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HomeMy WebLinkAbout300-07POLICY & PROCEDURE Subject: SUPPLEMENTAL APPOINTMENTS AND CONTINGENT WORKERS Index: HUMAN RESOURCES & RISK MANAGEMENT Number: 300-07 Effective Date: June 2, 2021 Supersedes: 1-1-1992 Page: 1 of 3 Staff Contact: Ellen Bradley-Mak Approved By: 1.0 PURPOSE: To establish uniform guidelines for the classification, selection and employment of individuals performing work outside of a Regular budgeted position. 2.0 ORGANIZATIONS AFFECTED: All departments/divisions. 3.0 REFERENCES: Current Labor Agreements Policy & Procedure 330-11, Types of Employment Policy & Procedure 300-44, Criminal Background Check and Consumer Report Policy & Procedure 300-04, Paid and Protected Leave Policy & Procedure 700-08, Driver Eligibility Policy & Procedure 250-02 Purchasing, Bidding and Contracting Requirements RCW 49.44.160 (Public Employers Intent) RCW 49.44.170 (Public Employers – Unfair practices) Patient Protection and Affordable Care Act (PPACA) U.S. Department of Labor: Youth Employment 4.0 POLICY: 4.1 Supplemental Appointments refer to positions filled by individuals who are hired to work in non-budgeted positions and are classified as Seasonal, Temporary, or Ongoing Supplemental Employees as defined in Policy 330-11. Supplemental job classifications and the hourly wage scale are established by the Human Resources & Risk Management (HRRM) Department; work that does not fall into an existing supplemental job classification must go through a review and approval process. 4.2 Contingent Workers are independent contractors, or other outsourced workers, who are retained for a short-term basis under contract and are not considered City of Renton employees. 4.3 The purpose of Supplemental Appointments and Contingent Workers is to assist with seasonal operations when the workload may increase significantly, special projects or assignments, and temporary vacancies. Supplemental Appointments and/or Contingent Workers shall not be combined or overlap in a way as to create the equivalent of a Regular budgeted position. Policy 300-07, Supplemental Appointments and Contingent Workers p. 2 5.0 PROCEDURES: 5.1 Contingent Workers must go through the City’s contract approval process, as well as a review and approval process by the HRRM Department to ensure proper classification. Once approved, the hiring department is responsible for managing any contracts and/or agreements established with the Contingent Worker or associated agency. 5.2 The recruitment process for Supplemental Appointments is considered less formal than recruitments for Regular budgeted positions. The HRRM Department may assist with the recruitment, interview, and selection process as needed. Whether or not a recruitment is needed, a job application must be on file through the City’s applicant tracking system and is a requirement for all new and rehired Supplemental Employees. 5.3 Upon selecting a Supplemental Employee, the hiring manager must submit a selection form to the HRRM Department within a reasonable timeframe to allow for the onboarding of the individual. 5.4 All individuals hired into a Supplemental Appointment are required to follow the onboarding procedures established by the HRRM Department to include completion of the appropriate background and credit check(s), compliance with youth employment, compliance with driver eligibility, and completion of all appropriate employment paperwork. 5.5 The Supplemental Employee will not be allowed to begin working until the hiring manager receives clearance from the HRRM Department that the employee has completed all pre-employment requirements. 5.6 To ensure compliance with state and federal guidelines, Supplemental Appointments must be classified correctly at the time of hire, and adhere to the following parameters: 5.6.1 Supplemental Employees hired into an appointment classified as Seasonal must be employed for six months or less and employment would begin in approximately the same part of the year, such as summer or winter. 5.6.2 Supplemental Employees hired into an appointment classified as Temporary must be assigned an anticipated end date of no more than 12 months from the hire date. Should the hiring manager and/or department require more than 12 months, a request must be submitted to the HRRM Department for review. 5.6.3 Supplemental Employees hired into an appointment classified as Ongoing may work year-round for no more than three (3) consecutive years. If an appointment requires more than a 3-year period, the hiring department will need to follow the process for requesting a new Regular budgeted position. 5.6.4 No Supplemental Employee shall be employed for more than 3 consecutive years without a minimum of 100 days of a break in service. Policy 300-07, Supplemental Appointments and Contingent Workers p. 3 5.7 Supplemental Appointments and/or the Supplemental Employee as an individual may be eligible for retirement benefits through the Public Employee Retirement System (PERS) as defined by the Department of Retirement Systems (DRS). 5.8 Supplemental Employees may be entitled to other state and federally regulated benefits. The HRRM Department will periodically audit and review the hours of work of Supplemental Employees to determine eligibility and ensure the City is complying with federal and state regulations. Contingent Workers are not entitled to any benefits. 5.9 The hiring manager must sign a benefits summary form for each Supplemental Employee to acknowledge they understand their role and responsibility in ensuring compliance with correct classification and benefits eligibility. 5.10 Supplemental employees who reach four (4) consecutive months without working any hours will automatically be separated from employment. The HRRM Department will audit the hours of work of Supplemental Employees to ensure only those that are actively working remain on the City’s payroll. 5.11 Specific Supplemental Appointments are subject to limited durations of employment and/or hours worked in compliance with the City’s labor agreements. Where this policy and the City’s labor agreements conflict, the labor agreement would take precedent. 5.12 Supplemental Employees and/or Contingent Workers are subject to the same safety requirements as individuals in a Regular budgeted position. 5.13 Supplemental Employees are covered by the City’s self-insured Workers’ Compensation program. Contingent Workers are not covered by this program and established contracts and/or agreements should specify that the responsibility lies with the individual or associated agency. 5.14 Supplemental Employees are expected to attend and participate in trainings as required by the hiring and/or HRRM Department(s). 5.15 Unless specifically stated otherwise, Supplemental Employees and/or Contingent Workers are not eligible for participation in employer-sponsored events, professional development, specialized trainings, and/or other fringe benefits offered to employees in a Regular budgeted position. 5.16 Supplemental Employees are considered at-will and do not have an expectation of continued employment. Supplemental Employees are not subject to union protections, progressive discipline, and/or formal performance reviews.