Human Resources

Temporary hourly employee data collection

This page was updated June 29, 2022.

Campus

On campus, all departments that are responsible for monitoring hours worked by temporary hourly staff will be asked to answer questions about the temporary hourly staff in their span of control as set in the Temporary Employment Monitoring Tool in the Temporary Rule Change Employee Types Collection Tool. Information provided will support mapping temporary hourly employees to their new employee sub-types.

Access the tool

Answers will be collected for all temporary hourly staff between early June 2022 and July 31, 2022. If answers are not obtained and the employee is still active in Workday as of August 1, 2022, the employee will convert to Nonpermanent-Hourly with the end employment date from their current position. If the employee has an end date in the past, they will NOT be converted.

In the tool, units are asked to provide answers that inform how the employees will map to new positions and employee subtypes via a mass change in Workday. The Temporary Rule Change Employee Types Collection Tool User Guide provides a one-page overview of the data collection tool.

Information to provide

To help answer these questions, review the End Employment Date Flowchart (PDF) and the New Classified Employment Subtypes - Campus (PDF) infographic, which is summarized by the chart below:

End date? Regularly scheduled? New subtype
Yes No Nonpermanent-Hourly
Yes Yes Nonpermanent-Fixed Duration
No No Intermittent
No Yes Regular – create a position and start a recruitment
Positions with an end date

An employee has an expected end date if the work the employee is doing has an end and the position exists because it:

  • Provides leave of absence backfill,
  • Addresses short-term immediate workload peaks or other short-term needs, or
  • Is in place while a recruitment is underway for a permanent position.

If you identify that the position will end, the employee will be converted with their existing end date provided that the end employment date is in the future. If end dates are in the past but the work will continue, please update end employment dates in Workday. Employees with end dates in the past will not be converted in this process and employees will be terminated.

If you identify that the position will be regularly scheduled, meaning they are assigned a schedule with a fixed number of working hours in a workweek, the new position will be set with a weekly scheduled hours value (FTE) that you enter.

Positions without an end date

If you identify that the need for the work has no end, the position will be converted to intermittent and the end employment date will be deleted unless you identify that it is regularly scheduled and can be set with a weekly scheduled hours value. In that case, the position can be converted from temporary to regular now. Create a position description and contact your recruiter to make the change.

How to request access to the TEM cutover tool

Anyone with authorizer, delegator, reviewer, administrator and watcher access to the Temporary Employment Monitoring Tool will have access to the Temporary Rule Change Employee Types Collection Tool.

For campus departments, contact employeerelations@uw.edu for access requests or for assistance with existing access.

Medical Centers

Medical Centers Human Resources will be reaching out to medical centers departments over email regarding information collection for the transition.

New position creation

Workday will begin to display new nonpermanent subtypes and job profiles as of June 29, 2022 and will be available for use on July 1, 2022 for position creation. New temporary hourly positions should no longer be created as of July 1, 2022 unless stated on UWHR’s Temporary hourly transition webpage for specific unions. Should a recruitment for a nonpermanent position be completed after July 1, 2022 but before August 1, 2022, the individual will be hired as a temporary hourly employee and converted to a nonpermanent employee during the mass transition change.