Total Talent Management

Managing UTemp assignments

Last updated: July 29, 2025

At hire, the recruiter includes the manager on a hire confirmation to the employee and attaches the UTemp Staffing New Hire Checklist, which includes onboarding expectations, an overview of compensation and time off, eligibility for various benefits and perks, and other helpful resources.

Before the employee starts

The employee’s supervisor or proxy should:

  • Determine who in your department will be the primary contact for billing, as they will receive a sales confirmation once UTemp billing is performed. However, additional billing contacts may be added by UTemp to access billing history on the UTemp Manager Dashboard in UTempHires.
  • Define and clarify the position attributes and requirements.
  • Obtain badges or security cards needed for building access.

Onboarding the employee

Keep these steps in mind when planning to onboard a temporary employee:

  • If the employee is new to the university and working longer than a month, the employee must complete the required trainings found on HR’s website, as well as orientation, online or in-person.
  • Your department will need to set up access and accounts for UW systems and tools. UTemp will work with you to provide the personal information needed, such as UW NetID, birthplace location, etc.
  • The employee’s manager or a proxy should discuss work expectations and provide any additional information, onboarding or training specific to your department or work area. You will also need to provide training on UW systems.

More information related to onboarding and training is referenced in materials provided by Total Talent Management.

Extending an appointment

Note: Please do not extend UTemp employees in Workday!

UTemp manages positions for our clients, including needed job changes to extend an employee’s employment date. If you have not verified the employee’s availability and interest in continuing in the assignment, let us know so we may follow up with the employee on your behalf. Otherwise, we will assume you’ve spoken with the employee and that the extension is mutually agreeable.

No later than the employee’s expected last day, or at any point during the assignment, you can go to the UTempHires Department Dashboard to request an extension of your employee’s appointment.  Next to their name on the Active Jobs tab, click on the Extend Job link. This will open a new Outlook email message to UTemp through which you may fill in the requested end date and reason for extension. Or you may simply send an email to UTemp to request an extension. Providing the fields below will help expedite your request.

UTemp Job Number: 1117
Candidate Name: Smith, John
Requested End Date:
Reason for Extension:
Your Recruiter: Claudia Munoz

We will review the employee’s continued work eligibility to confirm whether they may be extended and respond at our earliest opportunity; if appropriate, UTemp will process this action in Workday.

Ending an appointment

The employee’s manager will receive an end-of-assignment reminder via email two days before the employee’s end date. If your unit requests the assignment be extended, you may reply to that email with a new end-employment date. Otherwise, the employee’s employment will end, and the position will be closed.

If you need to end the assignment earlier than scheduled, contact your recruiter. Inform your employee of their new end date if you are comfortable doing so. Otherwise, we will be happy to assist you with this communication.

Note: Nonpermanent classified employees employed through UTemp must be provided at least one day notice if ending an assignment earlier than expected, or paid in lieu of notice. For example, if you tell your temporary employee that tomorrow is their last day, then appropriate notice is given. However, if you call the UTemp office requesting to end the position the same day, UTemp will advise the employee to add hours to their time tracking for an additional day to be paid to them.

After the assignment ends, the employee’s manager will receive an email with a request to complete an evaluation. This asks for feedback related to the employee’s performance and welcomes your comments related to the service your unit received from your recruiter and/or UTemp in general. While completing the evaluation is not required, it is valuable to UTemp as we consider placing the individual again and let us know how we might improve our services.

UTemp will wait until the employee’s hours worked and time off has been paid out, as appropriate, before we terminate the employee and close the position.

When to contact UTemp

We are here as your partners and are eager to help. Please contact us if:

  • You need to end an assignment earlier than expected. If a department no longer has funding or work for an employee, or the employee is no longer a fit for the department’s ongoing staffing needs, UTemp will look for another candidate or end the assignment and close the position in your supervisory org.
  • You’d like to keep the employee longer than originally expected. We’ll look up the employee’s work eligibility to see if they may be extended. If so, UTemp will process this action in Workday for your department.
  • You have a request related to data changes in Workday. UTemp will handle these transactions.
  • An employee is not meeting expectations. We will work with you on a solution, whether that’s finding a different candidate or changing the current employee’s assigned duties and pay.
  • You are interested in transferring a UTemp employee to a direct-hire position. If the employee hasn’t worked three months with UTemp, an additional fee may be charged to the department to ensure our business can recoup our expenses.