• 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.

  • Retire Rehire Agreement Request (used to initiate the retire rehire hiring process).

• On average, approximately 2–4 weeks to complete (including time for background check approval if needed).

• Units should submit the agreement to hire no later than 10 business days before the anticipated start date.

• If the retiree has never been rehired before or is not currently active in OneUSG, initiate earlier because a background check may be needed due to the break in service.

• Unit HR Liaisons have access to a report that shows workflow status of all retiree rehire requests.

• For the status of an individual in your department, contact your HR Liaison:
  https://onesource.uga.edu/resources/hr_liaisons/

Signature Status → Status Description

• New → Currently being worked by UHR to ensure TRS approval has been obtained and BI is on file

• DocuSign Signatures Pending → DocuSign document is being reviewed by departmental signature authorities

• DocuSign Signatures Complete → Document has been completed in DocuSign by departmental signatures

• Routed for Upper Administrative Approval → Document delivered to Upper Administration for final approval

• DocuSign Canceled/Voided/Declined → Document has been denied/voided/canceled (department responsible for submitting corrections)

• All Signatures Obtained → Retire Rehire Agreement Form process has been completed/approved

The hiring unit is responsible for terminating the retiree’s employment at the end of service (regardless of the end date on the request).

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

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

• If fully approved by Senior Administration:

  • Option 1 (submit helpdesk ticket): if you need to decrease work hours, decrease monthly/hourly compensation, or change supervisor/position attributes (note: Retiree Rehire positions are NOT managed in UGA Jobs).
    Email: [email protected] (Subject: “Retire Rehire Update”)

  • Option 2 (submit a new request): if you need to increase work hours, increase monthly/hourly compensation, increase dates needed, add/remove teaching responsibilities, or add financial responsibilities.

Yes. A new request must be submitted each fiscal year.

• Per TRS policy: allowed up to 3 months each fiscal year (months do not need to be consecutive). Requests cannot cross fiscal years.

• Steps:

  • Complete the Retiree Rehire Agreement Form:

  • Enter Employment Begin Date for the full-time agreement.

  • Enter Employment End Date (cannot exceed 3 months full-time temporary in one fiscal year).

  • Compensation may use the retiree’s monthly or hourly rate at retirement.

  • Standard work hours can be up to 40/week.

  • Add this statement at the beginning of job duties:
    “This request is to hire <insert rehire name> for full-time temporary position from <insert start date> to <insert end date>”
    Then include duties and why full-time is needed.

  • If continuing after full-time ends, submit another request for part-time with a begin date after the full-time end date.

• DocuSign documents must be signed within 14 calendar days of initial generation or they will be voided.

• Submit a correction request to regenerate the DocuSign form with an amended start date. Do NOT submit a new RR request.

A BI is required when there is either:

• A break in service for 30 days or more

• Security access or duties regarding financial obligations have been changed

• If financial responsibilities/duties increased (e.g., credit, position of trust, working with minors), a new background investigation is required before proceeding with new duties.

• Submit a correction request:
  https://app.smartsheet.com/b/form/aa28c332acee43f79aaf58a7a1208739

*Do not take on additional duties until BI is approved.*

TRS mandates 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 HR follows USG Policy using TRS maximum hourly and monthly rates regardless of TRS or ORP.
https://www.usg.edu/policymanual/section8/C224/#p8.2.8_retirement

When:

• DocuSign agreement signed by all unit-level parties

• Background investigation completed and approved

• TRS approval confirmed (if necessary)

• Chief Human Resources Officer reviewed and approved submission

• Stop and do not continue approving/signing in DocuSign.

• Submit a correction request. Special Employment will void and regenerate a new DocuSign form to restart signature process. Do NOT submit a new retire rehire request.
  https://app.smartsheet.com/b/form/aa28c332acee43f79aaf58a7a1208739