 Section: 523-10.3 Effective: 01/11/1982 Supersedes: 09/20/1976 Next Review Date: Issuance Date: 01/11/1982 Issuing Office: Procurement & Contracts Temporary Personnel from Outside Agencies |
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I. REFERENCES
A. Current University of California Supply Agreement covering temporary help services.
B. Policy and Procedure Manual/Staff Personnel Manual (PPM/SPM)
C. University Hospital Instruction Manual (HU)
II. POLICY
A University of California supply agreement is continuously in force for the furnishing of temporary help services to UCSD and its environs by outside agencies. The name of the current contractor and the specific job classifications available under contract are listed on Supplement I. These particular classifications are exclusive with UCSD's contract temporary employment agency source. Departments may not use any other outside agency to acquire services for these classifications without the express approval of the Purchasing Division.
III. PROCEDURE
A. Time Limitation for Employment of Temporary Personnel
1. 60 Calendar Days or Less
Requests for the purchase of temporary employment services for periods of 60 calendar days or less should first be telephoned to Student Employment/%Student Financial Services, Ext. 4472. If the services cannot be
provided by student corps employees, Student Financial Services will notify the requesting department immediately.
2. More than 60 Calendar Days or Extensions
Requests for the purchase of temporary employment services for periods in excess of 60 calendar days, or to extend services initially anticipated to be required for 60 calendar days or less, must be coordinated with the Staff Personnel Management Office. If the Staff Personnel Management Office, in consultation with the requesting department, determines the temporary need could and should be met by hiring a former employee on preferential rehire status, or if it would be more appropriate to recruit for the position, the department should take action accordingly. If this is not the case, the Staff Personnel Management Office will advise the requesting department of its approval to hire a temporary employee beyond sixty (60) calendar days.
B. Chronological Steps Necessary to Employ Temporary Personnel
1. The requesting department calls Student Employment / Student Financial Services Office, Ext. 4472, to determine if the need can be filled by a student corps temporary employee.
2. If a student is not available, the requesting department calls the Purchasing Division, Ext. 3091, to request a purchase order number (specific purchase orders only; that is, no "blanket" purchase orders). If employment is beyond sixty (60) calendar days, the requesting department shall relay Staff Personnel Management Office approval to Purchasing.
3. The Purchasing Division provides the requesting department with a purchase order number and answers any questions; such as, the correct way to complete the Purchase Requisition. (Contact campus Ext. 3091 for purchase order number and Ext. 3082 for other information.)
4. Requesting department telephones the outside temporary employment agency, discusses the type of duties the person is expected to perform, any special qualifications required, duration of work, number of hours per day, department contact, etc. When an agreement is reached, the agency is given the specific purchase order number assigned by the Purchasing Division.
5. Requesting department immediately prepares a Purchase Requisition, Exhibit A, and sends it to the Purchasing Division indicating the name of the person to perform the services, exact classification, the exact hourly rate, and the estimated number of hours to be worked.
If the temporary employment period exceeds sixty (60) calendar days, annotate Purchase Requisition (or Purchase Order Change Request, if an extension of time to an existing purchase order) with the name of the person in the Staff Personnel Management Office granting approval and the date approval was granted.
6. The Purchasing Division receives and processes the department's Purchase Requisition in the usual manner. Time is of the essence since the temporary outside employment agency submits invoices weekly and the Accounting Office cannot process the billing without issuance of a Purchase Order.
7. The temporary employee reports directly to the department with an agency time slip. The department indicates the hours worked and signs the slip when work is completed or at established billing periods, keeping one copy of time slip and giving the employee the other copy. The department immediately notifies the temporary outside employment agency if their employee is not satisfactory. If Purchasing assistance is required, call the Purchasing Division, Ext. 3082.
8. Accounting Office receives the billing and processes it for payment in the usual manner. Discount periods are normally short term for the temporary help industry.
IV. RESPONSIBILITIES
A. Purchasing Division
1. Provides contract administration services as necessary to ensure good performance by the temporary outside employment agency.
2. Acts as liaison with the agency in all matters concerning the permanent employment of an agency temporary employee.
B. Department Receiving Temporary Services
1. Obtains clearance required under time limitations.
2. Submits Purchase Requisition in timely manner.
3. Reviews, approves and returns invoices to the Accounting Office as soon as possible.
C. Accounting Office
1. Processes and pays invoices received.
EXHIBIT A
SUPPLEMENT I
PRIMARY SOURCE
BILLING RATES FOR TEMPORARY PERSONNEL AGENCIES UNDER SERVICE AGREEMENT TO UCSD COMMENCING APPROXIMATELY JANUARY 1, 1987
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