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UTemp Staffing

The UTemp Staffing Program, a unit of Human Resources, is a cost-effective option for your temporary staffing needs at the University of Washington. We recruit and identify qualified temporary employees, manage payroll functions, and complete all monitoring and administration requirements, such as employee relations and compliance.

We provide:

  • Responsive Service: We strive to contact you promptly—usually within four business hours—to confirm your request and clarify your staffing needs; and, we are here to assist you through the duration of the temp employee's placement in your department.
  • Quick and Easy Access to Expanded Candidate Pool: If we don't have the right candidate readily available for placement, we have resources to find a candidate by contacting a staffing agency that does, from our list of UW-approved vendors, provided this is an option you agree to pursue.
  • Staffing Ease: We place qualified, professional temporary employees that fit your needs. Whether you need a temp for a few hours, days, or months, we aim to find you a great match.

Categories Covered

We have suitable candidates in a variety of areas:

  • Office support (reception, secretarial, program coordination)
  • General services (customer support, ushering, cashiering)
  • Healthcare office administration (patient service rep, medical records technician)
  • Professional and administrative (executive assistant, office manager)
  • Fiscal administration (payroll, accounts payable/receivable, medical/dental billing)
  • Data processing (data entry, transcription)
  • Information Systems (helpdesk, software development)
  • Hospitality and food service/catering
  • Student services (registration services, counselors, campus guides)
  • Research (lab support, grant coordination)
  • Skilled trades and maintenance (warehouse, drivers, custodians)

UTemp Billing Fee

Through our fee structure, we offer rates to the UW community based on the UTemp Staffing current operational requirements. Our service fee is a 29% mark-up over the temporary employee's pay rate and is inclusive of the payroll load rate (Worker's and Unemployment Compensation, Social Security, Medicare, Health and Retirement Plans, etc.).

This fee helps to cover administrative costs of providing the following services:

  • Confirming and clarifying your order within four business hours of receipt
  • Referring qualified candidates who have successfully completed our pre-screening processes which includes in-depth, behavior-style interviewing and skills assessment, reference checking and background checks (WATCH, OIG, EPLS and A-check) and assessing employment eligibility (review of prior UW employment history, I-9 requirements, etc.)
  • Various compliance, including but not limited to 950 hours monitoring, verifying employee pay is commensurate with qualifications and experience, and performance management and employee relations
  • Processing of timesheets and paychecks to employees
  • Easy, direct billing to budget(s) you elect

Example: If UTemp places an office assistant a pay rate of $14.00/hr, the total cost to the department will be $18.06/hr (which is 29% over the pay rate).

Agency Billing Fee

There may be times when you have a need that we can't meet. Over the years, we have established positive working-relationships with external staffing agencies that have current, approved contracts with the UW. Access to this expanded pool of candidates allows us to quickly fill positions with short turnaround times. Agency bill rates vary depending on the agency selected. We charge a 22% fee over the staffing agency's billing rate to cover our costs for:

  • Confirming and clarifying your order within four business hours of receipt
  • Referring qualified candidates provided by agencies
  • Verification that reference and background checks have been conducted
  • The same compliance listed under UTemp Billing Fee
  • Processing vendor invoices and timesheets
  • Easy, direct billing to budget(s) you elect

Temporary employees may apply for and be hired into permanent positions. When a temporary employee is offered and accepts a permanent position, the University does not pay any recruitment fees, penalties, or other charges to any vendor, per agreement with approved agencies.

Example: If UTemp places an agency employee in an office assistant position at a pay rate of $14.00/hr, the total cost to the department will be $14.00/hr plus the bill rate percentage of the staffing agency plus 22%. Say the staffing agency's bill rate is 40%, the above example would calculate as follows: $14.00/hr plus 40% equals $19.60/hr plus 22% equals a total cost to the department of $23.91/hr.

Cancellation Fee

We assess a $75 fee if you cancel a job order after we have referred a suitable candidate for placement (unless canceling due to budgetary concerns, along with decision to not fill the staffing need temporarily).

Minimum Fee to Convert Employee to a Direct Hire Hourly

To recover our administrative costs, we expect a temporary employee to remain on the UTemp Staffing payroll for two pay periods. If you directly hire a temporary employee placed in your department by UTemp Staffing before two pay periods have passed, then you will be charged a fee equal to the mark-up percentage prorated for the time short of two full pay periods.

Example: A department directly hires an office assistant placed by UTemp Staffing after one pay period. The office assistant earns $13.00/hr and works four hours a day. The total daily cost to the department is $15.08 ($13/hr + 29% mark-up = $3.77/hr x 4 hrs/day = $15.08). UTemp will charge the department $15.08 each day for the remaining work days in the following pay period.

You can inquire about an extending a temp employee at any time by emailing the following information to utemp@uw.edu:

  • Employee Name
  • Job # (if known)
  • Previous End Date (if known)
  • New requested End Date

UTemp will review the employee's temp hours to confirm whether the employee has enough remaining hours to work through the new requested timeframe and reply back to you.

Please do not attempt to use the Temporary Hourly Appointment Extension Request Tool through My HR Tools. UTemp Staffing takes care of this for temp employees hired through our program.

Under special circumstances, you may request an extension of a temporary who has reached his/her 950 hours limit, up to a maximum of 1030 hours.

Email your extension request to utemp@uw.edu. Your request will be reviewed by UTemp Staffing's delegated appointing authority, who is the only one who may grant exceptions for UTemp employees to work beyond 950 hours. An employee must not work beyond 950 hours without prior approval from UTemp's delegated appointing authority. To help expedite your request, please include the following in your email:

  1. The reason your department is requesting the extension. Why hiring a replacement temp is not feasible. For example: Has the person acquired special skills or training needed to complete an important project? Does the employee possess the necessary flexibility for an unusual shift, schedule, etc.? Do you need the added time to ensure the employee has time to pass on training and knowledge to someone else?
  2. What your department is planning for this staffing need once the temp employee has exhausted his/her hours. For example: Will your department be redistributing the work among current staff? Will a new staff person be hired and/or trained by then? Will the project be completed by then?

It generally takes one to three days for a response, but we ask that you submit a request as soon as a need for extension is identified. Submitting a request before it's needed will prevent the employee from having to stop work while waiting for an extension beyond 950.

Employee Pay

All our temporary hourly employees are paid on an hourly basis and are subject to overtime payment requirements. The pay rate of the employee will be discussed between you and your Staffing Specialist when you initially submit a request for staffing support.

Temporary employees do not receive holiday pay. If a temporary employee is asked by his/her supervisor to work on a University recognized holiday, he/she will be paid his/her regular rate for work performed, provided it isn't overtime.

Authorized overtime is paid at the rate of time-and-a-half for work performed in excess of 40 hours per week (Sunday through Saturday), not for hours worked in excess of 8 hours a day. We advise our temporary employees that all overtime must be pre-approved and scheduled by their supervisor(s).

Time Sheets

Approve a temporary employee's timesheet using the UW Timesheet System. If you would like additional training information, our office has customized timesheet tutorials available for both employees and approvers, upon request.

Employee Benefits

Temporary employees may become eligible for health and welfare benefits, such as retirement and medical/dental, depending on eligibility factors. Regardless of a temporary employee's benefits' eligibility, you pay the same UTemp billing fee. Given a UTemp employee is not employed directly by your department, you do not incur the benefit load rate… we do.

There are other benefits afforded to UTemp Staffing hourly employees, including but not limited to the following:

  • Eligibility to purchase an ORCA TEMP Pass, the temporary/hourly employee equivalent to the U-PASS
  • University Libraries resources, including checking out books, DVDs, etc.
  • Access to the Intramural Activities Center (IMA) for a fee

Union Representation

A temporary hourly employee may be represented by a union and covered by a collective bargaining agreement depending on the nature and location of the work assignment. If you have questions regarding this, please contact one of our Staffing Specialists or Labor Relations.

Request a Temporary Employee
UTemp Staffing is excited to announce the completion of UTempHires, which offers new tools for requesting temporary employees, completing evaluations, accessing billing history, and more! View your Department Dashboard by logging in with your UW NetID and password.

New to UTempHires? Start by reviewing our one-page guide before submitting your online request. We will contact you once we have received your request.

For more detailed information on the use of UTempHires, see the UTempHires User Guide.

Time Sheet Approvers
If you currently have a temp, please approve his/her time sheet using the UW Timesheet System.

Any questions? If so, please contact us directly at 206-543-3652 or utemp@uw.edu.