Retiree Rehire

After the unit receives approval from their unit director and CBO to proceed with the hiring process, the submitter will need to utilize two Smartsheet:

• Retiree Rehire Data Sheet: The data sheet contains the basic information needed to hire a retiree at UGA. Past and current retirees will be present on this sheet. This sheet displays all retirees across UGA, not just the retirees for that unit. Each retiree should only have 1 row on this sheet.
• If the retiree  does not appear on this sheet, submit a Rehire Data Form to request the retiree be added to the data sheet. An example of this would be someone that recently retired or someone who has never been rehired as a retiree.

Retire Rehire Agreement Request: This form will be used to initiate the retire rehire hiring process. The Unit/College Representative should utilize the information found on the data sheet to fill out this form.

On average, the retiree rehire process takes approximately 2-4 weeks to complete. This timeframe also includes time for the background check approval if needed.

The unit should submit their agreement to hire no later than 10 business days before the anticipated start date. If the retiree has never been rehired before or has but is not currently active in OneUSG, we strongly encourage units to initiate the process earlier because a background check may be needed due to the retiree’s break in service.

Unit HR Liaisons have access to a report that shows the workflow status of all retiree rehire requests. If you need to view the status for an individual in your department, please contact your HR Liaison.

Regardless of the end date on the retiree rehire request, the hiring unit is responsible for terminating the retiree’s employment at the end of service.

UGA Human Resources follows USG Policy to determine compensation rates for all rehires. This guidance utilizes TRS maximum hourly and monthly compensation rates regardless of whether rehire was TRS or ORP.

If the request has not been fully approved by Upper Administration and entered into OneUSG, submit a correction request. Special Employment will make the correction and generate a new form in DocuSign to restart the departmental approval process.

If the rehire agreement has been fully approved by Upper Administration, the unit has two options:

Option 1 

If the rehire is fully approved, entered into OneUSG, and you need to adjust one of the following:

• Decrease work hours
• Decrease monthly or hourly compensation
• Change supervisor or any other position attribute (note: Retiree Rehire positions are NOT managed in UGA Jobs)

Solution – the unit should submit a helpdesk ticket to [email protected], Subject line: Retire Rehire Update.

Option 2

If the rehire is fully approved, entered into OneUSG, and you need to adjust one of the following:

• Increase work hours
• Increase monthly or hourly compensation
• Increase the dates needed from the original request
• Add or remove teaching responsibilities
• Add financial responsibilities

Solution – The unit will need to submit a new retiree rehire request to Special Employment.

To comply with USG and UGA requirements, a new retiree rehire request must be submitted for the rehire each fiscal year.

As per TRS policy, a retiree rehire is permitted to work in a full-time temporary position for up to 3 months each fiscal year. The months do not need to be consecutive but 3 months is the maximum per fiscal year.

To initiate a request for a full-time temporary position:

• Complete the Retiree Rehire Agreement Form.
• Under Employment Begin Date, enter the date you wish the full-time agreement to begin.
• Under Employment End Date, enter the date that the full-time agreement will end. Please note you cannot have a retiree work more than 3 months as a full-time temporary hire in one fiscal year. Retiree rehire requests cannot cross fiscal years.
• When selecting compensation, the unit may use the retiree’s monthly or hourly rate at retirement.
• Standard work hours can be up to 40 per week.
• In the job duties section, add this statement to the beginning of the section – This request is to hire <insert rehire name> for full-time temporary position from <insert start date> to <insert end date> After this statement, you can add the job duties the retiree will be undertaking during this time period and why the retiree is needed full-time.
• If the retiree will continue after the full-time temporary position has ended, the unit will need to submit another retire rehire request for a part time position with an Employment Begin Date dated after the full-time temporary position ends.

All retire rehire DocuSign documents must be signed within 14 calendar days of their initial generation or they will be voided. The unit will then need to submit a correction form requesting regeneration of the DocuSign form along with an amended start date. DO NOT SUBMIT A NEW RR REQUEST. Submit a correction request.

A BI investigation is required for a rehire when there is either

• A break in service for 30 days or more
• The security access or duties regarding financial obligations have been changed

If you have added financial responsibility to your retiree’s job duties during their employment (i.e. credit, position of trust, working with minors), the rehire will need a new background investigation before they can proceed with the new duties. Please submit a correction request. The retire rehire should not take on the additional duties until the new background investigation has been approved.

TRS has mandated that unless the retiree is teaching 100% time and not performing other duties (including research, administration or public service), the retiree must be placed on the bi-weekly payroll.

UGA Human Resources follows USG Policy to determine compensation rates for all rehires. This guidance utilizes TRS maximum hourly and monthly compensation rates regardless of whether rehire was TRS or ORP.

Your retiree’s packet will be submitted for upper administrative approval when:

• The DocuSign agreement has been signed by all unit level parties
• The background investigation has been completed and approved
• TRS approval is confirmed (if necessary)
• Chief Human Resources Officer has reviewed and approved submission

Stop and do not continue approving/signing the request in DocuSign. Submit a correction request. Special Employment will void the request and regenerate a new DocuSign form to restart the signature process. DO NOT SUBMIT A NEW RETIRE REHIRE REQUEST.