Total Talent Management

UTemp Staffing

As a self-sustaining 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 hire qualified temporary employees, manage payroll and billing functions, and complete all monitoring and administration requirements, such as employee relations and compliance.

We provide:

  • 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 approved staffing agencies to find the right match for you.

Categories covered

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 services 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)
  • Leadership (management and administration)

Fee structure

Through our fee structure, we offer very competitive rates to the UW community based on UTemp Staffing operational requirements. Our service fee is currently a 29% 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, as well as employee relations and performance management
  • Easy, direct billing to cost center(s) you elect

Example: If we place a program assistant with a pay rate of $16.00 per hour, the total cost to the department will be $20.64 per hour (which is 29% over the pay rate).

Cancellation fee

We assess a $75 fee if you cancel a job order after we have referred a suitable candidate for placement. This may be waived with good reason (such as 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

If the original expectation of the staffing need was a month in duration, we expect a temporary employee to remain on our payroll for a minimum of two pay periods prior to a department hiring the employee as a direct hire hourly employee, to recover our administrative costs.

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 executive assistant placed by UTemp Staffing after one pay period. The executive assistant earns $20.00 per hour and works four hours a day. The total cost that UTemp will charge to the department is $23.20 each day for the remaining work days in the following pay period ($20 per hour + 29 percent mark-up = $5.80 per hour x 4 hours per day = $23.20).

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. If you haven’t verified their availability, let us know so that we may follow up with the temp on your behalf. Below is an example of what the email will look like:

Please complete the fields below and email your request for the job extension.

UTemp Job Number: 1117
Candidate Name: Smith, John
Requested End Date:
Reason For Extension:
Your Recruiter: 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 time frame and reply back to you.

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 utemp@uw.edu. 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:

  1. The reason your department needs to keep this temp and why another temp cannot be hired to continue this work. 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.
  2. What your department will be doing once the employee has exhausted their hours. For example: 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 an 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 time entry

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 recruiter when you initially submit a request for staffing support.

UTemp 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 (Monday through Sunday), not for hours worked in excess of 8 hours a day. We advise each of our temporary employees that all overtime must be pre-approved and scheduled by their supervisor. Once their time has been submitted, it must be approved by your department to be paid.

Time Tracking

Your department’s designated Time & Absence Approver will approve your temporary employee’s time in Workday. Additional training and information can be found through the Integrated Service Center (ISC) website.

Temporary employees from outside temp agencies will have a different way to track time that their UW supervisors will need to approve. This may be a paper form or an online form, depending on which method the agency uses. UTemp requires agencies to provide signed timesheets to us before we pay their invoices, and before we bill your department for the hours worked. We need this to ensure the hours were approved by your department, as well as to track hours eligibility in compliance with the university’s 950 hours limitation.

Employee benefits

Depending on eligibility, temporary employees may receive benefits (such as participation in health 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

Union representation

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 recruiters or Labor Relations.

Using an outside temp agency

UTemp Staffing is the central point of contact for use of the University’s pre-approved pool of contingent staffing vendors (per RFQQ SVM 11-0036, which replaced the old 3-bid process). 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. We’ll make sure that you want to pursue this before we begin the process, as it is more costly than hiring through the UTemp candidate pool. With this option, however, you get compliant, no-hassle access to temporary staffing services in a multitude of position categories.

It is necessary that we facilitate this process for you because we manage the ever-changing vendor pool, including finalizing contracts with new contingent staffing agencies (in partnership with UW Purchasing) and make adjustments such as removing vendors from further consideration when they don’t comply with service-level agreements.

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; you won’t have multiple contacts between UTemp and another vendor, just your UTemp recruiter.
  • Submit your request to our list of pre-qualified, approved vendors, allowing them to submit candidates for consideration, prior to contacting other vendors (who have not submitted a proposal for consideration and agreed to the terms included in our contract such as maintaining flat mark-up rates and running thorough background checks).
  • Review qualifications of candidates submitted and forward only qualified candidates to you for further consideration.
  • Ensure the proposed wage of the candidate is within the range of the identified classification (per UW’s compensation plan) and confirm the vendor’s mark-up percentage is commensurate with the vendor’s 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 our Request for Quotes and Qualifications), we bill your department directly.
  • Ensure the selected vendor provides required services and reporting, such as background checks, compliance with hours limitation, and more.

UTemp can call out your temp request to a staffing agency that’s not on our list of pre-approved vendors only when our current pool is unable to refer a qualified candidate for consideration. We also must receive a signed contract back from this new vendor prior to the candidate starting work in your unit, which typically takes weeks, as the vendor must submit a proposal that agrees to terms set by UTemp and UW Purchasing.

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 time tracking
  • Easy, direct billing to cost center(s) you elect

Example: If we place an agency employee in a fiscal specialist position at a pay rate of $18.00 per hour, the total cost to the department will be $18.00 per hour plus the bill rate percentage of the staffing agency, plus UTemp’s 19%. If the staffing agency’s bill rate is 40%, the above example would calculate as follows: $18.00 per hour plus 40% equals $25.20 per hour, plus 19%, equals a total cost to the department of $29.99 per hour.

 

What you should do before (or shortly after) the temp starts:

Before the temporary employee starts working, you should:

  • If the employee needs a UW NetID, your department will need to complete a sponsorship agreement
    • There is no cost to your department for sponsoring
  • Arrange access to programs the employee needs to use (for example, Ariba or EPIC)
  • Obtain badges or security cards needed for building access
    • Contact your building coordinator or the Lock Shop for assistance
  • Confirm who your department’s Time & Absence Approver is, as they will  approve the employee’s time in Workday.
    • Agency temp employees will not use Workday to track their hours, and will instead use whatever time keeping system that their agency uses. The supervisor of the employee should sign off on the timesheet each week.
  • 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 in UTempHires.

What you should do after the temp starts

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 Emergency Health and Safety (EHS) information in case of an emergency or fire drill
  • Provide any training or onboarding that is specific to your department or work area

What to do at the end of an assignment

The temp’s supervisor will receive end-of-assignment reminder via email two days before the temp employee’s end date. If your unit would like to request that the assignment be 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, or let us know in the email if you haven’t verified their availability so that we may follow up with them on your behalf.

If you need to end the assignment earlier than scheduled, contact your recruiter. 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 a request to complete an evaluation form which asks for feedback related to the temp’s performance, as well as welcome your comments related to the service your unit received from your recruiter and/or UTemp in general. While this is not required, this is helpful information to us as we consider placing the individual again, as well as lets UTemp know areas where we might make improvements to provide better service.