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Human Resources

Human Resources Administrative Practice Manual:
Classification, Compensation, and Payroll

Print friendly Modified June 24, 2013

Employee Categories

Citation Reference  
Official Title Policy on Employee Categories
Abbreviated Title Employee Categories
Volume Human Resources
Responsible Office Human Resources
Originally issued July 1, 1983
Revised August 2010

Policy Statement

The University System of Georgia has established employee categories to identify the types of persons who may be employed by the University System. The categories are used to determine benefits eligibility and applicability of Board of Regents policy, as well as ensure accuracy in reporting based on employee type.

Reason for Policy

This policy ensures consistency among institutions of the University System as necessary for hiring, extending benefits, applying policy, and meeting applicable reporting requirements while also affording the appropriate level of flexibility needed at the institutional level.

Entities Affected By This Policy

All units of the University System of Georgia are covered by this policy.

Who Should Read This Policy

All Human Resources personnel within the University System of Georgia should be aware of this policy.

Contacts

Contact Phone Email
Office of Human Resources 404-962-3235 usg-hr@usg.edu

Website Address for This Policy

None

Related Documents/Resources

Definitions

These definitions apply to these terms as they are used in this policy:

  • Board of Regents: The governing body of the University System of Georgia

  • Types of Employees:

    • Faculty: The faculty shall consist of the corps of instruction and the administrative officers as defined in Section 300 of the Policy Manual of the Board of Regents of the University System of Georgia.

    • Classified Employees: Classified employees shall consist of the professional and administrative employees and staff defined as follows:

      1. Professional and Administrative Employees: All employees who are exempt from the Federal Wage-Hour provisions of the Fair Labor Standards Act (FLSA) because of their professional or administrative responsibilities, and who are not identified as faculty or graduate assistants, shall be designated as Professional and Administrative Employees.
      2. Staff: All employees who are not exempt from the Federal Wage-Hour provisions of the Fair Labor Standards Act (FLSA) shall be designated as staff. (NOTE: The University System of Georgia position classification system includes the appropriate FLSA status in the “Master List with Definitions and Guidelines.)
  • Types of Employment: The University System of Georgia includes four types of employment for all employees as follows:

    1. Regular: Employees who are employed for a continuous period that is expected to exceed six (6) calendar months shall be known as “regular” employees. Regular positions with a work commitment of three-quarters time (30 hours per week) or more are benefits eligible.
    2. Regular – Limited Term: Employees who are employed for a continuous period that is expected to exceed six (6) calendar months but whose positions are intended to have a limited term not to exceed three (3) years shall be known as “Regular -Limited Term.” This status may be used for situations where funding for the position is covered by sponsored or other non-state sources or allocated for a limited term as in the case of special projects and where employment is generally not intended to continue following the initial limited term period. Regular – limited term positions with a work commitment of half-time or greater are benefits eligible.
    3. Temporary: Employees who are not employed as “regular” employees are “temporary” employees. Institutions may hire temporary employees directly or may elect to obtain the services of temporary employees through outside organizations that provide temporary services. It is recommended that all temporary employees are processed through human resources to maintain compliance with state, federal and Board of Regents policies. Temporary employees paid through the institution shall be employed for a period no longer than six (6) calendar months; however, such temporary employment may be extended up to an additional six (6) months if the appropriate employing supervisor or department head of the said institution of the University System needs the services of that individual subject to the approval of the human resources office of the institution. Once an individual has served as a “temporary” employee on an institution’s payroll for a twelve (12) month period he/shall not thereafter be employed as a “temporary” employee until a period of thirty (30) calendar days has elapsed.
    4. Temporary – Occasional: Occasional employees are a subcategory of temporary. An individual with an “occasional” appointment works sporadically, but might work on a recurring basis, as needed, over a period longer than six (6) months. These individuals may work full-time or part-time for brief periods, but their total FTE over the course of a year should not exceed 49% of the time. Occasional positions are not benefits eligible.
    5. Student Employees: All student employees shall be and are classified as “temporary”, and employment of student assistants shall not be subject to the re-employment restriction outlined in sections 3 & 4 above. See the policy on position classification for additional information on student employees.

Overview

This policy establishes the two (2) employee categories, faculty and classified employees, and also establishes the four (4) types of employment that can apply to these two (2) categories of employees. The policy also serves to designate which types of positions are eligible for employee benefits.

Process/Procedures

Responsibilities

The responsibilities each party has in connection with the Policy on Position Classification are:

Party Responsibility
Vice Chancellor for Human Resources, USG Provide guidance to institution human resources officers on appropriate application of employee categories, monitor campus practices for compliance.
Institution Chief Human Resources Officers Ensure appropriate utilization of the USG employee categories, including accurate extension of benefits by employee type, ensure compliance with applicable laws.

Forms

None

Appendices

None