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Depending on the number of hours worked, employees will be designated as a full-time or part-time employee. At Georgia State University, employees whether full-time or part-time, are classified as either exempt or non-exempt in accordance with the requirements of applicable wage and hour laws. The terms exempt and non-exempt are from federal law (the Fair Labor Standards Act, or FLSA). The FLSA designates the types of jobs that must be tracked and paid on an hourly (non-exempt) basis, and the types of jobs that may be paid on a salaried (exempt) basis.
The University’s employment categories are as follows:
102.1 Regular Staff
Regular Staff are employed on a continuous basis and whose duration of employment may also be defined by term and/or restricted funding source(s). Regular Staff employees may be full-time or part-time. Those with a work commitment of half-time or greater or .5 FTE are partial or full benefits eligible and those who work less than 20 hours per week are non-benefits eligible. The Classification and Compensation Department of Human Resources is responsible for determining if a position is to be designated as either exempt or non-exempt in compliance with Federal law.
Requirements of the Affordable Care Act (ACA): Under the ACA, all Regular Staff employees who work less than 30 hours per week (less than .75 FTE) and all temporary staff employees shall record and report all hours worked to determine health benefits eligibility.
102.1a Employment on a Project
If a position at Georgia State University is funded by a grant or a project, it is subject to the availability of funds. In the event that the grant or project funds are exhausted or reduced, or the grant or project is completed or canceled, this employment may terminate without the right of employee appeal. An employee working in a position funded by a grant or project should take accrued vacation during the term of the project since funds may not be available to pay for accumulated vacation after the grant or project ends.
102.1b Limited Term
Limited Term or fixed-duration employment is more than six months’ duration but with a date of termination specified at the time of hire (not to exceed three years). Limited Term appointments may be governed by specific terms and conditions of employment established at the time of hire and approved by the Department of Human Resources. Unless eligibility for benefits is modified by the specific terms of the appointment, Limited Term employees scheduled to work more than 20 hours per week are eligible for participation in most employee benefit programs.
102.2 Temporary Staff
Temporary Staff are employed for a short duration and are non-benefits eligible. Temporary employees (including student assistants) may be employed part-time or full-time for a period not to exceed 1,300 hours of work. However, such employees may be terminated at the conclusion of this 1,300-hour period and may be rehired as a temporary worker, after a twenty-six (26) week break in service has elapsed. Under no circumstances shall a temporary employee work over 1,300 hours. Temporary employees, within the University System of Georgia, are all considered as one institution, in the determination of hours or months worked.
Requirements of the Affordable Care Act (ACA): Under the ACA, all Temporary Staff employees shall record and report all hours worked to determine health benefits eligibility.
Temporary employees can be terminated at any time with or without cause at the discretion of the supervisor or department head without employee recourse. Temporary employees are not eligible for benefits. There are five types of temporary personnel.
102.2a Temporary Non-Students
All temporary, hourly employees who are not currently enrolled in classes at the University and who are not identified as student assistants are designated as temporary non-student employees. Temporary non-student employees may work no more than forty (40) hours per week to a maximum of 1,300 hours worked. At the end of the 1,300-hour period, the Temporary Non-Student must take a break of twenty-six (26) weeks. During the twenty-six (26) week break, the Temporary Non-Student is unable to be employed at Georgia State University as a temporary employee in any capacity.
102.2b Panther Temps
Panther Temps are temporary non-benefitted employees hired through the Human Resources Panther Temp. Program. Assignments are offered on a part-time or full-time basis. Assignments generally have durations of one (1) day to a maximum of 1,300 hours worked. At the end of the 1,300-hour period, Panther Temps must either be hired for regular employment or take a break of twenty-six (26) weeks. During the twenty-six (26) week break, the Panther Temp is unable to be employed at Georgia State University as a temporary employee in any capacity. Panther Temps may apply for regular positions; however, work as a Panther Temp does not guarantee regular, full-time employment at Georgia State University.
The Panther Temp program provides the University with efficient support staff in a timely manner at a lower cost than traditional temporary staffing agencies. The Board of Regents encourages all departments and hiring managers to hire temporary staff through the University’s internal staffing agency. For all your temporary staffing needs, please contact Panther Temps at (404) 413-3277. Panther Temp services include the following areas:
- Accounting/Finance
- Administrative
- Business Manager I, II, III
- Clerical
- Custodial/Maintenance
- Customer Service
- Human Resources
- Management/Marketing
- Professionals - Graphic Designers, IIT, Asst. Directors, etc.
- Tech Support
- And More
102.2c Student Employees
Student employees are considered temporary and include graduate assistants and student assistants. Student Employees may not exceed a total of 1,300 hours worked in a 12-consecutive month period. The 1,300 hours can be accumulated in any combination during the 12 month period. Student employees are not subject to the re-employment restriction requiring a break-in-service after 12-consecutive months of employment. International students in lawful F-1 and J-1 status who are enrolled full-time are eligible to work for an institution but must not work more than 20 hours per week in accordance with visa restrictions and must ensure compliance with Federal Work Study requirements.
- Student Assistants
All hourly employees who are currently enrolled in classes at the University and are not identified as temporary non-student employees or as regular employees are designated as student assistants.
Student assistant employment is considered temporary employment. Student assistants are exempt from FICA withholdings (Social Security) if they are enrolled and regularly attending classes in pursuit of a course of study. The individual must be at least a half-time undergraduate or a half-time graduate or professional student. As a general rule, students should not be scheduled to routinely work more than twenty (20) hours per week. Students who do not meet the criteria will be taxed as a temporary non-student employee. Student assistants may not work more than forty (40) hours per week in a University department or in combination with a job elsewhere in the University, except in cases of pre-approved authorization by the immediate supervisor. Student assistants are temporary, non-benefitted employees. Please note that the FICA Exemption does not apply to an individual who is not enrolled in classes during school breaks of more than five (5) weeks (including summer breaks of more than five (5) weeks).
- Graduate Assistants
Graduate assistants are temporary exempt positions and include the following titles:
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Graduate Research Assistant |
(GRA) |
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Graduate Administrative Assistant |
(GAA) |
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Graduate Computing Assistant |
(GCA) |
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Graduate Teaching Assistant |
(GTAA - Level A and GTAB - Level B) |
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For information, please see the Graduate Assistant Policy at: https://gsu.policystat.com/?lt=RKFqJZ7lnM5ALSiEsPX9tq&next=%2Fpolicy%2F8944245%2Flatest%2F
102.2d Seasonal Employees
Seasonal employees are temporary non-benefitted employees who work an average of ten hours per week over 1,300-hour period.
102.2e Occasional Employees
Persons whose work assignment is part-time, on-call, as needed. Employees in this category work no more than 10% FTE (never > 20%) over the course of the year, but may be used on a recurring basis but not over the 1,300-hour period. Employees in this category are not benefits eligible.
102.2f Consultants/Independent Contractors
Persons in this category are not University employees. They are on a contract to provide services to a department or unit and are not subject to the benefits outlined in this Employee Handbook.
102.2g Outside Agencies
Hiring supervisors should seek to fill temporary needs by using Panther Temps, prior to approaching an outside employment agency or signing a contract for services from an outside employment agency. If an outside employment agency is identified, the hiring manager must first contact the Purchasing Department and the Office of Legal Affairs for contract review.
102.3 Variable Employees
Variable employees are personnel who are paid hourly, but are eligible for benefits. There are two (2) types of variable employment at Georgia State University: academic variable employees and fiscal variable employees.
102.3a Academic Variable
Employees work only during the time that classes are in session and not during semester breaks. Employees in this status will not be entitled to claim sick leave or vacation time during the semester break nor will vacation or sick leave be accrued during these periods. Vacation and sick leave balances are frozen until the first day of the semester. The employee will not be required to complete time sheets during the semester break.
102.3b Fiscal Variable
Employees work fifty-two weeks per year with an established schedule that is outside of a standard work week. These employees have established hours per day and must claim sick leave and vacation accordingly. If a holiday falls on a normally scheduled workday, fiscal year variable employees may be required to work on the holiday. The employee is to take the holiday at a later date upon the approval of his or her supervisor. The holiday must be noted accordingly on the time sheet. Holiday pay will be at the same rate as a normal payday.
102.4 Special Employment Situations
102.4a Employment of Foreign Nationals
The employment and/or payment of nonresident foreign nationals shall be in compliance with all applicable federal laws and shall comply with all relevant visa restrictions.
(BOR 8.2.4 Employment of Foreign Nationals)
102.4b Employment of Relatives (Nepotism)
The basic criteria for the appointment and promotion of employees in the University System shall be appropriate qualifications and performance as set forth in the policies of the Board of Regents. Relationship by family or marriage shall constitute neither an advantage nor a disadvantage. No individual shall be employed in a department or unit with the result being the existence of a subordinate-superior relationship between such individual and any relative of such individual through any line of authority. As used herein, “line of authority” shall mean authority extending vertically through one or more organizational levels of supervision or management.
This standard does not apply to the temporary or part-time employment of children under age 25, nor to any individual employed as of February 14, 1990, at any institution where a relative of such individual then held a superior position at least one level of supervision removed from such individual in any line of authority. Exceptions may be approved by the Board of Regents upon recommendation of the Chancellor as being clearly in the best interest of the institution and the University System.
For the purpose of this policy, relatives are defined as husbands and wives, parents and children, brothers, sisters, and any in-laws of any of the foregoing.
(BOR 8.2.3 Employment of Relatives)
102.4c Employment of Retirees
An individual, who has retired from the University System of Georgia and is receiving benefits from the Teachers Retirement System, the Employees Retirement System, or the Regent’s Retirement Plan, may be eligible for reemployment on a part-time basis by the University System. Reemployment of USG retirees by the University System of Georgia must fall under the following conditions:
- The reemployment of a University System of Georgia retiree must be approved by the hiring institution’s president. Institutions must submit a copy of their hiring and approval procedures to rehire USG retirees to the Office of Faculty Affairs;
- A rehired retiree must have a minimum break of at least one (1) month between the effective date of his/her retirement and the effective date of his/her reemployment;
- The work commitment of a rehired retiree must be less than half-time; i.e., less than 49%;
- The salary that is paid to a rehired retiree must be either:
- No more than 49% of the annual benefit-based compensation amount that he/she was earning at the time of his/her retirement, with consideration for the average merit increase percentages that have been applied since the employee retired; or,
- No more than 49% of the average compensation for the position into which the retiree is being hired based on the institution’s existing compensation plan, or, if not applicable, the average compensation of existing or previous incumbents; or,
- No more than 49% of a reasonable market competitive rate for the position into which the retiree is being rehired as determined by the institutional chief human resources officer; and
- The salary that is paid to a rehired retiree must be consistent with his/her work commitment. (BOR 8.2.8.3 Employment Beyond Retirement)
102.4d Employment of Minors
The employment of all persons under the age of 18 years shall be in compliance with the regulations of the U.S. Department of Labor and Georgia State University’s Programs Serving Non-Student Minors Policy. The full policy may be reviewed at: https://risk.gsu.edu/files/2019/01/Policy-Final-Approved-Programs-Serving-Non-Student-Minors-Policy-Eff.-01.01.17.pdf
Answers to frequently asked questions may be reviewed at: https://risk.gsu.edu/files/2019/10/MinorsonCampusPolicyFAQs-1.pdf
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