Process in Hiring a Temporary or 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.
Hiring a Temporary/Hourly Employee?
*Reminder: A background check must clear and required paperwork be completed before your temp/hourly employee may begin work. To ensure compliance with federal laws, consult with the Talent Acquisition Team (TAT) before offering your position.
Hiring Temporary/Hourly Employee Procedure Checklist:
- Preparing Position
I want to:
A. Hire an individual I’ve already identified or find someone in an existing pool of applicants:
a. Submit ‘request position change’ or ‘request new position’ to prepare position.
b. Notify candidates to apply to appropriate pool through the Careers page.
Note Current CWU Students and Employees: Please search and apply through MyCWU by navigating to the Student or Employee Dashboard.
B. Rehire a temp who worked with me within the last 12 months:
a. Rehire via ‘request position change
b. In ‘comments’ section include: name and employee ID
C. Transfer my current student employee to a temp employee:
a. If transferring into a new temp position: submit ‘request new position’, then ‘transfer’ student into the new position.
b. If transferring into an existing temp position: submit ‘request position change’ if you need to update the position, then ‘transfer’ student into position.
D. Post and advertise to find a new temp:
a. Submit ‘request position change’ or ‘request new position’
b. TAT will work with you to post your job
If the temp/hourly employee will be working for CWU out of state, refer to the procedure for hiring an employee to work outside of Washington State.
- Selection Process
3. Review applicants online – TAT will provide access to applicant pools as requested.
5. Interview and select finalist as necessary.
6. Call top candidate and offer the job contingent on a successful background check (confirm start date after receiving 'job offer confirmation' email)
*A background check must be completed for final candidate prior to a confirming offer.
- Hiring and Onboarding Process
7. Submit 'prepare job offer' online: Main Menu> Human Resources>Recruiting> Browse Job Openings. Click on posting, find applicant, select ‘Other Actions,’ then Recruitment Actions> Prepare Job Offer. Select position number, enter proposed start date, check “Notify Applicants,” enter job offer component “Hourly Pay” with rate, add mail stop and end date in comments section, and submit for approval. [Refer to Recruiting Solutions User Guide (PDF) page 9.]
8. Notify applicant to watch for email from “HireRight” to consent to background check.
9. Upon receipt of “Job Offer has been Approved" email, accept job offer in Recruiting Solutions.
10. Submit online Temporary Appointment Form (TAF) (when prompted, please enter your CWU credentials - email@example.com and password)
11. Remind employee to report to HR to complete I-9. If I-9 is not completed by the end of the third day after your employee begins work, the job will be terminated and your employee may no longer work as he or she has not proven eligibility to be employed in the United States.
12. Do one of the following:
- For Temp/Hourly employees working 2 weeks or less, share the following overviews with new hire: Equal Opportunity Guidelines (PDF) and University Safety Overview (PDF)
- For Temp/Hourly employees working more than 2 weeks, please ensure they take the following online course:
- Onboarding for Temporary/Hourly Employees (45-60 minutes)
13. Welcome your new employee!
- Important Reminders
- If the temp/hourly work is similar to that performed by a represented, classified employee on cyclic leave, the work must first be offered to the classified employee.
- Temp/hourly employees are generally not eligible for insurance coverage. However, eligibility is based on working an average of eighty hours per month for more than six months. If the threshold is met, employer contribution toward benefits is required. If eligibility is anticipated at the onset of the position, benefit enrollment must occur at that time. Under Washington State law, employees cannot be misclassified to avoid paying benefits.
- If a student is taking less than 6 undergraduate or 5 graduate credits, the individual must be hired as a temp/hourly employee. The student assignment must be ended in Manager Self Service prior to the temp/hourly assignment beginning.