Affiliate Resource Guide: Defining Types and Benefits
This affiliate resource guide covers the definition of affiliates, their role at UNC-Chapel Hill, key differences between affiliates and employees, and the process for requesting an affiliate status. Learn about the various affiliate types and their contributions to the university's mission of teaching, research, and public service. Understand the eligibility criteria and benefits associated with affiliate status.
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Employment & Staffing Affiliate Resource Guide Revised March 23, 2021
AFFILIATE RESOURCE GUIDE Table of Contents Affiliate Access Section 04 Defining an Affiliate Section 01 Affiliate vs. Employee Section 02 Helpful Resources Section 05 Requesting an Affiliate Section 03 University Contacts Section 06 2
AFFILIATE RESOURCE GUIDE 01 Defining an Affiliate 3
Whats an Affiliate? Any person who requires University resources to work in conjunction with UNC-Chapel Hill. Not paid through UNC-Chapel Hill payroll. Does not attend the University. Approved and sponsored by a UNC-Chapel Hill school/division. diam. 4
Affiliate Types Commonly unpaid volunteers, interns or visiting scholars, research collaborators or contractors that are engaged with UNC-Chapel Hill in support of the University s mission of teaching, research, and public service. The University recognizes over 20 affiliate types. UNC-Chapel Hill Retirees and Emeritus Faculty are eligible to receive an affiliate status upon separation from a paid University position. 5 diam.
AFFILIATE RESOURCE GUIDE 02 Affiliate vs. Employee 3
Key Differences for Awareness Affiliate UNC-Chapel Hill Employee Any person who requires University resources to work in conjunction with UNC-Chapel Hill. Currently in a permanent, temporary or time-limited position at the University and is paid through UNC- Chapel Hill payroll. Not paid through UNC-Chapel Hill payroll and is typically not attending UNC-Chapel Hill. Includes faculty, staff, post-doctoral scholars, student assistants and direct-hire temporary employees. Must have a UNC-Chapel Hill sponsor. Access to a variety of benefit plans that promote health and wellness, in addition to financial resources for retirement dependent upon eligibility. diam. in addition to paid University holidays dependent upon eligibility. Commonly Unpaid Volunteers, Interns or Visiting Scholars, Research Collaborators or Contractors. Receives vacation, sick and community service leave, 7
AFFILIATE RESOURCE GUIDE 03 Requesting an Affiliate 3
Affiliate Approval Prior to engaging in University related activities, Affiliates must receive advanced approval from a sponsoring UNC-Chapel Hill school/division. All Unpaid Volunteers, Interns, and Visiting Scholars must be approved by the Office of Human Resources (OHR). In addition, Retirees and Emeritus Faculty must be approved by OHR Benefits Services. Independent Contractor request should be submitted to Finance and Operations Accounts Payable prior to local approval. Request for all other Affiliate types should be routed through the Affiliate Request System or Affiliate ePAR dependent upon requirements. 9 diam.
Affiliate Forms and Actions Unpaid Volunteers, Interns, and Visiting Scholars require the following: Unpaid Volunteer, Intern, and Visiting Scholar Request Form. Release of Liability for Unpaid Volunteers and Interns. Complete and clear background check if applicable dependent upon Affiliate activities. Note: Please refer to limited exclusions under the Unpaid Volunteer, Intern and Visiting Scholar Policy for additional information. 10
Affiliate Forms and Actions Independent Contractors require the following: Employee/Independent Contractor Determination Checklist (EICDC) Complete and Clear Background Check Individual s IRS W-9 Form If the total payment in a 12-month period exceeds $10,000, the following additional forms are required: Independent Contractor Services Agreement Statement of Work Waiver of Competition Sole Source Letter of Justification 11
Affiliate Forms and Actions For all other Affiliate type requirements: Please contact your local school/division HR Representative for required forms and actions. You many also contact the PID Office for questions regarding the affiliate request process and required actions. For questions regarding requirements and actions for Retirees and Emeritus Faculty, please contact OHR Benefits Services (benefits@unc.edu). 12
AFFILIATE RESOURCE GUIDE 04 Affiliate Access 3
Customary Affiliate Access University Affiliates receive the following access: Onyen (Only Name You ll Ever Need) PID (Personal Identification Number) Library Access University Email address Note: Library access is not extended to Volunteers. In addition, Environment, Health and Safety (EHS) associates receive a PID only. 14
Customary Affiliate Access Approved Affiliates are eligible to receive a UNC OneCard. To obtain a University OneCard, Affiliates must visit the UNC OneCard Office and should bring the following: PID Number Valid driver s license, passport, State ID or military ID Cash, debit or credit card for payment of the required OneCard fee of $10. Note: If a sponsoring school/division would like to pay the required OneCard fee, a representative should contact the UNC OneCard at (919) 962-8024. 15
AFFILIATE RESOURCE GUIDE 05 Helpful Resources 3
Helpful Policy Links For additional information regarding related Affiliate policies, please refer to the following: UNC Global Operations Unpaid Volunteers, Interns and Visiting Scholars Policy Independent Contractor Policy Background Check Policy Protection of Minors on Campus Policy High School Students and Minors in Laboratories Policy 17
Helpful Form Links For related Affiliate forms, please refer to the following: Affiliate Request Form Affiliate Request System Independent Contractor Checklist Release of Liability for Unpaid Visiting Scholars Release of Liability for Unpaid Volunteers and Interns Unpaid Volunteer, Intern and Visiting Scholar Request Form EHS High School Student Consent Form 18
AFFILIATE RESOURCE GUIDE 05 Affiliate Contacts 3
University Affiliate Contacts For assistance regarding Affiliates, please contact the following: All Affiliate Types UNC PID Office pid@unc.edu Unpaid Volunteers, Interns and Visiting Scholars Assigned Talent Acquisition Partner (OHR) employment@unc.edu Independent Contractors UNC Accounts Payable ic_review@unc.edu 20
University Affiliate Contacts For assistance regarding Affiliates, please contact the following: High School Students and Minors in Labs UNC Environment, Health and Safety https://ehs.unc.edu/about/staff/ Protection of Minors on Campus UNC Protection of Minors on Campus Office protectionofminors@unc.edu Affiliate Background Checks OHR Background Check Office backgroundcheck@unc.edu 21
