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Human Resources

Hiring a New Temporary/Hourly Employee

CWU employs temporary employees to meet short-term and intermittent workload needs.
Temporary/Hourly appointments may not exceed 1,050 hours in a twelve consecutive month period from the original date of hire.

REMINDER: Temporary/Hourly employees may not begin work until the background check and required paperwork is complete!

To ensure compliance with federal laws, consult with the
Talent Acquisition Team (TAT) BEFORE offering your position.
 

Recruiting Solutions User Guide - Temporary/Hourly

The hiring supervisor has the responsibility to ensure that all requirements are met before a temporary/hourly employee begins working.

  1. Talk with your Talent Acquisition Team (TAT) to determine title, job code, length of appointment, pay rate, bargaining unit potential, and benefit eligibility. Reminder: Employee cannot begin work until entire hiring process is complete!
  2. Hiring supervisor must notify candidates to apply to the appropriate temporary/hourly pool through the careers page. If you would like to review a pool of applicants, contact the TAT for access. If the chosen candidate is working for CWU out of state, refer to the Procedure for hiring an employee to work outside of Washington State.
  3. After selecting an applicant, a verbal job offer can be provided contingent upon a successful background check. Do not confirm a start date until the background check is complete.
  4. Prepare a job offer: log in to MyCWU > Main Menu > Human Resources >Recruiting > Browse Job Openings. Search for the correct posting and click on it, find the applicant and select Other Actions (far right of the applicant’s name), Recruitment Actions > Prepare Job Offer (select the correct position number, enter proposed start date, check the box “Notify Applicants”, enter job offer component “Hourly Pay” with rate, add mail stop and end date in the comments section, submit for approval)
  5. TAT will initiate the background check. Supervisor: please let potential employee know that they will receive an email about the background check from a company named HireRight.
  6. Upon completion of a background check, a "Job Offer has been Approved" email is sent to the hiring manager or applicant with a link to “accept or reject” the job offer and finalize the hire process in Recruiting Solutions.
  7. Supervisor contacts the applicant and confirms a start date.
  8. New employee will receive an email with instructions on completing required forms online (I-9, W-4, and direct deposit).
  9. REQUIRED: Supervisor electronically submits Temporary Appointment Form (TAF) webform (the employee, human resources, and supervisor will receive an emailed copy of this form).
  10. Supervisor instructs employee to go to Human Resources with I-9 documentation on the first day of employment.

Reminders:
If the temporary work is similar to work performed by a represented classified cyclic employee who is on a period of cyclic leave, the temporary work should first be offered to the classified employee.

Due to the short-term or intermittent nature of the work, temporary/hourly employees are generally not eligible for insurance coverage.  Eligibility is based on working an average of eighty hours per month for more than six months*. If it is anticipated that eligibility will be met at the onset of the position, benefit enrollment must occur at that time. Human Resources monitors hours worked. Under Washington State law, employees cannot be misclassified to avoid paying benefits.  *Please note that eligibility is based on calendar months, not 30-day periods, and averaging will not include a month with less than 8 hours.

Generally, if a student is taking less than 6 credit hours for undergraduate or 5 credit hours for graduate, the individual is hired as a Temporary/Hourly employee. If you have a student employee who will be hired as a temp, you must end the student assignment in Manager Self Service before the temporary hourly assignment begins.