9. Q: How should we document a temp appointment and an extension?
A: To document a temporary appointment complete Form PD 412 Conditions of
Temporary Employment and retain in the personnel file. The Form PD 412 must
be signed by the temporary employee, the supervisor and the appointing
authority.
To document an extension complete Form PD 412A Temporary Appointment
Extension, and retain in the personnel file with the original Form PD 412 Conditions
of Temporary Employment. When completing the PD 412A, the employee’s new
separation date and, if applicable, the number of hours worked during the calendar
year must be included. Also essential are explanations regarding the reason for the
initial appointment and why the extension is being requested. The Form PD 412A
must be signed by an appointing authority, the temporary employee, and the
supervisor.
10. Q: How long may a temporary employee fill in behind an employee on
approved leave?
A: For the period of time that the person is on approved leave. State HR Policy
40.025.01Temporary Appointments provides: “An agency may make a temporary
appointment to fill in behind an employee on approved leave. The appointment may
continue beyond six months (1040 hours) only when the state or QRF temporary
employee is replacing a single employee on approved leave. The temporary
appointment may not exceed the period of the approved leave.”
11. Q: May a temporary employee hired to fill in behind an employee on approved
leave continue his or her assignment if the regular-status employee returns
from the leave and works a reduced schedule?
A: Yes, on a reduced basis. The temporary employee may be used to cover the
difference between the regular-status employee’s part-time hours and a full-time
schedule until the regular-status employee returns to work full-time.
12. Q: May a temporary employee hired for a workload need be reassigned to fill
in behind an employee on approved leave?
A: While an agency may not reassign the temporary employee, the agency could
terminate the original appointment and initiate a new appointment, provided the
temporary employee has not reached the six month or 1040 hour limitation in the
calendar year. The new appointment may not exceed the period of the absent
employee’s approved leave.
13. Q: Is an employee on a job rotation on a form of approved leave?
A: Current advice from the Department of Justice, Labor and Employment Section
indicates a job rotation may be considered a form of leave, however, CHRO urges
agencies to look at each situation on a case-by-case basis and use temporaries to
back fill only when absolutely necessary for assignments the agency knows will last
six months or longer. CHRO recommends agencies explore the possibility of
backfilling with another job rotation or doing a limited duration appointment, as long
as such assignments meet the criteria for a limited duration appointment set forth in
State HR Policy 40.025.01Temporary Appointments, as well as parameters set forth
in applicable bargaining agreements. When utilizing a temporary employee to back
fill behind a job rotation, it is preferred the rotation of the employee be to a job
outside their section or unit.