{"id":204,"date":"2025-03-12T12:48:01","date_gmt":"2025-03-12T20:48:01","guid":{"rendered":"https:\/\/hr.uw.edu\/fedpolicy\/?page_id=204"},"modified":"2025-12-29T17:54:05","modified_gmt":"2025-12-29T17:54:05","slug":"guidance-on-hiring-and-compensation-increase-pause","status":"publish","type":"page","link":"https:\/\/hr.uw.edu\/budgetpolicy\/hiring-and-compensation-pause\/guidance-on-hiring-and-compensation-increase-pause\/","title":{"rendered":"Guidance on hiring and compensation increase pause"},"content":{"rendered":"<p>This webpage provides guidance on recruitment, hiring and compensation procedures for all staff, student and academic student positions across all departments, regardless of funding source.<\/p>\n<p>On March 7, 2025, <a href=\"https:\/\/www.washington.edu\/provost\/2025\/03\/09\/working-together-to-address-the-financial-risks-facing-our-university\/\">the University instituted a pause<\/a> on the following employment activities for all positions not deemed essential by the unit\u2019s Dean, Chancellor (or designee), or Cabinet level official. \u201cEssential\u201d refers to positions that are mission-critical to university academic, administrative, and clinical operations. This pause restricts:<\/p>\n<ul>\n<li>Hiring employees.<\/li>\n<li>Creating new staff positions.<\/li>\n<li>Providing in-grades, temporary pay increases or other ad hoc salary increases.<\/li>\n<li>Extending employment duration of limited-term positions including professional staff temporary positions and nonpermanent hourly and nonpermanent fixed duration positions.<\/li>\n<\/ul>\n<p>Executive leadership is continuously assessing the status of federal and state funding changes and will notify departments if the pause is lifted or adjusted, along with guidance on resuming regular employment activities and practices.<\/p>\n<div id=\"ez-toc-container\" class=\"ez-toc-v2_0_85 counter-hierarchy ez-toc-counter ez-toc-grey ez-toc-container-direction\">\n<div class=\"ez-toc-title-container\">\n<p class=\"ez-toc-title\" style=\"cursor:inherit\">Table of Contents<\/p>\n<span class=\"ez-toc-title-toggle\"><a href=\"#\" class=\"ez-toc-pull-right ez-toc-btn ez-toc-btn-xs ez-toc-btn-default ez-toc-toggle\" aria-label=\"Toggle Table of Content\"><span class=\"ez-toc-js-icon-con\"><span class=\"\"><span class=\"eztoc-hide\" style=\"display:none;\">Toggle<\/span><span class=\"ez-toc-icon-toggle-span\"><svg style=\"fill: #999;color:#999\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" class=\"list-377408\" width=\"20px\" height=\"20px\" viewBox=\"0 0 24 24\" fill=\"none\"><path d=\"M6 6H4v2h2V6zm14 0H8v2h12V6zM4 11h2v2H4v-2zm16 0H8v2h12v-2zM4 16h2v2H4v-2zm16 0H8v2h12v-2z\" fill=\"currentColor\"><\/path><\/svg><svg style=\"fill: #999;color:#999\" class=\"arrow-unsorted-368013\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" width=\"10px\" height=\"10px\" viewBox=\"0 0 24 24\" version=\"1.2\" baseProfile=\"tiny\"><path d=\"M18.2 9.3l-6.2-6.3-6.2 6.3c-.2.2-.3.4-.3.7s.1.5.3.7c.2.2.4.3.7.3h11c.3 0 .5-.1.7-.3.2-.2.3-.5.3-.7s-.1-.5-.3-.7zM5.8 14.7l6.2 6.3 6.2-6.3c.2-.2.3-.5.3-.7s-.1-.5-.3-.7c-.2-.2-.4-.3-.7-.3h-11c-.3 0-.5.1-.7.3-.2.2-.3.5-.3.7s.1.5.3.7z\"\/><\/svg><\/span><\/span><\/span><\/a><\/span><\/div>\n<nav><ul class='ez-toc-list ez-toc-list-level-1 ' ><li class='ez-toc-page-1 ez-toc-heading-level-4'><a class=\"ez-toc-link ez-toc-heading-1\" href=\"https:\/\/hr.uw.edu\/budgetpolicy\/hiring-and-compensation-pause\/guidance-on-hiring-and-compensation-increase-pause\/#Process_for_requesting_exceptions\" >Process for requesting exceptions<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-4'><a class=\"ez-toc-link ez-toc-heading-2\" href=\"https:\/\/hr.uw.edu\/budgetpolicy\/hiring-and-compensation-pause\/guidance-on-hiring-and-compensation-increase-pause\/#Hiring_pause\" >Hiring pause<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-4'><a class=\"ez-toc-link ez-toc-heading-3\" href=\"https:\/\/hr.uw.edu\/budgetpolicy\/hiring-and-compensation-pause\/guidance-on-hiring-and-compensation-increase-pause\/#Closing_freezing_and_requesting_positions\" >Closing, freezing and requesting positions<\/a><ul class='ez-toc-list-level-5' ><li class='ez-toc-heading-level-5'><a class=\"ez-toc-link ez-toc-heading-4\" href=\"https:\/\/hr.uw.edu\/budgetpolicy\/hiring-and-compensation-pause\/guidance-on-hiring-and-compensation-increase-pause\/#Freezing_positions\" >Freezing positions<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-5'><a class=\"ez-toc-link ez-toc-heading-5\" href=\"https:\/\/hr.uw.edu\/budgetpolicy\/hiring-and-compensation-pause\/guidance-on-hiring-and-compensation-increase-pause\/#Closing_positions\" >Closing positions<\/a><\/li><\/ul><\/li><li class='ez-toc-page-1 ez-toc-heading-level-4'><a class=\"ez-toc-link ez-toc-heading-6\" href=\"https:\/\/hr.uw.edu\/budgetpolicy\/hiring-and-compensation-pause\/guidance-on-hiring-and-compensation-increase-pause\/#Salary_increases\" >Salary increases<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-4'><a class=\"ez-toc-link ez-toc-heading-7\" href=\"https:\/\/hr.uw.edu\/budgetpolicy\/hiring-and-compensation-pause\/guidance-on-hiring-and-compensation-increase-pause\/#Managing_position_end_date_extensions\" >Managing position end date extensions<\/a><\/li><\/ul><\/nav><\/div>\n<h4><span class=\"ez-toc-section\" id=\"Process_for_requesting_exceptions\"><\/span>Process for requesting exceptions<span class=\"ez-toc-section-end\"><\/span><\/h4>\n<p>Department requests for exceptions must be approved by the unit\u2019s respective Dean, Chancellor (or designee), or Cabinet level official to support employment activities for positions deemed essential. Requests must include documented justification supporting the critical hiring or employment activity exception.<\/p>\n<p>UWHR will confirm that all requests have received Dean, Chancellor (or designee), or Cabinet level official approval prior to transacting exceptions as part of the normal process for the respective employment activity.<\/p>\n<h4><span class=\"ez-toc-section\" id=\"Hiring_pause\"><\/span>Hiring pause<span class=\"ez-toc-section-end\"><\/span><\/h4>\n<p>Recruitments that were already underway as of March 7, 2025 were authorized to continue if the unit\u2019s Dean, Chancellor (or designee), or Cabinet level official deemed them to be essential. Until the hiring pause is lifted, departments should not open new recruitments unless it is determined that the position is essential.<\/p>\n<p><strong>Open recruitments with extended offers:<\/strong><br \/>\nFor positions that have been extended offers prior to the pause, hiring will continue as planned unless funding issues arise. If an extended offer is declined, authorization to move to a subsequent candidate must be reviewed and approved by a Dean, Chancellor, or Chancellor\u2019s designee.<\/p>\n<p><strong>Open requisitions not deemed essential:<\/strong><br \/>\nPositions with open recruitments that are not deemed essential but for which the position is not being eliminated should be put on hold as follows:<\/p>\n<p style=\"padding-left: 40px\">1. Hiring managers should inform their Recruiting Office Partner that the position with the open recruitment should be paused and the requisition placed on a freeze in Workday.<\/p>\n<p style=\"padding-left: 40px\">2. Your Recruiting Office Partner will manage open requisitions in Workday using the most specific reason code that matches the situation:<\/p>\n<ul style=\"padding-left: 60px\">\n<li>Federal: Loss\/reduction of funding<\/li>\n<li>Federal: Indirect impact from loss\/reduction of funding<\/li>\n<li>State: Loss\/reduction of funding<\/li>\n<li>State: Indirect impact from loss\/reduction of funding<\/li>\n<\/ul>\n<p>Requisitions frozen for more than 60 days will be closed. No frozen requisitions will be converted as part of Workday Recruiting.<\/p>\n<h4><span class=\"ez-toc-section\" id=\"Closing_freezing_and_requesting_positions\"><\/span>Closing, freezing and requesting positions<span class=\"ez-toc-section-end\"><\/span><\/h4>\n<p>All vacant positions that are not deemed essential and do not have a requisition <a href=\"https:\/\/employeehelp.workday.uw.edu\/user-guides\/manage_position_freeze\/\">should be frozen in Workday<\/a> if the position will be filled in the future, or <a href=\"https:\/\/employeehelp.workday.uw.edu\/user-guides\/close_position\/\">closed<\/a> if the position has been eliminated. New positions should not be created and submitted to the Compensation office for review unless they are deemed essential.<\/p>\n<h5><span class=\"ez-toc-section\" id=\"Freezing_positions\"><\/span>Freezing positions<span class=\"ez-toc-section-end\"><\/span><\/h5>\n<p>Vacant positions without a requisition can be frozen if your department hopes to fill the position at a future date. <a href=\"https:\/\/employeehelp.workday.uw.edu\/user-guides\/manage_position_freeze\/\" target=\"_blank\" rel=\"noopener\">Use the Manage Position Freeze business process in Workday<\/a> and select the most specific reason code that matches the situation:<\/p>\n<ul>\n<li>Federal: Loss\/reduction of funding<\/li>\n<li>Federal: Indirect impact from loss\/reduction of funding<\/li>\n<li>State: Loss\/reduction of funding<\/li>\n<li>State: Indirect impact from loss\/reduction of funding<\/li>\n<\/ul>\n<p>Use the \u201cHold for organization structure review\u201d if you are evaluating all positions to determine next steps. Avoid using the reasons, \u201cBudgeted recruitment not authorized, \u201cBudget freeze,\u201d and \u201cEmployee temporarily reassigned.\u201d<\/p>\n<h5><span class=\"ez-toc-section\" id=\"Closing_positions\"><\/span>Closing positions<span class=\"ez-toc-section-end\"><\/span><\/h5>\n<p>A position should only be frozen in Workday if it is reasonably expected to be filled in the future. If the position is vacant and there are no foreseeable plans to refill it, it should be closed in Workday through the <a href=\"https:\/\/employeehelp.workday.uw.edu\/user-guides\/close_position\/\" target=\"_blank\" rel=\"noopener\">Close Position business process<\/a> and selecting the most specific reason code that matches the situation:<\/p>\n<ul>\n<li>Federal: Loss\/reduction of funding<\/li>\n<li>Federal: Indirect impact from loss\/reduction of funding<\/li>\n<li>State: Loss\/reduction of funding<\/li>\n<li>State: Indirect impact from loss\/reduction of funding<\/li>\n<\/ul>\n<h4><span class=\"ez-toc-section\" id=\"Salary_increases\"><\/span>Salary increases<span class=\"ez-toc-section-end\"><\/span><\/h4>\n<p>Salary increase requests should not be submitted unless they are deemed essential for retention purposes or organizational success. For requests in progress, the Compensation Office will reach out to confirm that the unit\u2019s Dean, Chancellor (or designee), or Cabinet level official has approved.<\/p>\n<h4><span class=\"ez-toc-section\" id=\"Managing_position_end_date_extensions\"><\/span>Managing position end date extensions<span class=\"ez-toc-section-end\"><\/span><\/h4>\n<p>Limited term positions such as professional staff temporary positions (PSTP), nonpermanent hourly and nonpermanent fixed duration positions should not be extended unless they are deemed essential. Extension requests for positions exempt from the employment activity pause should continue to fall within the <a href=\"https:\/\/hr.uw.edu\/position-management-policy-for-staff-and-student-employment\/\" target=\"_blank\" rel=\"noopener\">position management policy requirements<\/a>.<\/p>\n<p>Follow the <a href=\"https:\/\/hr.uw.edu\/fedpolicy\/guidance-on-hiring-and-compensation-increase-pause\/#process-for-requesting-exceptions\">Process for Requesting Exceptions<\/a> if you believe that a position extension is essential.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>This applies to all positions not deemed essential by the unit&#8217;s Dean, Chancellor (or designee), or Cabinet level official. <\/p>\n","protected":false},"author":49,"featured_media":0,"parent":185,"menu_order":10,"comment_status":"closed","ping_status":"closed","template":"","meta":{"_acf_changed":false,"_lmt_disableupdate":"no","_lmt_disable":"no","slim_seo":{"title":"Guidance on hiring and compensation increase pause - HR Support for Budget Reductions and Federal Policy Impacts","description":"This applies to all positions not deemed essential by the unit's Dean, Chancellor (or designee), or Cabinet level official."},"footnotes":""},"class_list":["post-204","page","type-page","status-publish","hentry"],"acf":[],"_links":{"self":[{"href":"https:\/\/hr.uw.edu\/budgetpolicy\/wp-json\/wp\/v2\/pages\/204","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/hr.uw.edu\/budgetpolicy\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/hr.uw.edu\/budgetpolicy\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/hr.uw.edu\/budgetpolicy\/wp-json\/wp\/v2\/users\/49"}],"replies":[{"embeddable":true,"href":"https:\/\/hr.uw.edu\/budgetpolicy\/wp-json\/wp\/v2\/comments?post=204"}],"version-history":[{"count":2,"href":"https:\/\/hr.uw.edu\/budgetpolicy\/wp-json\/wp\/v2\/pages\/204\/revisions"}],"predecessor-version":[{"id":429,"href":"https:\/\/hr.uw.edu\/budgetpolicy\/wp-json\/wp\/v2\/pages\/204\/revisions\/429"}],"up":[{"embeddable":true,"href":"https:\/\/hr.uw.edu\/budgetpolicy\/wp-json\/wp\/v2\/pages\/185"}],"wp:attachment":[{"href":"https:\/\/hr.uw.edu\/budgetpolicy\/wp-json\/wp\/v2\/media?parent=204"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}