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When an FAU department (“customer”) requires temporary personnel, the agency will be tasked to provide suitable personnel for the length of time required with the necessary skills to satisfy the customer’s needs.
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The initial contact with the agency will come from the customer, or the Purchasing Department. Contact may be made by phone, fax or e-mail. Telephone answering machines and services are unacceptable. The agency must be available during normal working hours (8am – 5pm). Upon receipt of a request, the agency will immediately begin the search for a suitable candidate(s). The final decision as to the acceptability of the candidate is the customer’s.
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When a suitable candidate has been approved by the customer, the agency shall contact either the Purchasing Department for a Purchase Order, or utilize the customer’s P-Card to secure the transaction. In no case will the Vendor allow a temporary employee to begin work without a valid Purchase Order or an authorized University P-Card on-file.
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The agency must be able to respond quickly to all customer requests. If the request cannot be filled by the customer’s desired date then the agency shall contact the customer and advise them of the status of their request and any delays in fulfilling the position.
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The customer has final approval on all candidates. If requested, the agency shall furnish resumes or like documentation on the candidates for the customer to select the most appropriate employee for the engagement. The customer also has the right to request interviews with potential candidates, especially if the term of the temporary assignment is of long duration or if the position is high profile.
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If the temporary employee, after beginning service, is determined to be unacceptable, the customer will contact the agency and request an immediate replacement. Under no circumstances will the customer be responsible for correcting a temporary employee’s substandard behavior or performance.
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The agency should have a method of quality control to ensure customer satisfaction with the temporary employee. This may include verifying the arrival of the employee on the first day of service, and a phone call at the end of the day to determine if satisfactory service has been provided.
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The University will not pay overtime for temporary employment services. The agency is responsible to notify their employees not to exceed 40 hours per week. Any overtime charges incurred shall be the sole responsibility of the agency, and of no additional cost to the University.
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If after 60 working days of employment at FAU as an employee of the agency, the employee may terminate employment with the agency to take a position with the University without restriction or qualification. The 60-day term shall be collective (inclusive of all FAU orders) for the employee over the term of the contract including any renewal periods.
The University shall not pay any fee for hiring an employee. The University shall not reduce the 60-day term in exchange for a fee in order to hire the agency’s employee earlier. The 60-day term only applies to employees working at FAU. Once the agency’s employee is not working at FAU the agency will be responsible for enforcing any company policies regarding employment restrictions.
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Any violations of employment restrictions shall immediately be brought to the attention of the Purchasing Department.
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The agency shall notify the customer of any candidates submitted for consideration with an identifiable criminal history.
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The agency shall notify the customer of any candidates submitted for consideration who are current or former employees of the University, or currently enrolled as students.
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As a result of the position occupied, temporary employees may be exposed to sensitive and confidential employee or student information. The agency shall have on file some form of employee non-disclosure agreement.
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The agency must be able to track FAU Purchase Orders by number. At a minimum, invoices shall have the Purchase Order number, using department name and/or point of contact, the agency’s employee name, the dates and hours worked, and the unit price per hour completed to a total amount. Incomplete invoices without sufficient identifying information will be promptly returned to the agency. The University will not be responsible for researching, correcting, or completing inaccurate invoices to otherwise render them acceptable.
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The agency will provide a quarterly statement to the Purchasing Department summarizing the contracting activity with the University.
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The agency shall provide their employees with time cards to record work hours daily. Time cards will be submitted weekly to the employees designated supervisor at FAU for signature and approval. Electronic/web based time cards systems are acceptable for use once the system is approved by the Purchasing Department.
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The contract rates shall be considered a Guaranteed Maximum Price. During the term of the contract the agency shall not exceed the GMP rates. The agency may, at their discretion, offer services to the University at reduced rates due to work force surpluses. Rate changes will only be allowed once every six months beginning on the contract start date. All rate reductions must be submitted to the Purchasing Department prior to the start of the next six-month period. The reduced rates and GMP rates will be posted to the Purchasing Department web site. Once approved and posted, the reduced rates are firm and in effect for any new orders for temporary employee services during the specified period. The rates will not be adjusted until the six-month period has ended. All invoices must reflect the proper billing rate for the period in which service is provided.
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For this contract, the customer will be responsible for the cost of obtaining vendor hang tags for the temporary employee during their term of service. In order to receive a parking permit the temporary employees must be operating under a current, valid purchase order or P-Card order.
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The temporary employee is responsible for picking up the decal/hang tag from FAU’s Traffic and Parking Office located in the University Police Station, Bldg 69 and providing any and all information necessary to register their vehicle.
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All University parking rules are strictly enforced on all campuses. The agency and their employee’s are jointly responsible for obeying all traffic and safety rules, and are liable for any fines and/or disciplinary actions for violation of these rules.
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If additional background/criminal checks are required for the position, such as a cashier, the University will be responsible for conducting the check and the costs associated with it.
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Temporary employees may be required to work in a confidential business environment where personal information is maintained. Employees may also be granted access to the University’s financial system and other MIS programs that are confidential, and secure. Furthermore, temporary employees may be given access to sensitive areas of campus including utility systems, warehouses, labs, offices and dormitories as well as exposure to faculty, staff, students and the general public. The agency shall ensure that the employees offered to FAU are both eligible and appropriate for the position, and that any background or screening irregularities concerning an agency’s employee are brought to the attention of the customer at the time offered.
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Employees must be qualified for the position to be occupied, AND qualified for the labor category and rate charged. The agency will not be reimbursed for providing unqualified employees at a higher bill rate.
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It is the agency’s responsibility to verify with the customer the proper dress code and ensure their employee’s adherence to the office decorum.
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All temporary positions will require the employee to communicate and interact with faculty, staff, students, and the public in a professional, courteous and intelligent manner.
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The agency is responsible for providing any required OSHA training, safety training and appropriate safety gear (i.e., steel toed boots) for temporary personnel as required.
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The agency is responsible for the administration and maintenance of all employment and payroll records including taxes, withholds, and other benefits and compensations as required by law.
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Temporary employees may be subject to dismissal, and the agency and their employee may be held financially responsible for any unauthorized, personal or inappropriate use of FAU property, office equipment, computers, telephones, and network/Internet connections.
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For positions identified as requiring the ability to operate a forklift, the agency shall be responsible for providing trained and qualified employees in accordance all regulatory guidance including but not limited to the required OSHA training.
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For positions identified as requiring the employee to utilize a golf cart or FAU vehicle, the agency will ensure that the employee possesses a current and valid State of Florida driver’s license.
- Florida Atlantic University currently recognizes the following holidays:
| OFFICIAL UNIVERSITY HOLIDAYS (OFFICES CLOSED, NO CLASSES) |
| September - Labor Day | December 25 - Christmas | May - Memorial Day |
| November - Veteran's Day | January - New Year's Day | July 4 - Independence Day |
November - Thanksgiving Recess
(2 days) | January - M .L. King Holiday | |
