Employee Relations

17.1
The Student and Temporary Employee Placement Service (STEPS) assists in meeting many temporary staff employment needs of the University and eliminating the necessity of utilizing local temporary employment agencies. STEPS Student Referral Placement Service provides a free referral service to assist University departments and Lexington businesses. The STEPS program also provides another tool to departments in effective human resource planning and utilization, allows qualified applicants to work while awaiting regular staff employment with the University, and establishes a centralized approach to hiring for temporary positions.

Certain temporary positions are exempt from being hired through STEPS. The Director of Human Resource Services is responsible for determining types of positions that are exempt.

HR Temporary Employment (formerly known as STEPS) provides temporary staffing services for the University. HR Temporary Employment offers assistance with human resource planning and utilization, allows qualified applicants to gain University work experience work while seeking regular staff employment and allows administration of temporary services from a central location. Certain temporary positions are exempt from being hired through HR Temporary Employment; exemptions are granted by the Associate Vice President of Human Resources.

Student Employment provides a free referral service to assist University departments, Lexington businesses and private employers. Students currently enrolled at the University are eligible to seek referral through Student Employment.

17.1.1
In filling its temporary employment needs, a department shall first contact the STEPS Office for assistance (see below).

University departments must first contact HR Temporary Employment for assistance in filling temporary employment needs:

17.1.1.1
Only the STEPS Office may utilize the services of a local temporary employment agency.

Only HR Temporary Employment may utilize the services of an external employment agency.

17.1.1.2
Any bill for services rendered through a local temporary employment agency shall be approved by the STEPS Office.

Charges for services rendered through an external employment agency must be approved by HR Temporary Employment.

17.1.2
The STEPS Office shall interview, screen, hire, compensate, and evaluate temporary staff who become employees through the STEPS Office.

HR Temporary Employment shall interview, screen, hire, compensate, and evaluate temporary staff.

17.1.3
The STEPS Office shall evaluate assignments, establish a classification, and assign the STEPS employee to an appropriate position.

HR Temporary Employment shall evaluate assignments, establish a classification, and assign the HR Temporary Employment employee to an appropriate position.

17.1.4
STEPS employees shall normally be compensated based on a classification assigned by the STEPS Office. STEPS employees shall be on the STEPS payroll.

Individuals working through HR Temporary Employment normally shall be compensated based on a classification assigned by the HR Temporary Employment Office. HR Temporary Employment employees shall be on the HR Temporary Employment payroll.

17.1.5
Departments shall be billed for the wages of the STEPS temporary employees plus a charge to administer the program.

Departments shall be billed for the wages of the HR Temporary Employment employees plus a charge to administer the program.

17.1.5.1
Departments utilizing STEPS student referral employees paid from funds designated for student wages generally shall not be charged an administrative fee.

Departments utilizing student employees referred by Student Employment and who are paid from funds designated for student wages generally shall not be charged an administrative fee.

17.1.5.2
Departments utilizing student STEPS employees paid from funds other than funds designated for student wages, irrespective of the employee's student or temporary status, shall be charged an administrative fee. Further information regarding employment of temporary employees may be found in the STEPS Exemption List.

Departments utilizing student employees referred by Student Employment and who are paid from funds other than funds designated for student wages, irrespective of the employee's student or temporary status, shall be charged an administrative fee. Further information regarding employment of temporary employees may be found in the HR Temporary Employment Exemption List.

17.1.6.1
STEPS employees shall not be eligible to participate in the following University benefits programs during their period of employment:

a. Basic and Optional Life Insurance Program;
b. Accidental Death and Dismemberment Insurance Program;
c. The 403b Mandatory Retirement Program; and
d. Long-Term Disability Program

HR Temporary Employment employees shall not be eligible to participate in the following University benefits programs during their period of employment:

a. Basic and Optional Life Insurance Program;
b. Accidental Death and Dismemberment Insurance Program;
c. The 403b Mandatory Retirement Program; and
d. Long-Term Disability Program.

17.1.6.2
STEPS employees shall not be eligible for temporary disability or vacation leave while employed by STEPS.

HR Temporary Employment employees shall not be eligible for temporary disability or vacation leave while employed by HR Temporary Employment.

17.1.6.3
Under certain conditions as outlined in HRP&P 93.0, STEPS employees may be eligible to participate in one of the University's health care plans (see HRP&P 93.0).

Under certain conditions as outlined in HRP&P 93.0 Health Care Plans, HR Temporary Employment employees may be eligible to participate in one of the University's health care plans (see HRP&P 93.0 Health Care Plans).

17.1.6.4
STEPS employees are covered under the University's Workers' Compensation Program.

HR Temporary Employment employees are covered under the University's Workers' Compensation Program.

17.1.6.5
After six (6) months of employment in STEPS, employees are eligible to participate in the Wellness Program.

After six (6) months of employment in HR Temporary Employment, employees are eligible to participate in the Health and Wellness Program.

17.1.7
Holiday Time Off

STEPS employees shall not be eligible for the official University holidays, (see HRP&P 83.0 for the University’s holidays).

Holiday Time Off

HR Temporary Employment employees shall not be eligible for the official University holidays, (see HRP&P 83.0 Holiday Leave for the University's holidays).

17.1.8
Use of University Facilities

Upon the presentation of a valid staff I.D. card, STEPS employees shall be eligible to use all University facilities and participate in those activities currently provided for regular employees.

Use of University Facilities

Upon the presentation of a valid staff I.D. card, HR Temporary Employment employees shall be eligible to use all University facilities and participate in those activities currently provided for regular employees.

17.1.9
Parking

STEPS employees may obtain an appropriate, temporary University parking permit upon employment.

Parking

HR Temporary Employment employees may obtain an appropriate, temporary University parking permit upon employment.

17.1.10
Other Leaves

STEPS employees may be granted time off without pay by the STEPS Office for the following leaves:
a. Court leave;
b. Jury leave;
c. Funeral leave; and
d. Voting leave.

Other Leaves

With prior approval, HR Temporary Employment employees may be granted time off without pay by HR Temporary Employment for the following leaves:
a. Court leave;
b. Jury leave;
c. Funeral leave; and
d. Voting leave.
However, job assignments may or may not be available upon the employee's return from leave. If the employee's previous assignment is not available, HR Temporary Employment will attempt to reassign the employee to another position as soon as possible.

17.1.11
Human Resource Records

Human resources files for active STEPS employees (applications, PARs, etc.) are maintained by the Records Office in Human Resource Services (see HRP&P 6.0).

Human Resource Records

Human resources files for active HR Temporary Employment employees are maintained by the Records Office in Human Resources (see HRP&P 6.0 Staff Employee Files).

17.2
Delegation

Human Resource Services is responsible for administration of the STEPS Program.

Delegation

Human Resources is responsible for administration of the HR Temporary Employment Program.

17.3.1
Departments desiring to hire STEPS temporary employees shall complete a Temporary Employee Job Order Form and forward it to the STEPS Office.

Departments in need of temporary staffing shall complete a Temporary Employee Job Order Form and forward it to HR Temporary Employment.

17.3.1.1
If a temporary staff employee is needed immediately, a telephone conversation may initiate action. A Temporary Employee Job Order Form shall then be forwarded to the STEPS office.

If a temporary staff employee is needed immediately, a telephone conversation may initiate action. A Temporary Employee Job Order Form (http://www.uky.edu/HR/steps/temp-jobform.html) shall then be forwarded to HR Temporary Employment.

17.3.2
Upon receipt of the Temporary Employee Job Order Form, the STEPS Office shall match the assignment to existing job descriptions to determine the appropriate STEPS classification.

Upon receipt of the Temporary Employee Job Order Form, HR Temporary Employment shall match the assignment to existing job descriptions to determine the appropriate HR Temporary Employment classification.

17.3.3
An initial search shall be made of the STEPS applicant file to identify and select a suitable STEPS employee for the assignment.

An initial search shall be made of the HR Temporary Employment applicant pool to identify and select a suitable HR Temporary Employment employee for the assignment.

17.3.3.1
If the STEPS Office, after exhausting all possible recruitment sources, determines that contracting with an outside employment service is necessary, it may consult with the department for the latter's approval. If the department approves, the STEPS Office shall make the necessary arrangements through an outside service. The outside employment service utilized shall be advised to send the bill to the STEPS Office. After proper authorization, the bill shall be forwarded to the appropriate department.

If HR Temporary Employment, after exhausting all possible recruitment sources, determines that contracting with an external employment service is necessary, it may consult with the department for the latter's approval. If the department approves, HR Temporary Employment shall make the necessary arrangements through an external service. The external employment service utilized shall be advised to send the bill to HR Temporary Employment. After proper authorization, the bill shall be forwarded to the appropriate department. 

17.3.4
The required employment and payroll documents shall be completed by the STEPS Office.

The required employment and payroll documents shall be completed by HR Temporary Employment.

17.3.5
Departmental Billing

Each department shall be billed by the STEPS office for STEPS temporary employment services. The hourly cost to the department shall be the employee's hourly rate of pay, plus an appropriate service fee to defray administrative costs, e.g., recruiter salary, recruitment, workers' compensation, payroll administration, advertising, etc.

Departmental Billing

Each department shall be billed by HR Temporary Employment for HR Temporary Employment services. The hourly cost to the department shall be the employee's hourly rate of pay, plus an appropriate service fee to defray administrative costs. Administrative costs may include recruitment, worker's compensation, payroll administration, advertising, and overhead. 

17.3.6.1
STEPS temporary employees shall be compensated based on the appropriate STEPS classification.

HR Temporary Employment employees shall be compensated based on the appropriate HR Temporary Employment classification.

17.3.7
Compensation for Continued Employment on Different Assignments

The wage rate for an individual hired under STEPS temporary employment whose employment is continuous, but placed on different assignments, shall be based on the appropriate STEPS classification for each assignment.

Compensation for Continued Employment on Different Assignments

The wage rate for an individual hired under HR Temporary Employment whose employment is continuous, but placed on different assignments, shall be based on the appropriate HR Temporary Employment classification for each assignment.

17.3.8.1
Any time worked by a STEPS employee in excess of forty (40) hours per week shall be compensated at one and one-half (1.5) times the employee's wage rate of the STEPS assignment during the overtime.

Any time worked by a HR Temporary Employment employee in excess of forty (40) hours per week shall be compensated at one and one-half (1.5) times the employee's wage rate of the HR Temporary Employment assignment. Any time worked in excess of forty (40) hours per week in two or more assignments shall be compensated using a weighted average overtime rate.

17.3.8.2
STEPS employees shall not work overtime unless specifically authorized to do so by the employee's supervisor and with the concurrence of the STEPS Office.

HR Temporary Employment employees shall not work overtime unless specifically authorized to do so by the employee's supervisor and with the concurrence of HR Temporary Employment. If the HR Temporary Employment employee holds more than one position, the responsibility to pay overtime lies with the supervisor who authorized the employee to work more than the normally allotted hours.

17.3.9.1
Applicants seeking STEPS employment shall have a current application or resume on file with the Employment Office of Human Resource Services.

Applicants seeking HR Temporary Employment placement shall have a current application on the Online Employment System to be considered for employment.

17.3.9.2
Qualifications (Education, Skills, Special Training, Certification, etc.)

To be considered for STEPS employment, an applicant shall meet the minimum qualifications for the STEPS position.

Qualifications (Education, Skills, Special Training, Certification, etc.)

To be considered for HR Temporary Employment, an applicant shall meet the minimum qualifications for the HR Temporary Employment position.

17.3.9.3
Proficiency Testing

Proficiency testing for STEPS applicants (e.g., word processing, typing speed, accuracy, and data entry) shall be administered by the STEPS Employment Office when testing is determined for STEPS temporary positions.

Testing

Employment testing for HR Temporary Employment applicants shall be administered by HR Temporary Employment when testing is determined for HR Temporary Employment positions.

17.3.10
End-of-Assignment Performance Appraisal
STEPS temporary employees shall be evaluated at the end of each assignment (see HRP&P 61.0).

End-of-Assignment Performance Appraisal
HR Temporary Employment employees shall be evaluated at the end of each assignment.

17.3.11
Standards of Conduct

STEPS employees shall be subject to the same standards of conduct that apply to regular staff employees (see HRP&P 12.0).

Standards of Conduct

HR Temporary Employment employees shall be subject to the same standards of conduct that apply to regular staff employees (see HRP&P 12.0 Separation from Employment). The application of corrective action in accordance with HRP&P 62.0 Corrective Action may or may not be used to address performance issues with an HR Temporary Employment employee.

17.3.12
The grievance procedures (see HRP&P 7.0: Grievances) are not available for STEPS employees.

The grievance procedures (see HRP&P 7.0: Grievances) are not available for HR Temporary Employment employees.

NOTE:
A STEPS employee or an appropriate department or division representative who encounters work-related problems shall contact a STEPS manager for appropriate resolution.

A HR Temporary Employment employee or an appropriate department or division representative who encounters work-related problems shall contact a HR Temporary Employment Specialist for appropriate resolution.

A STEPS employee who satisfactorily meets the requirements of the STEPS assignment(s) during the period of STEPS employment may be eligible to apply for regular staff employment (see HRP&P 10.0) as such positions become available provided the STEPS employee meets the minimum qualifications of the position and follows the application procedures within the established deadline.

Eligibility for Regular Staff Employment

A HR Temporary Employment employee who satisfactorily meets the requirements of the HR Temporary Employment assignment(s) during the period of the assignment(s) may be eligible to apply for regular staff employment (see HRP&P 10.0 Staff Employment) as such positions become available provided the HR Temporary Employment employee meets the minimum qualifications of the position and follows the application procedures within the established deadline.

HR Temporary Employment employees hired from a temporary position into a regular staff position shall be considered new hires for purposes of compensation, benefits, and pre-employment drug screening.

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Moved to 17.3.13.1.1
HR Temporary Employment employees going into regular full-time positions who are paid on a biweekly basis cannot start their new positions until the beginning of a biweekly payroll period.

Time records shall be maintained in accordance with University policy.

Time Records

Time records shall be maintained at minimum for the period of time required by the State Archives and Records Commission's Record Retention Schedule U0311.

Original time records shall be forwarded to HR Temporary Employment within designated time deadlines (available at http:www.uky.edu/HR/tempjobs/temp-paypro.html) and with proper signature(s) for payment authorization. Departments shall keep copies of all HR Temporary Employment employees' timesheets. HR Temporary Employment shall bill the appropriate department.

The supervisor of the HR Temporary Employment employee shall review the time sheet before its submission to HR Temporary Employment. The supervisor or their designee shall be responsible for submission of the time sheet to HR Temporary Employment. Under no circumstances shall a HR Temporary Employment employee be the last employee in the department to handle the time sheet before it goes to HR Temporary Employment.