HR Operations

Direct hire temporary

A direct hire temporary hourly appointment is used to fill a temporary, hourly appointment with a classified job title. These temporary hourly appointments are subject to the hour limits and requirements of the University’s temporary employment program. Temporary hourly employees may be included in a bargaining unit agreement and subject to that agreement.

Create the requisition in UWHIRES by completing the following fields.

  • Payroll title — select the classified payroll title that most closely matches the work the candidate will perform. If you do not know what payroll title to use, contact your employment specialist.
  • Location — select the location where the individual will work.
  • Employment program — select “Temporary/Hourly” for most classified, hourly positions or “Per Diem” for RN 2 or 3 positions at Harborview Medical Center or UW Medical Center. Exceptions: Use “Nursing Hourly” for nursing technicians (job codes 1835 and 0884) and “Student Temp Hourly” for student assistants (job codes 0875 and 1836).
    • Selecting “Temporary/Hourly” or “Per Diem” opens the “Temporary Employment” tab on the requisition with three position-related questions you must answer.
      • Your answers to these questions are used to populate the Temporary Employment Notice and determine benefits eligibility. The temporary hourly employee appointed to the position will receive the Temporary Employment Notice by email. A copy of the Temporary Employment Notice will also be emailed to you.
      • If you have a candidate identified for the position, provide the candidate’s name and indicate if they are a current or former UW employee. This information will be used by your employment specialist once the requisition is approved.
  • Proposed salary — enter the hourly amount you would like to pay.
  • Position description — provide a complete description of the duties and responsibilities to be performed by the appointed individual.
  • Requirements — describe the skills necessary to perform the essential functions of the job, including the minimum qualifications for the classification being used for the position.
  • Notes — use the “Notes” field to specify the reason for creating the temporary hourly appointment. If a candidate has not been identified, indicate this is an open recruitment temporary position and provide posting details (e.g., how long it needs to be posted and other specific instructions). If a candidate has been identified, include the candidate’s contact information (phone number and/or email address).
  • Requisition approvers — verify that all necessary approvers are listed and any unnecessary approvers are removed. Approvers may be pre-set in UWHIRES by your employment specialist per your request.
  • Shift — select all shifts the position will work.
  • Less than 12 Months — specify the estimated start and end dates of the appointment. Temporary hourly appointments can be made for a maximum of 12 months at a time.
  • % FTE — enter the FTE percent in whole numbers only. Do not use the % symbol.

Once all fields are completed, click “Save” at the bottom of the page. This will create your requisition number and allow you to review the requisition in DRAFT status.

Candidate information

If a candidate has been identified, request that the candidate create a candidate profile in UWHIRES if they do not already have one. Your employment specialist will conduct a resume review to ensure the candidate meets the position’s minimum requirements.

If your candidate is a current or previous UW temporary hourly employee, use the Temporary Hourly Employee Hours Lookup Tool. The tool will allow you to determine if the candidate has enough hours to complete the potential temporary hourly assignment. This tool provides the total number of temporary hours worked (exclusive of overtime) in the current 12-month period measured from the employee’s original date of temporary employment or the anniversary of that date. You can also access the Temporary Hourly Employee Hours Lookup Tool from “My HR Tools – Temporary Employment” at the top of your UWHIRES Manager Workbench.

Criminal background checks

Some UW positions are considered security/safety sensitive. The successful candidate for such a position must have a criminal conviction history check conducted after a conditional offer of employment has been made and accepted. See Criminal Background Check for details.

If your position is “security/safety sensitive,” discuss the background check requirements with your employment specialist.

Once your requisition has been entered into UWHIRES, it then needs approval from the appropriate people in your department and Human Resources. The approval process begins in UWHIRES.

To get your requisition approved:

  • Initiate the approval process by opening the requisition in UWHIRES and clicking “Edit Requisition.”
  • In the “Job Status” field, choose “Pending Approval” from the drop down menu.
  • Click “Save.”

The first person on your approver list is notified of the request for approval via email. Once the first approver has completed their approval, an email will be sent to the second approver. This will continue until all approvers have approved the requisition.

Your employment specialist is automatically the final approver on all requisitions.

If you are a hiring manager outside of UW Medicine, your employment specialist will send a New Hire Confirmation/OPUS Approval email to you when the temporary hourly appointment is reviewed and approved. You will also receive an email copy of the Temporary Employment Notice sent to the employee.

Complete the temporary hourly direct hire by following the steps below:

  • Enter the new employee into OPUS, copying the HR temporary hire confirmation into the Notes section of the appointment.
  • Collect the required completed paperwork ( I-9, W-4, AA Data Form, Direct Deposit).
  • If an employee does not have an email address, the hiring manager is expected to provide the employee with a copy of the Temporary Employment Notice.
  • Hiring managers should review the information contained in the Temporary Employment Notice with the new employee as part of their departmental orientation.

It is important that you enter a new employee into the payroll system as soon as possible as it triggers the Benefits Office to send the new employee information on their benefits eligibility. Not having the employee entered into payroll in the pay cycle in which they were hired causes a delay in alerting the employee to time-sensitive information about their benefits eligibility.

Resources

Some temporary positions are benefits-eligible. Learn more.

View the Checklist - Direct Hire Temporary Employee (MS Word)

After the offer is accepted, you will need to complete UWHIRES requisition close-out activities to ensure candidate applicant flow information has been documented. Human Resources will take care of the rest.

Update the hire

You must first track your new hire in UWHIRES:

  1. Log into UWHIRES.
  2. In the Requisition view, scroll down to the “Candidates” tab.
  3. Click on the “Add Activity” link for the candidate who as accepted the offer. This will open the “Add Activity” screen.
  4. Select “Hired/Accepted” from the “Activity Type” drop down.
  5. Click “Save.” The “Candidate New Hire” screen will appear.
  6. Enter the following information:
    • Hire date — date offer was accepted
    • Start date — date new employee will start
    • End date — anticipated appointment end date
    • Salary amount — defaults to the amount from the “Offer Approval” page
    • Starting salary: “Pay Table-Range or Grade” auto-fills based on the job code
    • For classified positions, enter the correct Salary Step in the range that was offered to and accepted by the candidate. If entered in “Offer Details,” this defaults from there.
    • Your Human Resources employment specialist will complete the remaining fields.

Next, Human Resources will perform the following post-hire activities for you:

  • Send new hire confirmation letter.
  • Send the Temporary Employment Notice to the employee and copy to hiring manager.
  • OPUS payroll entry.
  • Complete background checks.
  • Medical Center orientation registration (includes Husky Card and photo identification name badge for new employee).
  • Patient Care Services orientation (scheduling as job applicable).
  • Ambulatory Care Services orientation (scheduling as job applicable).
  • Collect completed payroll paperwork.

Then, hiring managers at UWMC and Harborview are responsible for completing the following post-hire activities:

  • Departmental orientation: Providing your new employee with a tour of the department, making introductions, discussing departmental emergency procedures, performance expectations, annual and sick leave request and use, etc.
  • Setting up computer logins (after receiving the Employee ID).
  • If new employee is a current UW employee, obtaining payroll records by contacting the payroll coordinator from the new employee’s previous department.
  • Collecting new employee’s orientation completion confirmation.
  • If an employee does not have an email address, the hiring manager is expected to provide the employee with a copy of the Temporary Employment Notice.
  • Hiring managers should review the information contained in the Temporary Employment Notice with the new employee as part of their departmental orientation.
Benefits

Some temporary positions are benefits eligible. Learn more.