HR Operations

Professional staff temporary appointment

Recruitment and appointment

A Professional Staff Temporary Appointment (PSTA) may be made for assignments of limited duration (e.g., short-term project, coverage for a regular employee on leave of absence, assistance during peak work load periods, etc.). The Compensation Office must give advance approval for all temporary professional staff appointments and extensions in accordance with the provisions of the Professional Staff Program.

PSTA appointments must meet one of the professional staff exemption criteria and may be paid on an hourly or monthly basis depending on the appointment’s duration and the number of hours to be worked per week.

Monthly-paid PSTAs project appointments

PSTAs of six to nine months duration that consistently require 20 or more hours of work per week are paid monthly, are benefits-eligible, accrue leave according to Professional Staff Program provisions and are termed “Project Appointments.” Project appointments normally are limited to a maximum of nine months. Appointments likely to exceed nine months duration are treated as a regular professional staff appointments, and filled through the regular, open-competitive recruitment process.

The Compensation Office assigns monthly-paid project appointments to one of three job class codes depending on the applicable FLSA exemption criteria, and the professional staff program appointment level. The job class codes are: 9650 (overtime eligible), 1650 (overtime exempt), and 1655 (overtime exempt – grade 11 and above).

Hourly-paid PSTAs – Limited-term appointments

PSTAs of less than six months duration and/or appointments of less than 20 hours of work per week are hourly-paid, overtime eligible, and do not accrue paid leave. Employees in PSTAs do not receive employer-provided insurance coverage unless eligibility criteria are met. You can review information about insurance eligibility for temporary employees on the Benefits website. Hourly paid PSTA appointments must be assigned to job class code 1850.

Hourly paid limited-term professional staff appointments receive overtime pay at time and one half for all hours worked in excess of 40 in a workweek.

Appointments working less than 20 hours per week may be established for periods of up to one year, with extension for longer periods possible.

Salary

The Compensation Office determines appropriate minimum salary levels for professional staff temporary appointments based upon established market minimums for comparable work.

How to hire for a PSTA

These instructions apply to both when you have already identified an individual to perform the work and when you need to post and recruit to find a candidate to hire.

  1. Check with your department’s administration regarding internal processing, review and approval requirements.
  2. Review the professional staff exemption criteria to learn about the kind of work that qualifies a position to be placed in the professional staff program.
  3. Review the professional staff payroll titles to see payroll titles used for professional staff position, grouped by the applicable exemption.
  4. Draft a position description, including job skill requirements. You will copy this information into the appropriate fields in UWHIRES when you create your employment requisition.
    • Include the position’s duties and responsibilities organized from most to least important.
    • Include the education and experience requirements necessary to successfully perform the position’s duties. You may want to include desired qualifications, and information regarding conditions of employment.
  5. Determine whether the proposed PSTA should be monthly-paid project appointment, or an hourly paid limited-term appointment according to the criteria described above.
    • If you are not sure whether the position should be monthly or hourly-paid, or if you believe you have a situation that requires special consideration, use job code 0000 (titled “To Be Determined”) when you create your requisition in UWHIRES (below) and contact your employment specialist for assistance.
  6. Complete the Professional Staff Temporary Appointments (PSTA) - Supplemental Questionnaire (MS Word) which you will later attach to your UWHIRES requisition. You will be required to add your UWHIRES Req ID Number to this questionnaire before attaching it to your UWHIRES requisition. A copy of the completed Supplemental PSTA Questionnaire also needs to be sent to the Benefits Office, Box 359556 via campus mail. Do not enter your PSTA into the UW Online Payroll Update System (OPUS) until you have final email approval from human resources with instructions to do so.
  7. Create the requisition in UWHIRES. If you need access to UWHIRES, contact your employment specialist. The required fields are displayed below:
Required Field Description
Payroll title For PSTA’s, use one of the following job codes as the search element:

  • 1850 — hourly paid limited term appointment
  • 9650 — monthly-paid project appointment, overtime eligible.
  • 1650 — monthly-paid project appointment, overtime exempt.
  • 1655 — monthly-paid project appointment, overtime exempt grade 11 and above.
Working title Type in the position title that best describes the work the employee will be doing.
Job location Select the location where the individual will work.
Employment program Select “Professional Staff Temp Appointment.”
Full or part time Select “full time” or “part time.”
Proposed salary amt. For job code 1850 enter the salary amount in the format ##.##/hour (e.g. 15.57/hour).

For monthly-paid appointments use the format ####/month. Always use the full time rate for the position. You will enter the percent FTE elsewhere on the requisition.

Type of vacancy Enter “New.”
Hiring manager Name of person responsible for the hiring decision. Hiring manager defaults to the person logged onto UWHIRES.
Appointing department Department responsible for the appointment. (May be different than hiring manager’s department.)
Position description Provide a complete description of the duties and responsibilities to be performed by the appointed individual.
Requirements Describe the required skills necessary to perform the essential functions of the job.
Notes Enter the proposed candidate’s name as it will appear in the UW payroll system.
Requisition approvers Verify that all necessary approvers are listed and that any unnecessary approvers are removed. Approvers may be pre-set in UWHIRES by your Employment Specialist per your request.
Less than 12 Months Dates From __ to __ Enter the start and end dates in the format MM/DD/YYYY.
%FTE Required for job codes 9650, 1650, 1655.
Work schedule other Required for job code 1850.

Enter the information as ## hours worked/week, or as a range (e.g. 30-40 hours worked/week).

  • Designate your position as being security/safety sensitive, if it meets one of more of the University’s criteria. If you have questions about whether your position meets these criteria contact your employment specialist. After a contingent job offer has been extended for a security/safety sensitive position, the chosen candidate must undergo a post-job offer criminal background check.
  • 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.
  • Attach the Professional Staff Temporary Appointments (PSTA) - Supplemental Questionnaire (MS Word) from step 6 above, to the requisition by clicking “Add,” located in the “Attached Documents” section in the upper right side of your requisition.
  • Click “Browse” to locate the document to be attached. Give your document a title and click “Attach.”
  • Click “Close Window.” The requisition window will reload and the name of your document will appear.

Candidate information

If a candidate has been identified, request the candidate complete the online application profile in UWHIRES.

Be sure to enter the candidate’s name in the “Notes” section of the UWHIRES requisition. Include UW Employee ID if available.

Your employment specialist will attach the candidate as the final (or only) candidate to the requisition. The Compensation Office requires the completed candidate application profile.

If you do not have a candidate identified, list in the “Notes” section this is an open recruitment temporary position.

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.

Compensation’s Role

The Compensation Office will be added to the requisition by your employment specialist. The Compensation Office will evaluate the position to ensure it meets the professional staff exemption criteria. Compensation will contact the listed hiring manager with any questions.

To get your requisition approved:

  1. Initiate the approval process by opening the requisition in UWHIRES and clicking “Edit Requisition.”
  2. In the “Job Status” field, choose “Pending Approval” from the drop down menu.
  3. 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.

If you have already identified the individual who will perform the work proceed to Post Offer.

If you will need to recruit for this position then your employment specialist (ES) will be the final approver on the requisition. You will automatically receive an email letting you know if it has been approved and posted. The next step will be Review Resumes.

If you have questions about the status of your requisition, check your hiring manager workbench or call your employment specialist.

For requisitions where a recruitment was performed:

Your employment specialist will review resumes against all requirements, review qualified applicants for eligibility, and then place candidates on your hiring manager workbench in UWHIRES. The resumes are then available for you to review. Depending on employment program, your employment specialist will refer applications at various times. Consult with your employment specialist to discuss a timeline of candidate resume referrals.

  • If a job has a closing date, resumes will generally be available after the posted closing date.
  • For positions that are open until filled, resumes may be available as soon as they are submitted and reviewed.

To view the candidates’ resumes:

  1. Open the Manager Workbench and locate the requisition under the “Requisitions” tab.
  2. Click on the payroll title.
  3. Scroll down to the “Candidates” tab in the requisition. Click on the candidate’s name to display their candidate profile and resume.
  4. As you review each candidate indicate the disposition(s) that apply to the applicant’s most recent status change to track and document their status in the hiring process.
    • In the Requisition view, scroll down to the “Candidates” tab.
    • Select the appropriate disposition for each candidate from the “Activity Type” drop down menu.
  5. Select the candidates you wish to interview and update their status.

Once you have selected a qualified final candidate you will need to establish a proposed salary offer and obtain offer approval for the salary offer from your employment specialist.

Request approval to make offer

Follow these steps to request offer approval:

  1. Complete the Professional Staff Temporary Appointments (PSTA) - Supplemental Questionnaire (MS Word) which you will email to your employment specialist
  2. In the UWHIRES “Requisition View”, scroll down to the “Candidates” tab.
  3. Click on the “Add Activity” link for the candidate you wish to make an offer to. This will open the “Add Activity” window.
  4. Select “Request Approval for Offer” from the “Type” drop down box.
  5. Click “Save.” This will open a new “Offer Details” window.
  6. Complete this page by entering the appropriate information in each field.
  7. Upon clicking “Save,” your employment specialist will be notified of your request for salary review, followed by the other approvers on the list.
Make the offer

Once the salary has been approved by both your employment specialist and, where applicable, your department approvers, you can make the offer to the candidate. Contact your employment specialist if salary negotiation is needed.

For positions that are designated as security/safety sensitive, offers must be made contingent upon a successful background check. Notify your employment specialist of the status of your offer and of the start date if the offer is accepted.

Check references activity

Document that you have conducted a reference check on the candidate in UWHIRES by:

  1. Opening your requisition in UWHIRES, and scrolling down to the “Candidates” tab.
  2. Clicking on the “Add Activity” link for a candidate. This will open the “Add Activity” screen.
  3. Selecting “Reference Check” as the activity in the “Type” drop down field.

If you are a hiring manager with Upper Campus or Health Sciences, your employment specialist (ES) will send a new hire confirmation/OPUS approval email to you when the temporary/hourly appointment is reviewed and approved. This will include a review of the candidate’s qualifications and meeting the minimum requirements for the position. This email will contain the information required for OPUS entry of the new appointment.

Complete the appointment activity

Complete the professional staff temporary appointment by following the steps below:

  1. Enter new employee into OPUS, copying the HR temporary hire confirmation into the Notes section of the appointment.
  2. Save all recruitment materials according to the records retention schedule.
  3. Review your action items on the Checklist - New Hire (MS Word)
Update candidates not selected

If you filled this position via recruitment you will need to update candidates that were not selected.

This process is done electronically within UWHIRES so candidates can check their statuses themselves. Follow these steps to update candidates not selected:

  1. Log in to UWHIRES.
  2. In the Requisition view, scroll down to the “Candidates” tab.
  3. To update individual candidates:
    • Click on the “Add Activity” link next to the candidate’s name that you want to update. This will open the “Add Activity” screen.
    • Select the appropriate final disposition code from the “Activity Type” drop-down menu for the stage in which the candidate fell out of consideration. By adding this information, candidates can view their status for your position in their UW applicant profile. Candidates will only see “Not Selected,” regardless of what disposition code you choose.
  4. To update all candidates:
    • Select all candidates you wish to change status on by clicking the box to the left of their name.
    • At the top of the “Candidates” tab, select the appropriate disposition code from the drop-down menu for the stage in which the candidates fell out of consideration.
    • Click “Go.”

Note: On your hiring manager workbench, if you have filled requisitions on which candidates have not yet been dispositioned, you will see a tab indicating such. From this tab, you are able to go into a requisition and move candidates into their final disposition status.


Benefits 

Some temporary positions are benefits eligible. Learn more.


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 track your new hires 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 menu.
  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
    • 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
    • If this is a classified position, enter the correct Salary Step in the range that was offered and accepted by the candidate. If entered in “Offer Details,” this will default from there.
    • Your employment specialist will complete the remaining fields.

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

  • Send new hire confirmation letter.
  • 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, make introductions, discuss departmental emergency procedures, performance expectations, annual and sick leave request and use, etc.
  • Setting up computer logins (after receiving EID).
  • 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.
Update candidates not selected

This process is done electronically within UWHIRES so candidates can check their statuses themselves. Follow these steps to update candidates not selected:

  1. Log into UWHIRES.
  2. In the Requisition view, scroll down to the “Candidates” tab.
  3. To update individual candidates:
    • Click on the “Add Activity” link next to the candidate’s name that you want to update. This will open the “Add Activity” screen.
    • Select the appropriate final disposition code from the “Activity Type” drop-down menu for the stage in which the candidate fell out of consideration. By adding this information, candidates can view their status for your position in their UW applicant profile. Candidates will only see “Not Selected,” regardless of what disposition code you choose.
  4. To update all candidates:
    • Select all candidates you wish to change status on by clicking the box to the left of their name.
    • At the top of the “Candidates” tab, select the appropriate disposition code from the drop-down menu for the stage in which the candidates fell out of consideration.
    • Click “Go.”

Note: On your hiring manager workbench, if you have filled requisitions on which candidates have not yet been dispositioned, you will see a tab indicating such. From this tab, you are able to go into a requisition and move candidates into their final disposition status.


Benefits 

Some temporary positions are benefits eligible. Learn more.


Use this process to extend or change a previously approved professional staff temporary appointment – pay rate, duties, hours worked, etc.

  1. Download and complete the PSTA Request for Extension/Pay Change (MS Word) (form fields expand to accommodate the information entered).
    • Provide sufficient information to support your request.
    • Include the UWHIRES Requisition ID Number used to originally fill the position.
    • Mark the checkbox that confirms you have obtained the required approval from the Dean, Vice President, Medical Centers CEO, or their delegated designee. Retain local confirmation of the approval to extend the appointment.
  2. Send the completed extension request form to the Compensation Office – ocpsp@uw.edu – as an email attachment. The Compensation Office must receive the form electronically so that it can be attached it to the original UWHIRES requisition to document the extension. To ensure successful form transmission:
    • Save the form with a .doc file extension and do not include spaces in the file name.
    • Exit the saved form before attaching it to your email transmittal.

The Compensation Office will review your request and may request additional information if:

  • The terms of the appointment have changed since the original request
  • The employee has had additional University appointments since the original appointment was requested
  • The appointment is hourly paid but now qualifies for benefits
  • The appointment is monthly-paid and will extend past one year

The Compensation Office provides email approval notification within approximately three business days after form receipt. Your receipt of the email approval notification authorizes Online Payroll Update System (OPUS) entry.

Medical Centers payroll actions are processed centrally and the Compensation Office provides a copy of the approval notification to the appropriate Medical Centers HR Operations Unit for their entry into OPUS.

Why are monthly-paid project appointments limited to nine months?

When an appointment will last more than nine months the University does not consider it to be “temporary.” There are many research funded “regular” positions that last limited periods of time.

What should I do if we anticipate additional funding in the future but only have limited funding right now?

Create a professional staff temporary appointment. But if additional funding is awarded and the position will extend beyond nine months, you will need to conduct a recruitment to fill the regular appointment. The University is an equal opportunity employer and all qualifying applicants must receive equal consideration. Open your recruitment as soon as you know that you will have the funds to extend the appointment so that you can equally consider each available candidate.

If I conduct a regular recruitment for a project appointment and it transitions to a regular professional staff position, is a new recruitment necessary?

No. However, a complete position description, if not previously developed, will be needed. The Compensation Office will reevaluate the position to determine its professional staff exemption status and payroll title.

Do employees in hourly or monthly-paid temporary professional staff appointments receive legislatively approved salary increases?

Employees in professional staff temporary appointments do not automatically receive legislatively approved salary increases and are not included in the allocation of state. However, the employing unit may make a salary adjustment out of unit funds.

What should I do if the Compensation Office determines that a proposed professional staff temporary appointment does not meet professional staff exemption criteria, and I cannot find a classified staff hourly title that I think is appropriate?

Contact your employment specialist or compensation consultant to identify a classified title that can be used to fill your position.

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 the Criminal Background Check web page for details.

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