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A pooled position is a line in the expenditure schedule that can support multiple non-permanent employment appointments subject to the allocation of sufficient budgetary resources to the position. Only temporary appointments may be made to pooled positions. Marshall University uses the SCT Banner HR product as its human resources information system (HRIS). Banner HR provides two pay types: salaried and hourly. Only one pay type can be attached to a position. For a pooled position, the assigned pay type is referred to as the default pay type. The types of pooled positions and the default pay types used by the University are presented in the table below:
When a pooled position is created for a particular Banner budget organization (ORG), the pound signs (#) in the above chart are replaced by the ORG number of the employing unit. The numbers at the left above identify a pooled position with pay rendered through the default pay type. In certain situations it may be necessary or desirable to render pay through the alternate pay type. For a position whose default pay type is hourly, the alternate pay type is salaried. For a position whose default pay type is salaried, the alternate pay type is hourly. If a pooled position providing pay through the alternate pay type is created (as discussed below), the two digits on the left will be reversed (or some other numbering scheme will be adopted and announced) so that the employing organization can determine that the position is approved and established for the alternate pay type. The salaried pay type provides a fixed amount of salary per month that does not vary according to hours worked. The hourly pay type requires the completion and timely submission of time reports and includes an accounting for actual hours worked. The provisions of the Fair Labor Standards Act (FLSA) influence the choice of pay types. Any employee who is FLSA non-exempt (i.e.-potential to earn overtime and receive overtime compensation or compensatory time off for hours worked in excess of 40 in the week) must ordinarily be paid through the hourly pay type. Employees who are FLSA exempt must ordinarily be paid through the salaried pay type. If a department provides a true lump-sum payment (i.e.-a one-time fixed amount of compensation for performing specific services), it must be paid through the salaried pay type. Persons assigned to pooled positions fall generally into two groups. These are persons who are already employed at the University in another position who are eligible for payment for various types of extra work or persons assigned to pooled position appointments who do not have another employment relationship with the University. For individuals already employed elsewhere in the University, the appointment that generates additional pay is called a secondary appointment. In general, if the recipient of extra pay is already an FLSA exempt employee, he/she should be paid through the salaried pay type for the pooled position appointment. Again in general, if the recipient of extra pay is already an FLSA non-exempt employee, he/she should be paid through the hourly pay type for the pooled position appointment. NOTE: There are policy limitations on the total hours worked and/or length of calendar time that persons may be employed in the Extra Help pooled position. There are two types of appointment allowable in the Extra Help lines. One is a Temporary Employee who cannot exceed either a total of 1,039 hours of employment nor exceed nine months out of twelve months of employment. Note that two counters are actually in effect for the Temporary Employee. A Temporary Employee's appointment must lapse when and if either of these limitations are reached. The other type is a Casual Employee who is limited to working no more than 225 hours in a twelve month period. There are no exceptions to these policy limitations for the Extra Help appointments. Extra Help appointments should be set up in such a way that the employment can be accomplished within these policy limitations. Human Resource Services monitors the accumulation of hours and calendar time worked in the Extra Help appointments and will revoke these when the policy limitations have been reached. The classification title and rate of pay for all persons appointed to the Extra Help line must be approved in advance by Human Resource Services. Departments are encouraged to use the default pay type for their pooled positions. If the status of the person eligible for pooled position appointment does not fit the default pay type, departments should proceed as follows:
BUDGET NOTE: In all cases, the department supporting the secondary appointment is expressly responsible for managing the budget for both pooled position pay types (if they maintain both). The department must provide exact guidance to the Budget Office with respect to how much budget to allocate to the respective positions. The Budget Office reserves the right to modify and/or revoke positions, pay types, and budgeted amounts in pooled positions as the interests of the University dictate. If an employing department encounters a situation where the desired/necessary pay type (hourly/salaried) conflicts with the appointment type (FLSA exempt/FLSA non-exempt), it is necessary to obtain advance approval for the establishment of a pooled position with the alternate pay type. (An example might be the case where the department needs to appoint a person not already employed by the University to FLSA exempt employment but needs to appoint them to the Extra Help line. Since the default pay type for the Extra Help line is hourly, and this individual needs to be paid salaried, the employing department must request the establishment of a pooled position with the alternate pay type.) The department should complete the form available at the links below, obtain vice president approval, and submit it to Human Resource Services, 207 Old Main. The form is available in several formats according to the link selected - either MS Word (.doc), Rich Text Format (.rtf), or Adobe (.pdf). A review committee consisting of a representative from the Budget Office, Human Resource Services, and the Payroll Office reviews and makes decisions on such requests. http://www.marshall.edu/human-resources/forms/paytypereq4.doc Approvals for the alternate pay type for a pooled position are valid only for the duration of the fiscal year. All pooled positions with alternate pay types lapse at the end of the fiscal year and must be applied for again for the succeeding fiscal year. Departments who receive approval for the alternate pay type for a pooled position may submit Personnel Action Requests (PARs) or Electronic Personnel Action Forms (EPAFs) to appoint persons to the pooled position following establishment of the position by the Budget Office. PARs or EPAFs received in advance of these approvals that either appoint to a pooled position not yet created or propose the alternate pay type for a pooled position not already so approved and established will be returned without action. [GO
TO THE HRIS POLICIES AND PROCEDURES TOP PAGE]
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