This resource describes the requirements for all UW temporary hourly appointments that use classified titles. Student hourly appointments and Compensation Office-approved professional staff temporary appointments follow separate practices.
Temporary hourly appointments may be used for limited duration project work, staffing shortages, workload peaks, and — in certain cases — ongoing work that is limited to fewer than 20 hours per week. Temporary hourly appointments may not substitute for the employment of regular staff when a unit has an ongoing need for a person to work half time or more, and are not used for an extended trial period before a regular appointment is developed.
The limits on the amount of time that a temporary employee can work are established by state law and University policy. Under University policy temporary hourly employees may work a maximum of 950 hours (excluding overtime) in the current 12-month period that begins with the employee's Original Temporary Employment Date (OTED) in a temporary hourly position, or the anniversary of that date. Once established, the OTED does not change regardless of other positions the employee may subsequently hold or breaks in University employment. If an employee's OTED was before October 1, 1989, then October 1 is used as the anniversary date.
All hours worked in multiple and/or consecutive appointments, or worked for the UW through UTemp Staffing or an outside agency are combined and counted toward the 950-hour limit. Overtime hours worked are not included in calculating time worked toward the 950-hour limit.
Some units establish a lower limit on the number of hours that a temporary employee may work. Managers and employees are responsible for knowing and complying with their unit policy.
An organization’s appointing authority (dean, vice president, etc.) may approve individual exceptions to the 950-hour limit on a case-by-case basis, but in no case may a temporary hourly employee be allowed to work more than 1050 hours in the current 12-month period that begins with the employee's (OTED). There are no exceptions to the 1050-hour limit, which is set in the Washington Administrative Code.
Temporary hourly (“per diem”) Registered Nurse 2 and 3 employees at UW Medical Center and Harborview Medical Center, and certain classifications of employees who work on UW oceangoing research vessels are not subject to the 950- or 1050-hour limit, as approved by the Washington State Department of Personnel.
Temporary employees who meet eligibility criteria can participate in employer-provided medical, dental, life and long-term disability insurance plans, and in state retirement plans.
Preliminary notification of benefits eligibility is included in the Temporary Employment Notice. The UW Benefits Office sends to each newly appointed temporary hourly employee a determination of whether or not the employee is eligible to participate in PERS retirement plans and/or to receive employer-paid health, life, and accidental death and dismemberment insurance.
Temporary employees do not accrue paid leave. However, temporary employees may be eligible for unpaid time away from work because of a disability or serious health condition, to care for a family member with a serious health condition, or for military leave.
Your unit's Human Resources Consultant can assist with questions relating to temporary employee leave of absence.
All temporary hourly staff are subject to overtime payment requirements.
For detailed information about what positions are covered by a collective bargaining agreement, see Temporary Employees in Bargaining Units.
Human Resources coordinates all employment of temporary hourly employees unless otherwise authorized by the vice president for Human Resources. An employing unit may not place a temporary hourly employee on payroll, or start a temporary hourly employee working, without advanced HR approval.
If you are not familiar with the details of the hiring process, including the use of UWHIRES, see the Hiring Process Guide for:
All temporary hourly staff appointments are paid an hourly rate that falls within the salary range for the classified title that best fits the work (job class codes 2000-8999 in the University's compensation plan). Deviations from this practice require advance Human Resources approval from your employment specialist.
Human Resources must provide advance approval to use the “Temporary Staff Helper” job title. Use of this title is approved only when Human Resources determines that the work to be performed in a temporary appointment does not fit any classified non-union class specification (e.g., working as an usher; conducting specialized training; performing "consulting activities" where paying the individual as a consultant is not possible or desirable), or to employ a student attending another institution who will be doing the same work in the department as a UW student helper is doing. HR will confer with the hiring manager to establish an appropriate pay rate. The Temporary Staff Helper title cannot be used to pay an hourly rate that is less than what the employee would be paid if a classified non-union title were used.
State civil service rules require that newly appointed temporary hourly employees in classified job titles receive written information about their benefits eligibility and terms of their employment at the time of appointment. This requirement only applies to appointments in job codes 2000-8999, and in job code 1863 (Temporary Staff Helper). It does not apply to employees in other types of limited duration appointments like fixed-duration classified appointments, professional staff temporary, or limited-duration appointments, or to the following job titles:
The UW provides this information via the Temporary Employment Notice email sent to the employee. HR employment staff are responsible for ensuring that necessary individuals in the employing department (e.g., hiring managers) receive copies of the notice.
If an employee does not have an email address, the hiring manager is expected to provide the employee with a copy of the notice.
Hiring managers should review the information contained in the Temporary Employment Notice with new employees as part of their departmental orientation.
Temporary hourly appointments and appointment extensions are limited to a maximum of 12 months. If you need to continue a temporary hourly appointment beyond the current appointment end date, and the temporary hourly employee is eligible to continue working in the appointment, you may extend the appointment for a maximum of 12 months at a time.
Under certain conditions, and to ensure compliance with civil service rules, an employing department may be required to submit a new employment requisition rather than extend an existing temporary hourly appointment. These conditions are when:
There are two steps to extending a temporary hourly appointment end date:
Managers are responsible for monitoring all hours worked by temporary hourly employees in classified job titles that are hired directly, and for ensuring the the employee does not work in excess of the 950-hour limit. If a temporary hourly employee was placed in the unit by UTemp Staffing, then UTemp Staffing will monitor the hours worked.
Use the Temporary Employment Monitoring tool to monitor hours worked by employees in your department. Search by employee name, EID, or UW NetID to find total annual hours worked to date by temporary hourly employees subject to the 950-hour (1050 with authorization) limit in your organization.
The Temporary Employment Monitoring Tools send email notifications to designated reviewers and administrators at critical hour time limits and allows you to check the total annual hours worked through the last pay period by temporary hourly employees subject to the 1050 limit on temporary hourly employment in your organization.
Other features of the tools include:
Responsibility for the temporary hourly employment monitoring process varies from organization to organization based on their size and level of decentralization. In order to provide flexibility, the Temporary Hourly Employment Monitoring Tools use ASTRA to allow each organization to set spans of control based on org code and assign roles.
ASTRA DELEGATORS: Delegators must first set up Authorizers in ASTRA; Authorizers will then be able to set up Users of the new Temporary Hourly Employment Monitoring Tools.
ASTRA AUTHORIZERS: Authorizers should consider where temporary hourly employees typically work within their organization when assigning roles: Reviewer, Administrator, and Watcher. We recommend establishing spans of control and assigning roles so that all parts of your organization that might hire temporary hourly employees are covered. At a minimum, a Reviewer role must be assigned to each span of control where a temporary hourly employee is currently working. Assigning additional roles per span of control is encouraged as it provides back-up coverage. There is no limit to the number of people an organization can set up in these roles.
|ASTRA ROLE & ACTION||TEMPORARY EMPLOYMENT MONITORING TOOL||EMAIL NOTIFICATIONS|
|Enter approval to work beyond 950 hours||Check hours worked & view reports||Receive email notifications at all hours thresholds||Receive 950+ without authorization email|
While each organization may assign any position type to these roles, a sample scenario of roles is outlined below:
If you are set up as a Reviewer or Administrator in ASTRA, you will receive automatic email notifications each pay period when a temporary hourly employee in your span of control has reached a critical hour threshold. The number of notifications you receive depend on your span of control and which User role you have been assigned by your organization’s ASTRA Authorizer:
|Role||Critical Hour Threshold||Email Description||Suggested Action(s) to Take Included in the Email Notification|
|Reviewer||500||One or more temporary hourly employees within your span of control have reached the 500 hour threshold.||Visit the Temporary Hourly Employee Monitoring tool to view which employees have worked at least 500 hours.|
|Reviewer||750 - 949||One email per pay period per temporary hourly employee within your span of control who has worked between 750-949 hours. Employee details are included.||
|Reviewer||950+||One email per pay period per temporary hourly employee within your span of control who has worked over 950 hours. Employee details and indication of whether your organization’s appointing authority has authorized work to exceed 950 hours are included.||
|Administrator||950+ without authorization||One email per pay period per temporary hourly employee within your span of control who has worked over 950 hours without authorization from your organization’s appointing authority. Employee details are included.||