Table of Contents
As a unit of Campus HR Operations, UTemp Staffing serves as 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.
- Responsive service: We strive to contact you promptly—usually within four business hours—to confirm your request and clarify your staffing needs. We are also here to assist you through the duration of the temp employee’s placement in your department.
- 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.
- Broad candidate pool: If we don’t have the right candidate readily available, we’ll work with our pool of staffing agencies to find the right match for you.
How can we help you and your department? We have suitable candidates in a variety of areas including:
- Office support (reception, secretarial, program coordination)
- General services (customer support, ushering, cashiering)
- Health care 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)
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 percent 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 we place an office assistant a pay rate of $14.00 per hour, the total cost to the department will be $18.06 per hour (which is 29 percent over the pay rate).
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 our payroll for a minimum of two pay periods (if the original expectation of the staffing need was a month in duration) before a department hires the employee as a direct hire hourly employee.
Should a department directly hire a temporary from us into an hourly paid appointment before this time period is up, we charge the department 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 per hour and works four hours a day. The total daily cost to the department is $15.08 ($13 per hour + 29 percent mark-up = $3.77 per hour x 4 hours per day = $15.08). UTemp will charge the department $15.08 each day for the remaining work days in the following pay period.
Extend an appointment
At any point during the assignment you can go to the UTempHires Department Dashboard to request an extension of your temporary employee’s appointment by clicking on the Extend Job link next to their name on the Active Jobs tab. That will open a new Outlook email message to UTemp where you just need to fill in the requested end date and reason for extension. Below is an example of what the email will look like:
Please complete the fields below and email your request for job extension.
Job Number: 1117
Candidate Name: Smith, John
Requested End Date:
Reason For Extension:
Your Staffing Specialist: Claudia Munoz
We will review the employee’s temp hours to confirm whether the employee has enough remaining temp 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, as this will not make needed changes in the payroll or UTemp systems. We take care of this for temp employees hired through our program once we receive your request.
Under special circumstances, you may request an extension of a temporary who has reached their 950 hours limit, up to a maximum of 1,030 hours.
Email your extension request to firstname.lastname@example.org. 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:
- The reason your department needs to keep this temp and why another temp cannot be hired. For example: The person acquired special skills and knowledge of inter-workings of your department, has the necessary flexibility for a very strange schedule, etc.
- What your department will be doing once the employee has exhausted their hours.For example: Will your department be hiring the person into an FDA? Will the project be completed by then? Will a new staff person be hired by then? Will the new staff person be trained by then?
It generally takes one to three days for us to obtain appointing authority approval and provide a response. 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 approval for an extension beyond 950 hours.
Employee pay and timesheets
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 their supervisor to work on a University recognized holiday, they will be paid their 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.
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.
Temporary employees from outside temp agencies will have a different timesheet that their UW supervisors will need to approve. This may be a paper form or an online form, depending on which time-tracking method the agency uses.
Depending on eligibility, temporary employees may receive benefits such as health plans and retirement plans. You pay the same UTemp billing fee regardless of a temporary employee’s eligibility for benefits. The UTemp employee is not employed directly by your department, so we incur the benefit load rate.
There are other benefits afforded to UTemp Staffing hourly employees including:
- Eligibility to purchase a quarterly TEMP Pass from Transportation Services. This is 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
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.
Using an outside temp agency
If we don’t have the right candidate readily available for you in our pool, we’ll work with you to find a match through a temp agency on our list of UW-approved contingent staffing vendors. We’ll make sure this is an option that you want to pursue before we begin the process.
When UTemp Staffing works with an outside agency on your behalf, we:
- Serve as the UW’s single point of contact with contingent staffing vendors, managing the vendor pool contracts in partnership with Purchasing
- Contact pre-qualified, approved vendors for submission of candidates for consideration
- Review qualifications of candidates submitted for consideration, including the candidate’s pay and contracted bill rates.
- Work closely with you to facilitate selection of the most appropriate candidate for your department’s needs
- Work directly with the selected vendor on invoicing, as outlined in the Request for Quotes and Qualifications, then we bill the department directly.
- Ensure the selected vendor provides required services and reporting, such as background checks, compliance with hours limitation, and bill rates consistent with bid
You can request to use an outside staffing agency to find a candidate. However, all requests must be placed through UTemp Staffing. Submit your request through UTempHires, which ensures that we get all the necessary information, such as the anticipated duration of the assignment and a basic position description.
Agency billing fee
To use an outside temp agency, you pay a fee of 19 percent over the staffing agency’s bill rate. This fee covers our costs of providing services including:
- 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 we place an agency employee in an office assistant position at a pay rate of $14.00per hour, the total cost to the department will be $14.00 per hour plus the bill rate percentage of the staffing agency plus 19 percent. If the staffing agency’s bill rate is 40 percent, the above example would calculate as follows: $14.00per hour plus 40 percent equals $19.60per hour, plus 19 percent, equals a total cost to the department of $23.32per hour.
How it works: Requesting a temp through an outside agency
When you contact UTemp with the request, we’ll reach out to our contracted, UW-approved vendors and find a qualified employee (this replaces the old “3 bid system”). Once you’ve approved a candidate, we’ll work with the agency to manage the payroll and process vendor invoices. This is outlined in our proposal process.
Before the temp starts: What you should do
Before the temporary employee starts working, you should:
- Contact UW Information Technology if the employee needs a UW NetID
- Arrange access to programs the employee needs to use (for example, OPUS or EPIC)
- Obtain badges or security cards needed for building access
- Determine who in your department will approve and sign off on the employee’s timesheet
- Agency temp employees will not use the online UW Timesheet system, and will instead use whatever time keeping system that their agency uses
- Determine who in your department will be the primary contact for billing, as they’ll receive billing information (all billing contacts have access to the billing history on the UTemp Manager Dashboard)
After the temp starts: What you should do
After the temporary employee starts working, you should:
- Introduce the temp to other employees in your department
- Make sure the supervisor has the temp’s contact information (and vice versa)
- Provide the temp with EHS information in case of an emergency or fire drill
- Provide any training specific to your department
You’ll receive end-of-assignment reminders via email two days before the temp employee’s end date. If you need the assignment extended, you may reply to that email with a new end date. Before doing so, please confirm with the temp that they are open to remaining on the job.
If you need to end the assignment earlier than scheduled, contact your staffing specialist. Inform your temp of their new end date, if you’re comfortable doing so. Otherwise, we’ll be happy to assist you.
After the assignment ends, the temp’s supervisor will receive an email with an evaluation form for both the temp and your staffing specialist and UTemp.