SCDC POLICY/PROCEDURE

RESPONSIBLE AUTHORITY: DIVISION OF HUMAN RESOURCES

OPERATIONS MANUAL: ADMINISTRATION

ACA/CAC STANDARDS: 4-ACRS-2A-06, 3-4058

STATE/FEDERAL STATUTES: NONE

PURPOSE: To provide guidelines for employing individuals using temporary grant funds.

POLICY STATEMENT: To promote fiscal responsibility, the Agency will employ individuals in temporary positions using grant funds (other or federal) awarded to the South Carolina Department of Corrections. Temporary grant/time limited project employees will be selected, receive compensation and benefits, and will be terminated/cleared in accordance with all applicable SCDC policies/procedures, American Correctional Association Standards, and state and federal statutes. (4-ACRS-2A-06, 3-4058)

1.2  The Chief, Financial Accounting Branch, or designee will be responsible for submitting a "Request for Temporary Grant or Time Limited Position Action" (Office of the Governor’s form) to the Office of the Governor, Division of Grant Services, for approval.

1.3  The Division of Grant Services (Office of the Governor) will forward the approved "Request for Temporary Grant or Time Limited Position Action" to the State Office of Human Resources so that the position(s) may be established by the State Office of Human Resources.

1.4  Once the temporary grant/time limited position(s) has been established, staff of the State Office of Human Resources will forward this information (computer printout detailing the temporary grant positions) to the Chief, Classification and Compensation Branch, or designee.

1.5 Once the approved position information is received, the Chief, Classification and Compensation Branch, or designee will be responsible for establishing the position(s) at SCDC.

1.6 Once the approved position information is received, the Chief, Classification and Compensation Branch, or designee will be responsible for completing the appropriate section of SCDC Form 16-31, and forwarding a copy to the Chief, Recruiting and Employment Services Branch, or designee; notifying the Chief, Financial Accounting Branch of the approved position, and notifying the requesting authority.

1.7  The Chief, Classification and Compensation Branch, or his/her designee will be responsible for notifying the State Office of Human Resources when a grant period has ended so that the position may be deleted from the temporary grant/time limited system.

1.8 The Chief, Classification and Compensation Branch, or designee in coordination with the Chief, Financial Accounting Branch must track and coordinate the renewal of temporary grant/time limited positions with the State Office of Human Resources. 

2.1  The Project Director (as stipulated in SCDC Policy/Procedure ADM-15.09, "Grant Management") will be responsible for advising the Classification and Compensation Branch, Division of Human Resources, which pay and benefits will be approved.

2.2  The appropriate Employment Recruiter, Recruiting and Employment Services Branch, will ensure that the temporary grant/time limited project employee(s) reads, understands, and signs SCDC Form 16-30, "Temporary Grant Agreement." (4-ACRS-2A-06, 3-4058)

2.3  The temporary grant/time limited project employee will be paid semi-monthly, on the 1st and the 16th of each month, at the work location and at a rate as stipulated on SCDC Form 16-31.

2.4  Temporary grant/time limited proejct employees will be provided with only those benefits identified on SCDC Form 16-31.  (See also Section 1.1.2, above.)

2.5  Employment in a temporary grant/time limited position is for a specified time and will continue while grant funds or other funds are available. The SCDC may terminate the individual’s employment at any time following written notification to the employee. The Division Director of Human Resources will be responsible for such written notification and will provide a copy of this notification to the following:

• Division of Budget and Finance; 

• Project Director; and 

• Division Director or Warden under whose area of responsibility the temporary grant/time limited position was assigned.

2.6  Corrective action may be taken against temporary grant/time limited project employees who commit infractions pursuant to SCDC Policy/Procedure ADM-11.04, "Employee Corrective Action."

2.7  Upon the expiration of funds and/or notification of termination, a temporary grant/time limited project employee may not grieve the termination. (See SCDC Policy/Procedure ADM-11.05, "Reduction In Force (RIF)," and SCDC Policy/Procedure ADM-11.02, "Employee Grievance and Appeals," for more information.)

2.8  Upon termination, the employee will be responsible for following the Agency’s clearance procedures. (See SCDC Policy/Procedure ADM-11.11, "Employee Termination and Clearance," for more information.)

2.9  Should a temporary grant/time limited project employee accept employment in a permanent state position, the salary and benefits for the new position will be established in accordance with SCDC Policy/Procedure ADM-11.03, "Employee Compensation," and all applicable state statutes for newly hired employees. The length of employment in the temporary grant/time limited position will not be considered as prior state service.

2.10 Should an employee in a permanent position (FTE) accept a temporary grant/time limited position, s/he must be paid for any accrued annual leave and will be paid in accordance to SCDC Policy/Procedure ADM-11.08, "Employee Leave."

3. DEFINITION:

Temporary Grant Employee refers to an individual hired to perform the duties stipulated in an approved grant for a specified period of time. Temporary Grant positions are not permanent Full-Time Equivalent (FTE) positions.

Time Limited Project Employee refers to a full-time or part-time employee who does not occupy an FTE position who is hired to fill a position with time-limited project funding approved or authorized by the appropriate State authority, and who is not a covered employee.

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