Total Talent Management

Using an outside agency

Last updated: July 29, 2025

There are occasions when UTemp may refer a hiring client to contract with an outside contingent staffing agency.

Working with Outside Contingent Staffing Agencies Checklist

Before contacting staffing vendors:

  1. Contact UTemp, via phone, email, or by filling out an order form.
  2. If UTemp is not the best option to assist with a department’s particular staffing need, a UTemp recruiter may refer the client to their UWHR recruiting partner to explore other options, such as posting for a direct-hire recruitment.
  3. If it is determined that the department’s staffing needs would be best served by seeking assistance from an outside staffing agency, we may recommend that the client explore this option and work with UW Procurement Services to identify approved staffing vendors.

For an overview and comparison on your staffing options, ask one of our representatives for the UTemp Staffing Comparison Chart, which highlights the differences in cost and services offered by UTemp, UW Staffing and Recruiting, and outside staffing agencies.

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Selecting a contingent staffing vendor

The following process outlines the steps for departments seeking staffing assistance from an outside vendor:

  1. UW Procurement Services recommends selecting a minimum of three vendor(s) to contact from the list of approved vendors to foster competition through a second-tier selection process. Being “approved” means they have reviewed and agreed to UW’s contractual terms and have a signed contract on file with Procurement Services. (*Medical Centers Recruiting will facilitate this process for their clients).
  2. See sample Vendor Contact Template (below) for guidelines on the type of information you will need to present to vendors so they may begin working on your request. To ensure fairness, provide all the same information and timeline to all vendors for which you will solicit candidates for consideration.
  3. When receiving candidates from vendors for consideration, if not immediately provided, be sure to ask the vendor what the bill rate (or charge) will be should you select the candidate.
  4. Upon reviewing qualifications and pricing, the department works with the vendor to select the most appropriate candidate for their needs, verifying candidate meets requirements, and will be paid appropriately for the work being performed per UW compensation guidelines. The criteria for selecting a candidate from a vendor will be the one who proposes the most “responsive” candidate, at the lowest bill rate. “Responsive” may be considered as “most qualified”, allowing flexibility for the hiring client to choose a more qualified candidate that comes with a higher cost over one that has a lower bill rate.
  5. As soon as a selection has been made, notify the vendors not selected that a candidate has been identified, so they no longer spend time working on your request.
  6. A background check must be conducted by the staffing agency prior to the candidate starting work. While this is a requirement agreed to in the contract, the department will be responsible for asking the vendor whether a criminal background check has been completed successfully on the candidate being referred.
    (a) If there are questions or concerns with this process, the UW hiring client may refer the vendor to UTemp or their UWHR recruiting partner.
    (b) This includes if there is a disclosure of a conviction, which may or may not affect the candidate’s eligibility to perform the required work.
  7. Department then works with vendor directly on invoicing.
    The agency will be required to register with the UW to receive more information and obtain payment for services.
  8. If the worker needs a UW NetID, they will need to be entered into Workday. See instructions on the Employee Workday Help website this process for Medical Center clients).

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Vendor Contact Template

The following is a template that may be used when contacting staffing agencies for assistance. When emailing multiple agencies, please bcc: or send individual emails, rather than cc:ing multiple vendor contacts. The vendors need not know what other vendors you are contacting. Provide all the same information to each vendor, with an expected timeline for when you seek solicitation of candidates. Afterwards, don’t forget to communicate with vendors who submitted candidates who were not selected.

To: [StaffingVendorEmail@vendor.com]
From: [YourEmail@uw.edu]
Subject: [JOB TITLE at UW needed!]

Job Title:

Job Description:

[DUTIES – What are the true day-to-day job duties?]

[SKILLS REQUESTED – Be prepared to clarify desired and required skills. Are any of the tasks negotiable?]

[REQUIREMENTS – Education, experience or knowledge needed?]

Department:

Location:

Pay Rate (Range):

Work Schedule:

Reason:

[Why are you looking to bring in a temp at this time, and how long do you think you will need someone?]

Anticipated Start Date:

Anticipate End Date:

Selection process:

[resumé review only?, phone screen?, interview?, accepting referral of candidates by end of the week, or until an acceptable candidate is identified?]

Background check needed: [Yes or No]

Conditions of Employment: [Any other pertinent information?]

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