UTemp orientation: Assignment, attendance, and pay
Table of Contents
Temporary job assignments fill vacancies for sudden absences, planned leaves and vacations, as well as needs-based opportunities during peak workload periods and pending recruitments. Duration of job assignments can range in length from half a day to a week, a month, or several months. Length of assignments are determined according to the needs of the requesting departments; therefore, end dates are subject to change at any time. However, there is no guarantee of placement in a temporary position.
To ensure you will continue to be considered for temp opportunities, we ask that you check in with us periodically to let us know you are still available and interested in working as a temp employee. It is appropriate to contact us every few weeks, or as your availability changes.
If your interests lie in obtaining regular or “permanent” employment at the UW, you must search for and apply to requisitions online and follow the specific application process. As an active UTemp temporary employee, you are able to apply to requisitions that are open to UW employees only. For more information, visit UW Jobs to start your job search. If you have questions about the application process, visit FAQs or contact us.
Temporary employment limit
Temporary employees are limited to working no more than 950 hours during the 12-month period that begins with the employee’s original UW temporary employment date. Once this Original Temp Employment Date (OTED) is established, it does not change even if a person leaves UW employment and later returns to accept another temporary appointment with the same or a different department.
All hours worked in multiple and/or consecutive appointments at the UW are combined and counted toward the 950-hour limit, regardless of whether the job is through UTemp Staffing, another UW department, or an outside agency. Overtime hours worked are not included in calculating time worked toward the 950-hour limit. A temp employee’s hours accumulation starts over upon reaching the anniversary of his/her temporary employment date.
When a temporary employed by UTemp Staffing has worked approximately 700 hours, our office calculates an estimated “last work day” based on the number of hours remaining. We send a letter to both the employee and the on-site supervisor notifying them of the last day the employee is eligible to work. This allows approximately two and a half weeks’ advance notice before the ending of the assignment. Temporary employees who reach their maximum 950 hours eligibility will become eligible for reassignment after reaching their temp employment anniversary date.
As a University of Washington temporary employee, if you meet certain requirements, you may become eligible for employer-provided health and welfare benefits (such as retirement, medical/dental insurance, etc.).
If you become eligible while working on a temporary assignment, you will be notified by the UW Benefits Office or a member of our UTemp staff. Once notified, it is your responsibility to contact the Benefits Office and complete the required paperwork. View more information about benefits eligibility.
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. Visit the Temporary Employees in Bargaining Units webpage for more information. A full list of union contracts may be viewed on the Labor Relations webpage.
Time and pay
Temporary employees do not receive holiday pay. Temporary employees are paid at their regular rate for work performed on University recognized holidays. Authorized overtime is paid at the rate of time-and-a-half for work in excess of 40 hours per week (Sunday through Saturday). All overtime must be pre-approved and scheduled by the supervisor on the job.
After our payroll coordinator has set you up to use the UW Online Timesheet, you may log into ESS and begin entering your hours worked. We encourage you to enter hours daily and save, rather than waiting until the deadline for submission to add all of the hours you worked. Whichever way you choose, you must complete and submit your timesheet at the end of each pay period (the 15th and last day of the month) in order to be paid appropriately.
Entering time on UW online timesheet
- Log into the Timesheet section of Employee Self Service (ESS).
- Click the Timesheet link.
- There is one timesheet per job. Look at the top of the timesheet for tabs to additional timesheets if you hold more than one hourly appointment.
- Enter the hours worked for the pay period on the correct timesheet.
- Submit your UW Timesheet by the established due date.
- Include any notes that you wish to show your department using the Add A Note feature.
- Once notes are added and saved they become a permanent record of the timesheet.
- The UTemp payroll coordinator does not see notes on timesheets unless you call or email that notes have been entered.
- Both you and your timesheet approver have the ability to add notes to your timesheet.
- After you submit your timesheet, your approver will review your entries. If approved, your timesheet will be available to our payroll coordinator for payment. If your approver rejects your timesheet, you will need to correct and resubmit your timesheet.
- After you submit your timesheet for the pay period that is ending, you will be able to access the timesheet for the next pay period, provided your temp assignment extends into the next pay period.
UW online timesheet help
- Help for the UW Online Timesheet application is available wherever you see a blue “?” or an underlined link.
- You may also send an email to firstname.lastname@example.org.
- Error Messages: Error messages must be corrected before you can submit your timesheet. (e.g., entering more than 24 hours worked in a day.)
- Warning Messages: Green warning messages on your timesheet will not stop you from submitting your timesheet. They are a reminder to recheck an entry that is out of the ordinary. (e.g., entering hours worked on a UW holiday.)
- Tutorials are available for employees. Visit Payroll’s UW Timesheet webpage for more information, or contact UTemp.
Note: It is the responsibility of the employee to make sure timesheets are submitted on time. Rejected/Open timesheets will not be paid until submitted. Once submitted, they will be processed within the pay period they are submitted. Late timesheet submissions will not be processed until the following pay period.
Temporary employees are paid on an hourly basis. We offer competitive pay that varies depending on the nature of the work being performed. Paycheck deductions are made for Social Security, Medical Aid (workers compensation insurance) and federal income tax. Depending on enrollment, other deductions may be made for benefits, retirement, and/or union representation.
Paychecks are distributed on the 25th for days worked the 1st through the 15th of the month, and on the 10th for days worked the 16th through the end of the month. If the 10th or 25th falls on a weekend or holiday, the pay day is on the nearest business day. Visit the Payroll Webpage for Employees to find dates for Paydays and Holidays. We are unable to provide advance or emergency checks under any circumstances.
How do I get my paycheck?
The University encourages all employees to have direct deposit. You can sign up for direct deposit on the ESS website, under the Earnings tab, or print and fill out the paper form. For additional information about direct deposit, view Payroll’s webpage about Direct Deposit.
It can take one pay cycle for your direct deposit to take effect. In the meantime, here are your options for picking up your paycheck:
- Pick up your check from our office. Checks are available after 11:00 a.m. on pay days.
- You may have someone else pick up your paycheck. You will need to provide us with the name of the person ahead of time, in writing or by faxing a signed note to 206-685-0636. That person needs to bring photo identification showing proof that they are the person you have designated to pick up your check.
We can mail your paycheck if you provide us with a self-addressed, stamped envelope. Your paycheck will be mailed on pay day. Please be aware that there is a time delay and checks are usually received within two business days. Checks cannot be sent through campus mail.
Reporting to work
When you are placed on an assignment, you will be given a contact person to whom you are to report. Most likely this person will be your on-site supervisor. Your on-site supervisor will orient you to the department, designate break and lunch times, pre-authorize any overtime, verify your work hours by approving your timesheet, and authorize any absences.
Attendance and punctuality
Importance of punctuality
The department you are assigned to expects you to be prompt and adhere to your assigned work schedule. If there is an emergency, you are unable to report to work on time, or you are need to stay home due to illness, contact your supervisor as early as possible to let him/her know.
If you are unable to reach your supervisor, contact us. If you are calling us before office hours, leave a brief voicemail explaining who you are and why you are unable to make it in to work. Someone from our office will attempt to follow up with your supervisor on your behalf.
In the event of snow, adverse weather, or other emergency conditions, call the UW’s information line or alert services for up-to-the-minute information about the operations of the UW campuses:
- 206-UWS-INFO (206-897-4636) and toll-free 1-866-897-4636
- UW Alert is available to current UW faculty, staff, and students at www.uwalert.org
Please note: cancellation of classes does not always mean that the University and clinics are closed. Make sure to talk with your supervisor regarding whether or not your temp services will be needed in the event of inclement weather or suspended operations.
Dress requirements at the UW vary, with some departments expecting highly professional attire and other departments allowing relatively casual clothing. Unless otherwise instructed by your staffing specialist in the appointment notification email, temporary employees are expected to wear business casual attire on their first day of work; thereafter, dress should conform to departmental standards.
UTemp asks all departmental supervisors to complete an evaluation of each temporary employee’s performance at the end of each assignment. This information is considered when making future work assignments and may be used in consideration of regular, full time employment opportunities. Unprofessional conduct may adversely affect future assignments or result in dismissal.
Workplace health and safety
The University of Washington is committed to the health and welfare of all individuals associated with the institution. The University Health and Safety Policy begins, “The University of Washington shall create, maintain, and enhance a safe and healthful environment for all individuals associated with the institution, including students, faculty, staff employees, hospital patients, and visitors.” The complete policy may be found under Executive Order No. 55 on UW’s Policy Directory.
Who is responsible for health and safety at the UW?
All employees are responsible for following health and safety rules. Supervisors and faculty are also responsible for the health and safety of those they supervise. This responsibility cannot be transferred or delegated.
Organizational and campus-wide Health and Safety Committees play an important role.
The Department of Environmental Health and Safety (EH&S) provides consultation and services.
The ultimate responsibility for health and safety in the operating unit rests with the Dean, Director, Chair, or Manager.
How do you protect yourself from hazards and maintain a safe worksite?
- Follow safe work practices and know about the hazardous materials you work with.
- Know your emergency plan and two ways out of your work area.
- Follow your department’s policies and procedures.
- Be aware of safety signs.
- Call 911 to report police, fire or medical emergencies.
- Report unsafe conditions to your supervisor and correct unsafe conditions when possible.
- During an alarm, everyone leaves, following the unit’s evacuation plan! Treat each alarm as the real thing, because it could save your life.
- Follow your building/department emergency plan. If you are not familiar with the plan, ask your supervisor.
- Persons with disabilities need their own evacuation plan. For more information, go to the Emergency Evacuation for Persons with Disabilities page.
- To summon police, fire, or medical help, dial 911 or pull the fire alarm.
What to do if you have a work related injury or illness
- Report the incident to your supervisor right away, and contact UTemp Staffing at your earliest opportunity. Seek medical attention if needed.
- Employees who are injured at work or who believe that their illness is related to their job should file a Labor & Industries claim through their treating physician.
- As soon as possible, but within 24 hours, complete an accident/incident report form through the Online Accident Reporting System (OARS). Note: A report should be submitted through OARS even if there were no injuries sustained. Report near misses, so that recommendations may be made for correction before an injury occurs. For more information, visit UW Environmental Health & Safety.
My assignment is over… now what?
Call us three days prior to your assignment end date and let us know if you would like to be considered for another assignment. A staffing specialist will call you if or when other opportunities are available that are a match to your job skills and experience.
What if I can’t complete my assignment?
It is very important that you keep your commitment to work the duration of your assignment. However, if you must end an assignment, we’d prefer that you give us as much notice as possible, but require a minimum of three days notice. You should give notice to your supervisor and your staffing specialist.
Don’t forget to submit your final timesheet! If your assignment ends prior to the end of the pay period, you do not need to wait until the end of the pay period to submit your timesheet. It is preferred that you submit your timesheet on your last day worked.