1.      For temporary employees in place prior to 2/1/06 who work for Action Personnel, Kelly Services, and Robert Half International (Accountemps):

1. Departments must create new requisitions for the current temporary employees. Bill rates  will only be changed if the bill rates are outside the parameters of the new bill rates for the particular position. Requisition  must include temporary’s name, job title, bill rate, and duration of assignment if the assignment ends prior to 8/31/06. Note:  Job assignments after 8/31/06 will require new fiscal year requisitions and subsequent purchase orders.

2. Acquisitions will prepare new purchase order and e-mail copies to the Department and Contractor.

3. Departments should request that the dollars left on the old purchase orders be disencumbered by sending an e-mail to PurchasingOSOPOChange@utmb.edu    

2.      For new assignments less than $5,000:

a.       UTMB Departments will contact one or more contractors of their choice directly to obtain resumes and interview any temporary prior to accepting the temporary. Once the temporary has been selected, the department will prepare a requisition (set up by hours and quantity) and include a line item for the security level clearance check (if the employee has not worked at UTMB during the past year).

b.      Contractor will send a confirming notice to the department that includes the name of the temporary, job title, hourly bill rate to be paid by UTMB, and confirmation that a security clearance check  has been performed. UTMB will reimburse the Contractor for the security level clearance check only if the temporary passes the security level clearance check and is accepted to work at UTMB.  

c.       Department will prepare the requisition .  Requisition must include temporary’s name, job title, bill rate, and duration of assignment if the assignment ends prior to 8/31/06.

d.      Acquisitions will prepare the purchase order and e-mail copies to the Department and Contractor.

3.      For new assignments over $5,000:

a.       UTMB Departments will e-mail Acquisitions a Request for Personnel with the job title, job specifications, and expected length of assignment, and security level clearance check  required. 

b.      Acquisitions will contact all Contractors awarded a contract for that particular job title  to request resumes and bill rates for temporaries to fill the assignment. 

c.       Contractors will e-mail resumes and respective bill rates to Acquisitions.  Acquisitions will forward the resumes and bill rates to the Departments. 

d.      Departments will review resumes and interview applicants.  Once a selection is made, Departments will inform the Contractor, and prepare requisitions (set up by hours and quantity) and include a line item for the background check (if applicable). 

e.       Acquisitions will prepare the purchase order and e-mail copies to the Department and Contractor.

4.      Timecards

Departments will certify hours worked by the temporary by signing the timecard.  The original timecard will be provided to the Contractor and the Department will keep a copy for its records. 

5.      Invoicing

a.       The Contractor will e-mail the timecard and invoice to UTMB’s Accounts Payable     Department at accounts.payable@utmb.edu   Each invoice should refer to only one purchase order number.  Invoices must contain correct UTMB purchase order number, the dates the temporary worked, temporary’s name and job title, department where services were provided, and a copy of the signed time sheet.

b.      Failure to submit an invoice with the above minimum information will be considered an incorrect invoice and the invoice will be returned to Contractor unpaid.  UTMB will not be obligated to render payment within 30 days on incorrect invoices.  Continued failure to submit incorrect invoices may be a basis for termination of contract. 

6.      Reporting

7. Temp To Hire

Departments may be liable for paying Placement Costs if they hire temporary employees before the temporary employees have worked the minimum number of hours as stated in the temporary personnel contract.