Temporary Employment Policy

Temporary employment at Duke is defined as employees hired to fill short-term assignments for a defined period of time. Temporary employees may not work more than 900 hours during the fiscal year (July 1 – June 30). Assignments may be of any duration in length as long as the limit of 900 hours per fiscal year is not exceeded.

A temporary employee who reaches 900 hours worked during the fiscal year, including work with any department across Duke, will be unavailable for a temporary assignment until the beginning of the next fiscal year.

Departments will be notified in writing by DTS when a temporary employee reaches 700 hours worked. The temporary employee will also be notified. If a department’s needs exceed a temporary employee’s limit of 900 hours worked during the fiscal year, another temporary employee may be requested.

All requests for temporary staff (except nursing) should be made through Duke Temporary Service (DTS), Duke's in-house temporary service.

Policy Details

As a large employer, Duke annually employs a significant number of temporary staff for support service, technical, professional, clinical research, patient care and administrative roles. Temporary staff provide critical support for a department’s business needs. Having well qualified, fully screened and competent temporary staff available in a timely and cost effective way is an important part of Duke’s staffing program.

To support these broad and diverse staffing needs, Duke Temporary Service (DTS) offers comprehensive staffing solutions, improved support, seamless service, and competitive rates. Duke Temporary Service is supported onsite by Aerotek/Actalent and Grace Federal Solutions. Through this partnership DTS can offer an array of temporary staff covering the diverse needs of Duke.

All orders, whether filled by DTS, Aerotek/Actalent or Grace Federal Solutions, must be placed with DTS first. If DTS cannot fill the order, then the order will be given to Aerotek/Actalent or Grace Federal Solutions. If Aerotek/Actalent or Grace Federal Solutions fills an order, their representative will contact the hiring manager to confirm placement and follow up on staff performance. Regardless of whether DTS, Aerotek/Actalent or Grace Federal Solutions fills the temporary order, DTS will retain management accountability for the program.

DTS Process Flow

1. Hiring manager identifies need for temporary staff member. All orders placed through DTS electronically.
2. DTS calls to confirm order and provides a timeline for filling the request.
3. The DTS network, which includes Aerotek/Actalent and Grace Federal Solutions, fills the order and contacts hiring manager.

Timecards

DTS temporary employees are responsible for submitting electronic timecards biweekly.  Please review and approve the electronic timecard each pay period through the "My Team" tab on Duke@Work in order for the employee to be paid.  A "Quick Step Guide" for hiring managers provides an overview of how to approve time through the Duke@Work self-service site.

Please review your financial statement for billing information.  A transaction in SAP allows departments to view the detail behind the DTS billing postings.

Aerotek/Actalent temporary employees submit their hours worked weekly through the Aerotek/Actalent Time & Expense system. Hiring managers receive communication regarding said hours worked electronically via email.

Grace Federal Solutions temporary employees submit their hours worked weekly to hiring managers via a printed timecard. Approved timecards should be faxed to 919-809-5200 by the employee or the hiring manager.

Should there be any timecard discrepancies, the hiring manager should notify a DTS, Aerotek/Actalent or Grace Federal Solutions representative immediately. For example, temporary staff should indicate actual hours worked on holidays (even if they have qualified for holiday pay). Credits or other adjustments resulting from an inquiry will be reflected in the next billing cycle.

Please review your financial statement for billing information. You may request to receive weekly usage updates for your Aerotek/Actalent or Grace Federal Solutions employee.

Orientation

All DTS staff receive a customized staff handbook and basic orientation that includes information on timecard procedures, dress code, basic safety, and work guidelines.

Changing an Assignment

Any significant changes in job duties or description, particularly those that may involve health and/or safety implications or job level, must be communicated to the DTS, Aerotek/Actalent or Grace Federal Solutions representative. Since all staff are selected according to their ability to perform the duties of a specific job description, any new assignments must be discussed to ensure that the staff member is capable and suited for the new, or different, duties. Temporary staff are always encouraged to be flexible, but the DTS, Aerotek/Actalent or Grace Federal Solutions representative should be contacted prior to any significant changes in the responsibilities of temporary staff.

Ending an Assignment

When the services of a temporary staff member are no longer required, for any reason, it is the hiring manager’s responsibility to notify the DTS, Aerotek/Actalent or Grace Federal Solutions representative, so that the staff member can be advised of the discontinuation of the assignment. Exceptions to this practice should be reviewed and determined by DTS. DTS, Aerotek/Actalent or Grace Federal Solutions (as the legal employer) has the responsibility for informing staff of assignment terminations.

Hiring Temporary to Regular Staff

Any staff member of DTS, Aerotek/Actalent or Grace Federal Solutions can be hired as a regular staff member by Duke after a specified number of days or hours on assignment. It is important that a diverse candidate pool be presented for consideration and a regular job vacancy announcement be on file that has met the minimum posting requirements.

A DTS temporary employee must be employed a minimum of thirty (30) calendar days before transferring into a regular position within Duke.

Negotiated conversion rates for Aerotek/Actalent and Grace Federal Solutions temporary employees are based on annualized salary and hours of work. Negotiated conversion rates associated with hiring an Aerotek/Actalent or Grace Federal Solutions temporary employee are available through an Aerotek/Actalent or Grace Federal Solutions representative.

Policy Number: 02.11