Human Resources

Temporary rule change FAQs

This page was updated July 6, 2022.

The information below is subject to collective bargaining for staff covered by collective bargaining agreements.

Definitions

An employee is regularly scheduled if they are assigned a schedule with a fixed number of working hours in a workweek that is less than full-time equivalent.

Compensation, classification, and benefits

Employees in nonpermanent and intermittent positions are paid on steps like other classified employees. When the rate of pay associated with the step changes (across the board increases), employees in nonpermanent and intermittent positions will receive that same increase.

How employees receive step increases follows civil service rules for classified non-union employees or the rules of their collective bargaining agreement for contract classified employees.

Classified non-union employees receive a two-step increase annually on their progression start date. Increases continue until the employee reaches step L of the salary range (WAC 357-28-060).

Inclusion of nonpermanent and intermittent employees in a bargaining unit is subject to the rules of the Public Employment Relations Commission under WAC 391-35-350, which is being changed as a result of these temporary rule changes. Based on rule drafts, is understood that nonpermanent and intermittent employees will be presumptively included in the bargaining unit.

No. The nonpermanent-fixed duration subtype may be used for classified non-union job profiles and the following classified unions, subject to collective bargaining:

  • SEIU 925 (not IHME bargaining unit)
  • WFSE (not WFSE Police Management)
  • SEIU 1199
  • WSNA
  • Inlandboatmen’s Union

No. In addition to a short-term project or leave of absence backfill, nonpermanent-fixed duration positions may be filled when recruiting to fill a vacant position with a permanent employee (e.g., as a temporary backfill), to perform temporary work, or when the unit is not filling a position with a permanent appointment due to the impending or actual layoff of a permanent employee. These reasons are subject to collective bargaining.

No. Current employee sub-types for professional staff positions are not affected by temporary rule changes. However, employees in Limited Term Appointments will earn holiday pay and accrue vacation and sick time off calculated using an FTE derived from the number of hours they were paid in the month (see Staff Accrual Calculations (PDF) for a description of how this will work). Additionally, a new job profile has been created for LTAs in grades 11 and above to ensure employees accrue vacation time off at a higher vacation accrual rate in alignment with regular professional staff positions grades 11 and above.

Departments must not fill a position with a nonpermanent appointment when the work of the position is scheduled, ongoing and permanent in nature. If at any time during a nonpermanent appointment, a short-term workload peak or other short-term need becomes ongoing and permanent in nature, departments must take action to fill the position on a permanent basis.

Regular staff positions of less than 0.5 FTE may be assigned to an employee whose weekly scheduled hours are the same every week and less than 20 per week and who is performing work that is ongoing in nature and has no end date.

Standard benefits eligibility determination rules apply. For each nonpermanent or intermittent position, the answers to the benefit eligibility questionnaire, prior work history and PEBB participation drive eligibility.

Return to top

Holidays and leave

If the employee is in a nonpermanent-fixed duration position, they will earn paid holidays based off their FTE, or expectation of work. Based on the employee’s work schedule, they will either enter holiday taken time off on their scheduled day or will earn holiday credit if the holiday falls on an unscheduled day.

If the employee is in a nonpermanent-hourly or intermittent position, they will earn paid holiday credit at the end of the month of the holiday based on actual paid hours in the month of the holiday. The holiday credit is available for use the following month and is available for cash out on June 30 of each year.

See Staff Accrual Calculations (PDF) for more information.

  • Nonpermanent-fixed duration: Employees in nonpermanent-fixed duration positions hold an FTE, so their vacation and sick time off accruals are calculated using that FTE.
  • Nonpermanent-hourly or intermittent: Vacation and sick time off accruals are calculated using an FTE which is derived from the number of hours they were paid in the month.

Questions? See Staff Accrual Calculations (PDF) for an infographic on this topic.

Return to top

Job changes

  • Paid time off balances transfer at job change. Accrued vacation and sick time off and the personal holiday transfer with the employee; holiday credit and compensatory time are paid.
  • The time off service date and company service date are maintained.
  • Paid time off balances transfer at job change. Accrued vacation and sick time off and the personal holiday transfer with the employee; holiday credit and compensatory time are paid.
  • The time off service date and company service date are maintained.

BLR costs will not increase immediately as a result of this change. However, moving an employee from a temporary position to a salaried FTE position will change load rates. The table below displays the rates associated with the new employee sub-types for temporary hourly staff transitioning to classified titles.

Subtype Load Rate
Regular 0160 – Classified
Nonpermanent-Hourly 0180 – Temporary/Student/Overtime
Nonpermanent-Fixed Duration 0160 – Classified
Intermittent 0180 – Temporary/Student/Overtime

Return to top

Transitioning current temporary employees to nonpermanent positions

The Tool should display all campus temporary hourly staff within a department’s span of control as set in the Temporary Employment Monitoring Tool. Notify UWHR via employeerelations@uw.edu of any missing information.

Answers will be collected for all temporary hourly staff between early June 2022 and July 31, 2022. Responses previously entered may be overwritten by entering new information for the impacted employee(s).

If the employee’s start date is after July 1 and before August 1, the requisition should be created using a nonpermanent position (excepted if stated otherwise for specific unions). At time of hire, the requisition in Workday will be changed by your recruiter to hire the individual as a temporary hourly employee. During the August 1 mass transition change they will be converted to a nonpermanent position.

If the employee’s start date is after July 1 and before August 1, the requisition should be created using a nonpermanent position (excepted if stated otherwise for specific unions). At time of hire, the requisition in Workday will be changed by your recruiter to hire the individual as a temporary hourly employee. During the August 1 mass transition change they will be converted to a nonpermanent position.

Requisitions for temporary hourly staff positions that are completed prior to July 1, 2022 can proceed normally (except for the use of the temporary staff helper job profile). Individuals hired into temporary staff positions during this time will be included in the Temporary Rule Change Employee Types Collection Tool for transition data collection.

Return to top