and Workers’ Compensation forms. If immediate medical attention is required, you should report to the Employee Health/Student Preventative Health Services located on 6th and Jack Stephens Drive. If your injury occurs after work hours or on the weekend, you should report to the Emergency Room for treatment and complete the appropriate paperwork. This paperwork can be obtained from your assignment supervisor.
UAMS recognizes inclement weather occurs in the state of Arkansas. However, by virtue of our commitment to patient care, the campus never closes. When poor weather conditions dictate, the normal work schedule may be revised. A decision will be made for each occurrence of bad weather or hazardous road conditions as they happen. During severe weather or hazardous road conditions the following will take place:
- The Chancellor or designee will decide if the normal work schedule will be altered, permitting late arrivals or early departures. This decision will be communicated to the Office of Human Resources.
- The Office of Human Resources will immediately notify the "Daily Minute", the local radio stations (KARN, KURB), the local television stations (KARK, KATV, KTHV), and will telephone divisional offices.
- Respective division administrators will be responsible for communicating the decision to their departments.
When recording time during this period, record actual hours worked.
End or Change of an Assignment
The length of an assignment may vary or change at any time, or without notice. When you are advised of a change, or the last day you are needed for your current assignment, please inform U-Temps as soon as possible. Failure to inform U-Temps of a change, or conclusion of an assignment could cause denial of unemployment insurance benefits and failure to assign you to another assignment in a timely manner.
A temporary employee’s assignment ends when 1500 hours has been reached in a fiscal year (July 1 to June 30). This is to say, if an employee works 40 hours a week, the 1500 hour limit will be reached in approximately 9 months, and by state law, U-Temps must terminate your assignment at that point.
If you wish to terminate employment at UAMS you are expected to give at least ten (10) working days notice of intent to resign in writing.
Dismissal from an assignment may occur when performance goals or behavioral standards are not met. A warning notice may be issued to employees specifically advising them of deficiencies in areas of performance or conduct. Continued inadequate performance may result in dismissal. Immediate dismissal will result in cases of gross misconduct. Violations such as theft, fighting, insubordination or carrying firearms on campus are a few examples of gross misconduct.
Employees who leave UAMS may be eligible for rehire, providing there is no history of disciplinary action on their employment record.
Once again, welcome. We hope that the time you spend with us is fulfilling. If you have any questions or suggestions, please feel free to call U-Temps at 686-6562.
The Staff of U-Temps Temporary Staffing
This U-Temps Handbook for the University of Arkansas for Medical Sciences has been designed to provide a brief review of important policies and procedures. The policies and procedures summarized in the handbook are presented as information only and are not conditions of employment. The handbook is not to be used as an official statement of policy, but as a reference guide.
UAMS reserves the right to modify, suspend, revoke, terminate or change in whole or in part, any of its policies, procedures or practices at any time with or without notice. The language used in this handbook is not intended to create, nor is it to be interpreted as a contract between UAMS and any one or all of its employees.
University of Arkansas for Medical Sciences
4301 W. Markham St., Little Rock, AR 72205
For the Office of Human Resources & Employee Services, Call 1-501-686-5650
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For International Patient Appointments, Call 1-501-686-8071
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