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Bureau of Human Resources

June 18, 1998


TO: Agency Heads, Directors of Administrative Services, Agency Human Resources Representatives
SUBJECT: Project Positions/New FJA-1P Form
FROM: Donald A. Wills, Director Bureau of Human Resources

This Memorandum is in follow-up to the guidelines presented in the Joint Policy and Procedures Memorandum released by the Budget Office and the Bureau of Human Resources on May 27, 1998 for establishing temporary project positions.

As explained in the Joint Memorandum, project positions may be used to meet temporary emergency needs. They may not be used to provide ongoing services or as a means to reclassify or upgrade ongoing positions.

Project positions must be used whenever the planned work is not expected to last more than 365 calendar days. The standard of 365 days clarifies the Civil Service Rule definition for Project Positions (Chapter 1, Section 3U) and this standard will be applied to the Civil Service Rule definition as follows:

U. "Project Position" is a position which is restricted to a planned work program to be completed within a specified limited period of time that has a planned duration of 365 days or less and which is not of a seasonal or regularly recurring nature.

Note: As explained by the Joint Memorandum, temporary positions with a planned duration of more than 365 calendar days must be established as status limited period positions.

The administrative procedure for establishing project positions is summarized as follows:

1. Each project position must be assigned to an existing classification in the State's classification plan. Classifications that are suggested by departments must be approved by the Bureau of Human Resources.

2. A new and simplified FJA Form (FJA-1P) has been created to assign project positions to be appropriate classification. The FJA-1P is available on the Internet with other Personnel Action Forms.

3. A New Position Requisition Form (PER 51) must be completed and forwarded with the FJA-1P to the Bureau of Human Resources.

4. The Bureau of Human Resources will forward the FJA-1P approval and the PER 51 to the Budget Office to be matched with the Financial Order for that position.

5. Once the project position is approved and cleared for filling, the employing department may fill the project position on a direct-hire basis (the employee hired must meet the minimum qualifications for the position classification used).

6. The State Civil Service Rules (Chapter 5, Section 3A6) provide the authority to compensate employees in project positions above the maximum step of the established Salary Grade. However, all appointments to a project position above Step 01 must be requested and approved in advance by the Director, Bureau of Human Resources. This compensation rule is intended to help offset the non-status nature of project appointments and their ineligibility for benefits such as vacation, sick leave and holiday pay. Note: Project employees must be members of the Maine State Retirement System, are eligible for the State's health and dental insurance, and are covered by the workers' compensation law.