Human Resources

Watch this page! Information will be updated with the launch of Workday and the Integrated Service Center (ISC) on June 27, 2017.

As of June 19, 2017, the current UW payroll system (HEPPS; OPUS) and other legacy systems, including Employee Self Service (ESS) and OWLS, will no longer accept edits and will be converted to read-only in preparation for Workday go-live. Learn more about how you can get ready for Workday by visiting the HR/Payroll Modernization Program website.

Temporary employment monitoring tool

The Temporary Employment Monitoring Tool sends email notifications to designated reviewers and administrators at critical hour time limits, and allows you to check the total annual hours worked through the last pay period by temporary hourly employees.

Other features of the tools include:

  • At-a-glance appointment details of employees who have reached critical hour limits of 500, 750, 850, or 950 hours
  • The ability to document appointing authority approval for an employee to exceed 950 hours (up to the maximum 1050 hours.
  • A history of 950-limit authorizations
  • And access to hours—monitoring reports

Roles and spans of control

Responsibility for the temporary hourly employment monitoring process varies from organization to organization based on their size and level of decentralization. In order to provide flexibility, the Temporary Hourly Employment Monitoring Tools uses ASTRA to allow each organization to set spans of control based on org code and assign roles.

ASTRA Delegators: Delegators must first set up Authorizers in ASTRA; Authorizers will then be able to set up Users of the new Temporary Hourly Employment Monitoring Tools.

ASTRA Authorizers: Authorizers should consider where temporary hourly employees typically work within their organization when assigning roles: Reviewer, Administrator, and Watcher. We recommend establishing spans of control and assigning roles so that all parts of your organization that might hire temporary hourly employees are covered. At a minimum, a Reviewer role must be assigned to each span of control where a temporary hourly employee is currently working. Assigning additional roles per span of control is encouraged as it provides back-up coverage. There is no limit to the number of people an organization can set up in these roles.

ASTRA Role Overview Table
ASTRA Role and Action Temporary Employment Monitoring Tool Email Notifications
Enter approval to work beyond 950 hours Check hours worked & view reports Receive email notifications at all hours thresholds Receive 950+ without authorization email
While each organization may assign any position type to these roles, a sample scenario of roles is outlined below:

  • Reviewer: payroll coordinator or administrative staff person at a 10–digit org level
  • Administrator: administrator or department manager at a 7– or 5–digit org level
  • Watcher: department head at a 5– or 3– digit org level
Reviewer (update)
Administrator (update)  
Watcher (inquiry)

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Email notifications

If you are set up as a Reviewer or Administrator in ASTRA, you will receive automatic email notifications each pay period when a temporary hourly employee in your span of control has reached a critical hour threshold. The number of notifications you receive depends on your span of control and which User role you have been assigned by your organization’s ASTRA Authorizer.

Role Critical Hour Threshold Email Description Suggested Action(s) to Take Included in the Email Notification
Reviewer 500 One or more temporary hourly employees within your span of control have reached the 500 hour threshold. Visit the Temporary Hourly Employee Monitoring tool to view which employees have worked at least 500 hours.
Reviewer 750 – 949 One email per pay period per temporary hourly employee within your span of control who has worked between 750-949 hours. Employee details are included. Review the appointment details for accuracy of the hours.

Use the Temporary Hourly Employee Monitoring tool to document if the employee has been authorized to work more than 950 hours by your organization’s appointing authority.

Take the steps necessary to end the appointment in the payroll system if the employee’s appointment has concluded or is inactive.

Reviewer 950+ One email per pay period per temporary hourly employee within your span of control who has worked over 950 hours. Employee details and indication of whether your organization’s appointing authority has authorized work to exceed 950 hours are included. Review the appointment details for accuracy of the hours.

Continue to closely monitor the employee to ensure that they do not exceed 1050 hours.

If the employee has not yet been authorized to work more than 950 hours by your organization’s appointing authority, that authorization must be received and documented in the Temporary Hourly Employee Monitoring tool.

Take the steps necessary to end the appointment in the payroll system if the employee’s appointment has concluded or is inactive.

Administrator 950+ without authorization One email per pay period per temporary hourly employee within your span of control who has worked over 950 hours without authorization from your organization’s appointing authority. Employee details are included. Review the appointment details for accuracy of the hours.

Continue to closely monitor the employee to ensure that they do not exceed 1050 hours.

If the employee has not yet been authorized to work more than 950 hours by your organization’s appointing authority, that authorization must be received and documented in the Temporary Hourly Employee Monitoring tool.

Take the steps necessary to end the appointment in the payroll system if the employee’s appointment has concluded or is inactive.

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FAQs

UNDERSTANDING DATA

What employees can I monitor in the Temporary Employment Monitoring Tools?

All temporary hourly employees who are subject to the 950-hour limit on temporary employment. The temporary hours limit applies to appointments in job codes 2000-8999, and in job codes 1863 (Temporary Staff Helper) and 1822-1826 (Temporary Staff A–E used by UTemp Staffing). It does not apply to employees in other types of limited duration appointments like fixed duration classified appointments, professional staff temporary or limited duration appointments, as well as a few limited exemptions approved through the Washington State Department of Personnel, which include per diem Registered Nurse 2 and 3 employees working at the hospitals and employees who work on the UW oceangoing research vessels.

What is the Original Temporary Employment Date (OTED) and how is it established?

See the explanation of the OTED under the Temporary Employment Overview tab > Temporary Employment Limits.

Why do the temporary hours worked calculate through the end of the pay period when the OTED falls within a pay period?

The University of Washington’s payroll system does not collect time on a daily basis; time is only collected at the end of the pay period for the entire pay period. Therefore hours will calculate through the end of the pay period in which the OTED falls. To get actual daily hours you still need to reference departmental timesheets.

How do I count hours worked around the anniversary of my employee’s OTED in order to correctly evaluate them for compliance with the 950 limit?

When the OTED falls on any date with a reporting pay period, the hours worked after the date of the OTED fall into the next 12-month period. Therefore, subtract the post-OTED pay period hours worked from the employee’s reported hours balance to properly monitor compliance within the current period’s 950-hour limit.

How is the 12-month period that is used to count temporary employment hours for compliance with the 950-hour limit established?

State civil service rules define what the OTED is, and require that temporary employment hours not exceed the specified limit during the 12-month period from one anniversary of the OTED date to the next OTED anniversary.

How current is the information in the Temporary Hourly Employment Monitoring Tools?

The data is normally updated the morning after final payroll calculation is made. The tools will show data from the most recent, completed pay period. Refer to the Payroll Schedule for specific dates.

What happens if a temporary hourly employee works more than the allowed 1050-hour limit?

Contact your Human Resources consultant if a temporary hourly employee exceeds the 1050 work hour limit to discuss next steps.

Critical hour-level thresholds

Why do I see an employee who no longer has an active appointment in my department listed under a critical hour-level threshold?

The tools show any employee within your span of control who has a future temporary appointment end date, and who also has temporary hours worked in the current 12-month period between the previous OTED anniversary and the next OTED anniversary.

Why does the same employee show up more than once on the critical hour threshold page?

Generally this happens when an employee holds more than one appointment within your span of control. This is especially true if you have a wide span of control for your organization, and it includes multiple smaller units. An employee may also appear more than once if the employee has more than one appointment and any of the appointments has been authorized to exceed 950 hours.

How do I find employees who have worked less than 500 hours?

Use the “Check Hours of an Employee” feature or review the “My Temporary Hourly Monitoring Report” to find employees who have worked less than 500 hours.

EMPLOYEE AND APPOINTMENT DETAIL

One of my employees holds more than one temporary hourly appointment, and one of those appointments is in a department outside my span of control. If I authorize the employee to exceed the 950-hour limit, how does that affect the other department(s)?

The hour limits on temporary employment apply regardless of the number of temporary hourly appointments an employee may have. If you authorize an employee to exceed the 950-hour limit, that authorization applies to all hours worked including those worked in other departments. If you authorize an employee to work beyond the 950-hour limit, you must notify any other departments where the employee works of your authorization. This will ensure that all departments can accurately monitor hours worked and comply with the limits on temporary employment. Our reports display all appointments that an employee has, including those outside your span of control, to facilitate interdepartmental communication and compliance with University policy.

I recently entered a new temporary appointment into OPUS for an employee and the appointment doesn’t appear on the Employee Detail page in the Temporary Employment Monitoring tool. Why is that?

New appointment data appears in the tools after the end of the pay period. Check back after the next payroll cycle to confirm that the new appointment appears on the Employee Detail page.

EMAIL NOTIFICATIONS

How many emails will I get as a “reviewer?”

Email notifications are only sent for appointments that reach critical hour thresholds. The number of emails will therefore vary depending on the number of temporary hourly employees in your organization, the number of hours they have worked, and your span of control. HR’s review of temporary appointment data by organization indicates that a reviewer with a 3-digit org (the highest span of control) is likely to receive approximately 20 emails per pay period. More typically, a reviewer will have a narrower span of control (7- or 10-digit), and receive far fewer emails.

ASTRA

How do I obtain access to the Temporary Employment Monitoring Tools?

Access to the Temporary Employment Monitoring Tools is controlled through ASTRA. For campus departments, contact your department’s Temporary Hourly Employment Monitoring Tools ASTRA authorizer for access requests. If you do not know who your department’s ASTRA authorizer is, you can use the ASTRA authorizer look up tool.

For medical centers departments, contact uwmedhr@uw.edu to request access.

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