UTMB HANDBOOK OF OPERATING PROCEDURES

Section 3 Human Resources Policies Subject 3.3 Employment Policy 3.3.7 Contract Workforce

05/10/02 - Originated 11/09/04 - Reviewed w/changes - Reviewed w/o changes Human Resources/ Logistics - Author

Contract Workforce

Audience	The information in this document is for use by all UTMB employees with hiring responsibilities.
Definitions	Contract Workers includes all the defined types of workers below (i.e. Contract Temporary Workers, Independent Contractors, Contract Company Workers and Consultants) Contract Temporary Workers are defined as temporary workers supplied by staffing companies • employed by a private "temp" company, and • usually assigned for a specified period of time to particular and various clients Independent contractors are defined as workers • who have a contract directly with a state agency or institution Contract company workers are defined as workers • who work for a contract company, and • who are assigned to particular and various clients Consultants are defined as workers • who provide a certain type of informational expertise to a client
Policy	Contract Workers shall be placed in UTMB departments to meet short-term staffing needs of the institution or to provide an expertise not available within the current workforce. The selection and employment of Contract Workers shall be in compliance with UTMB policies, and state and federal laws, and when determined to be cost-effective. A cost/benefit analysis shall be completed prior to hiring Contract Workers. Additionally, a cost/benefit analysis must be conducted for the execution of, and the amendment or renewal of existing contracts. UTMB shall document why and how the use of Contract Workers fit into agency staffing strategies, including consideration of the mission, goals and objectives, existing and future employee skills needed, compensation costs, productivity, nature of services to be provided, and workload.

Contract Workforce Report

No later than December 1 of each year of the biennium, UTMB shall file with the Legislative Budget Board, the Governor's Office, and the State Auditor, a report on UTMB's use of a contract workforce in the preceding fiscal year. The report shall be prepared according to a format prescribed by the State Auditor and shall include: • A description of how the agency has complied with provisions of the General Appropriations Act (4.07, Article IX, 78th Legislature); and • An evaluation of the work performed by a contract workforce, including an assessment of whether work was completed on time, within budget, and according to contract specifications.

Procedure

General To acquire Contract Workers contact Logistics/Acquisition with your requirements. In order for Logistics/Acquisitions to process your request, prior to engaging a contract workforce or contract worker, the department shall: • determine why and how the use of Contract Workers fit into the departmental staffing strategies by considering departmental mission, goals and objectives, existing and future employee skills needed, compensation costs, productivity and workload • conduct a cost/benefit analysis • enter a Requisition into the Automated Purchasing System The department shall retain all supporting documentation in accordance with UTMB’s records retention schedule. The department must enter the appropriate text codes on the requisition under the “Special Comments” area in order to document the requirement above. The text codes are listed below. 100 – The Contract Worker(s) are temporarily filling a state employee position. 101 - The Contract Worker(s) are performing seasonal work. 102 - Our department is unable to attract state employees for the needed position(s). 103 - The Contract Worker(s) are used to perform highly specialized duties.

Procedure, continued

104 - All Contract Worker(s) costs were compared with employee(s) costs and were found to be the most cost effective in performing the duties. 105 - Productivity was compared between Contract Worker(s) and employee(s) and was found to be the most cost effective decision. 106 - Training costs and training investments were compared between Contract Worker(s) and employees and the use of Contract Workers was found to be the most cost effective decision. Temporary Clerical Workers To acquire temporary clerical workers, follow the procedure requirements above, as well as, contact Human Resources or Logistics/Acquisition for a list of approved temporary agencies and salary guidelines. Choose from the names on the approved vendor list. Calculate the length and dollar value of the assignment. If the dollar value is under $5,000, contact one of the approved vendors to discuss your needs. If the dollar value is over $5,000, contact Logistics/ Acquisition. All approved vendors will be allowed to bid on the job. After selecting a temporary employee, complete and submit a requisition to Logistics/Acquisition. Logistics will then contact the vendor and provide them with the purchase order number. Invoices will be sent to Logistics/Acquisition and to the hiring department for approval. Once the invoices are approved, they will be processed for payment. When the temporary assignment is complete and final payment has been made to the vendor, contact logistics/Acquisition to close out the purchase order.