Temporary or Casual Appointments

The University of Minnesota (University) will provide for non-academic appointments that are (1) short-term, 67 workdays or less (temporary) or (2) characterized by schedules that are variable, intermittent, on-call, and consistently 14 hours a week or less (casual). These positions may be filled by current employees, students from other institutions or outside applicants.

Provisions and Terms

Scope

1. Coverage

   This policy governs the appointments of current employees, students from other institutions, or applicants from outside the University into temporary or casual positions.

2. Exclusions

   Excluded from coverage under this policy are:

   • Non-student employees and graduate students working in union-represented positions, who work more than 14 hours per week and more than 67 workdays per calendar year. These individuals must be appointed in the appropriate bargaining unit classification (job code) and are required to pay union dues or fair share fees. (See Article 2 of appropriate collective bargaining agreement.)
   • Non-student employees and graduate students whose work hours total more than 14 hours per week in any combination of jobs in the same bargaining unit. These individuals must be appointed into the appropriate bargaining unit classifications (job codes).
   • Independent Contractors who meet Internal Revenue Services definition of non-employee status.
3. Restrictions

Graduate and post-baccalaureate students who are in appointments totaling 40 hours per week may not exceed 40 hours per week employment. During the academic year, graduate assistants may not hold appointments or any combination of appointments totaling more than 75% time during the scheduled class periods and finals week. The combination includes all University employment categories including College of Continuing Education activities.

Appointment Classifications (Job Codes & Titles) and Eligibility

A. Classifications

Temporary or casual employees are appointed into one of the following classifications providing they meet the eligibility criteria as specified.

1. 0001 Non-Exempt Temporary or Casual (part time, less than 35%) Appointment: Used for Non-Exempt Work

   1. This classification job code and title applies to a person not holding a current University of Minnesota appointment when (a) the appointment does not exceed 67 workdays in a calendar year; or (b) appointing persons to an appointment that may or may not exceed 67 workdays in a calendar year but hours worked per week does not exceed 14; or (c) the person is a student from another institution and the appointment does not exceed 100 workdays in a calendar year. Employees in this classification primarily perform work that is subject to overtime provisions of Fair Labor Standards Act (FLSA).

   2. This classification applies to a person holding a current University of Minnesota appointment when (a) appointing a current University employee on second and subsequent University appointments when the appointment total does not exceed 67 workdays in a calendar year; or (b) appointing second and subsequent appointments that exceed 67 workdays but the hours worked per week on the second or subsequent appointment do not exceed 14. This classification is used when the second appointment is non-exempt work, regardless of the nature of work in the first appointment, OR whenever the primary appointment is non-exempt regardless of the nature of work in the second appointment.

2. 0007 Exempt Temporary or Casual (part time, less than 35%) Appointment: Used for Exempt Work

   1. This classification job code and title applies to a person not holding a current University of Minnesota appointment when (a) the appointment does not exceed 67 workdays in a calendar year; or (b) appointing persons to an appointment that may or may not exceed 67 workdays in a calendar year but hours worked per week do not exceed 14; or (c) the person is a student from another institution and the appointment does not exceed 100 workdays in a calendar year. Employees in this classification primarily perform work that is exempt from or not subject to overtime provisions as defined under the Fair Labor Standards Act (FLSA).

   2. This classification applies to a person holding a current University of Minnesota appointment when (a) appointing a current University employee on second and subsequent University appointments when the appointment total does not exceed 67 workdays in a calendar year; or (b) appointing second and subsequent appointments that exceed 67 workdays but the hours worked per week on the second or subsequent appointment do not exceed 14. This class (job code) is used when the work in both the first and second appointments is exempt.

B. Pay and Benefit Provisions

1. Salary

   Typically, salaries for temporary and casual appointment are set by reviewing the salary range minimum and maximum for University staff performing similar work. In every case, the employee must be paid at least the federal/state minimum wage ($6.55 effective July 24, 2008; $7.25 effective July 24, 2009). College or units may set consistent unit-wide salary policies for employees in temporary or casual classifications. Employees in job codes 0001 and 0007 are not eligible for salary increases. Consult your Human Resources Consultant for exceptions to this policy.

   Employees with 0001 temporary or casual appointments must be paid on an hourly basis. Employees with 0007 temporary or casual appointments must be paid on salary basis of at least $455.00 a week with a percentage appointment. Individuals must not have an hourly appointment of 0.01.

2. Overtime Pay Requirements

   Refer to Appendix Current University Employee with a Temporary or Casual Appointment – Overtime Pay Requirement for clarification.

3. Dues/Benefits

Employees appointed in 0001 or 0007 temporary or casual positions are excluded from coverage under the Minnesota Public Employee Labor Relations Act (MPELRA) and under certain state and federal labor regulations. Therefore, employees in the temporary or casual classifications 0001 or 0007 do not pay union dues or fair share fees.

Time worked in these appointments cannot be credited towards eligibility for benefits (e.g., an employee working 70 percent time in a primary position cannot credit hours worked in these classifications towards meeting the 75 percent time eligibility requirement).

Persons holding temporary or casual appointments are not eligible for benefits and rights extended to persons holding regular public employment appointments at the University. These unavailable benefits and rights include but are not limited to: UPlan benefits, retirement contributions, vacation, sick leave, Regents Scholarship Program, and access to the University’s Conflict Resolution processes.

C. Appointment Requirements

1. Laid Off Employees Qualified and Available

   Employees who are qualified and available at the work location from which they were laid off must be offered the temporary or casual job appointment first before non-student temporary or casual employee appointments may be made.

2. Multiple Temporary or Casual Appointments

It is possible for an individual to work in more than one temporary or casual position in a calendar year provided the positions are separate and distinct positions classified in different classifications and different employee groups, (i.e., food services work and secretarial work) and meet the criteria pursuant to this policy.

The University has a need for employees whose appointments are non-academic short term (temporary, 67 workdays or less) or whose schedules are variable, intermittent, on call, and consistently 14 hours a week or less (casual). This policy provides for these types of appointments.

• Temporary or Casual Appointments

There are no forms for this policy.

Subject	Contact	Phone	Fax/Email
General Information or Procedural Assistance	Primary: Responsible administrator/supervisor Secondary: Local campus, college, or administrative unit HR administrator Other (as needed): Office of Human Resources specialist or consultant	Office of Human Resources Specialist and Consultant List	Office of Human Resources Specialist and Consultant List
Graduate Assistant Employment	Graduate Assistant Employment Office	612-624-7070 612-625-9801 (fax)	gaoinfo@umn.edu
Document Processing	HRMS Key Contact Office of Human Resources Call Center	HRMS Key Contact List 612-625-2016	HRMS Key Contact List

Calendar Year

A year that runs from January 1 through December 31.

Exempt

Employees who are paid on a salary basis (not by hours worked) and who primarily perform work that is exempt from or not subject to overtime provisions of the Fair Labor Standards Act (FLSA). Overtime pay is not required.

Hourly

The flexible hourly or non-positive pay employee types according to the HRMS system. This employee type is paid at an hourly rate but there are no set hours to be worked and paid each pay period.

Job Code

A four (4) digit number that corresponds to a title of an employment position at the University.

Nonexempt

Employees who primarily perform work that is subject to the overtime provisions of the Fair Labor Standards Act (FLSA). Overtime pay after 40 hours in a workweek is required.

Work Location

The work unit or within 30 miles of the place of work for outstate locations.

Hiring Departments

Hiring departments are responsible for hiring temporary or casual employees in a way that is consistent with this policy and are responsible for maintaining appropriate employment documentation.

Unit Human Resources

Local human resources staff are responsible for consulting with hiring departments on appropriate use of temporary and casual appointments and ensuring policy compliance.

Office of Human Resources (OHR)

OHR is responsible for establishing the policy to appointment temporary or casual employees consistent with federal and state laws and regulations.

• Current University Employee with a Temporary or Casual Appointment Overtime Pay Requirement (PDF)
• Template Offer Letter for Temporary or Casual Appointments (DOC)

• Temporary or Casual Appointments FAQ

• Adminstrative Policy: Graduate Assistant Employment
• Collective Bargaining Agreements

Amended:

May 2008 - Policy converted to the new University-wide format for administrative policies. Language relating to the salary associated with 0007 temporary or casual appointments was clarified.

Amended:

December 2000 - Delete all references to Non-Academic Short-Term Employment (NASTE) Form; Changes to Q & A, Question 1 (Lump Sum Payments), Question 7 (Distribution Document), Question 10 (Academic Employees – delete reference to NASTE Form); Changes to Appendix B University Employee with a Temporary or Casual Appointment – Overtime Pay Requirement Chart; Clarify definitions of "Exempt" and "Non-Exempt".

Amended:

March 2000 - Revise and combine classifications (job codes) 0001, 0002, and 2000 into two classifications (job codes), 0001 and 0007. Current University Employee with a Temporary or Casual Appointment – Overtime Pay Requirement Chart added.

Amended:

September 1999 - (a) Specify 67 workdays in a calendar year as differentiated from using 536 hours in order to more clearly reflect the law, and (b) reflect the change from quarters to semesters.

Amended:

April 1997 - The initial policy contained classification numbers 0003, 0005, and 0011. The 0003 and 0005 classifications were combined into the 0001 and 0002 classifications with the 0011 classification defined under a separate policy titled Technical Consultant Appointment. The classification 2000 was added.

Adopted:

February 1987 - Under the title NONEXEMPT TEMPORARY AND CASUAL EMPLOYEES.

Effective:

August 1984