Employment Policies
Quick link to:
Classification of New Positions
Those individuals with a right to work in the United States include, but are not limited to, citizens of the U.S., resident aliens, and individuals with visas that permit employment in the U.S. New employees must complete the I-9 form and must provide proof of the right to work in the U.S. by submitting original documentation that is required by the Immigration and Naturalization Service. The Foundation will not continue to employ an individual who does not meet the eligibility requirements for employment in the U.S.
All new employees are required to attend a brief orientation and payroll sign-in which includes the verification of eligibility to work in the U.S. Supervisors should give new hires the I-9 Guideline Notice prior to their orientation to ensure that they bring with them the documents necessary to complete the I-9 form. The I-9 Guidelines are available on our website. The Department of Justice requires that all new employees complete the I-9 form within three business days from date of hire, and The Foundation cannot employ an individual who does not comply with these requirements.
For most purposes, employees fall into one of three general categories:
-
Regular employees are employed by the Foundation to work a regular schedule of twenty (20) or more hours per week for an expected period of one year, after which their appointment may be renewed. Regular employees qualify for and may participate in benefit plans and programs offered by the Foundation, as funds allow.
-
Temporary employees are those employees whose expected term of employment is less than one year. They are paid based on the number of hours or days reported on their time sheets each pay period. Temporary employees with appointments six months or more and who work at least 20 hours per week are eligible for vacation or paid academic breaks, holidays, and Personal Time Off during their employment. They are not eligible for benefits such as employer-paid insurance or retirement programs.
-
Student Assistants are Temporary employees who regularly attend classes and otherwise meet the eligibility requirements for Student Assistant at Cal State San Marcos. One of these requirements is that the individual be continuously enrolled at least half-time during the academic year at The California State University – i.e., six undergraduate units or four graduate units. Student Assistants are paid at an hourly rate and may be exempt from paying Social Security and Medicare during the academic year, although they are eligible for workers’ compensation, unemployment and disability insurance. They do not qualify for other employer-provided benefits.
For purposes of overtime compensation, employees are also classified as either non-exempt or exempt:
-
Non-exempt employees are entitled to receive overtime pay when they work overtime hours; or
-
Exempt employees are not entitled to receive overtime compensation. Exempt employees are salaried executive, administrative, and professional employees.
Please refer to the document titled Summary of Hiring Documents to determine what is required for each employment category. All employment and payroll related documents are available on our website at www.csusm.edu/foundation/forms.
The Employment Authorization Form should be received at the Foundation 3 days prior to the employee’s start date.
Classification of New Positions
The Foundation classifies all positions under classification titles and descriptions so that positions with similar duties and responsibilities are grouped together in the same classification. A consistently applied classification system and appropriate pay ranges are essential for ensuring compliance with equal pay requirements as well as other legislative guidelines. When a new Regular position is created, it is reviewed and classified, based on the job description, before an employee is hired to fill it. Once again, please contact the Foundation Director, Human Resources for further direction when looking to make appropriate classification of your positions.
A Cal State San Marcos Foundation employee is a faculty or staff member of the University who is hired by the Foundation on a part-time, overtime or summertime basis to provide services to a Foundation project and/or program. A Foundation employee (whether they are staff or faculty) is not eligible to be an Independent Contractor to the Foundation and must be set up as an employee and paid through our regular payroll process.
An Independent Contractor is a person whose services are contracted through a procurement process. The Internal Revenue Service (Ruling 87-41) maintains specific qualifications for a bona fide independent contractor. Please complete the Independent Contractor Worksheet available on our website prior to contracting for services.
Employees’ relatives will not be eligible for employment with the Foundation where potential problems of supervision, safety, security or morale, or potential conflicts of interest exist. Relatives of present employees will not be hired by the Foundation if the individual(s) concerned work in a direct supervisory relationship or in the Human Resources or Payroll departments. For purposes of this policy, “relatives” include a spouse, child, parents, sister, brother, in-laws, step parents, step siblings, step children, or any person involved in a legally binding guardianship or relationship with the employee, and/or residing in the home of the employee.
If two employees become subject to the restrictions of this policy after they are hired, one or both of the employees must seek a transfer or reassignment to eliminate the actual or potential conflict of interest as specified in this policy.
The Foundation reserves the right to determine that other relationships not specifically covered by this policy represent actual or potential conflicts of interest as well. Where the Foundation determines that the relationship between two employees presents an actual or potential conflict of interest, the Foundation may take appropriate action which includes, but is not necessarily limited to, transfers, reassignments, changing shifts or if necessary, possible termination.