Hiring Merit and P&S Temporary Employees

Supervisors at UNI provide an integral role in the success of our employees and our University. This page is intended to provide information and resources to enable supervisors to support our greatest resource, our employees. Consider this site your "first stop" for the latest policies, procedures, tools and best practices.

UNI HRS Supervisors
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Forms and Resources
Temporary Hire Pre-Approval Form (PDF)
Creating a Modified Requisition for P&S Temporary Positions (PDF)
Merit Employee Application (PDF)
Business Operations Payroll Periods & Paydays
New Employee New Hire Paper Work
P&S Offer Letter for Temporary Position (MS Word)

Merit AFSCME Offer Letter for Temporary Position (MS Word)
Merit Non-AFSCME Offer Letter for Temporary Position (MS Word)
Search Requisition Preparer Authorization Form (PDF)

Hiring Seasonal Employees


Questions or Comments: Send us an email

Quick Tips

If selected temporary hire is a former UNI employee, they cannot be rehired until at least the beginning of the next pay period following their termination date. For reporting purposes, they must first officially be shown in a terminated status and this cannot be done until all final payroll payments have been made. Contact HRS at 3-2422 with any questions.


All temporary employees hired for non-faculty duties must be coordinated through Human Resource Services.

Temporary employees may not be hired or begin work until proper approvals have been obtained using the Temporary Hire Pre-Approval form (Merit) or the Jobs@UNI requisition (P&S) and the position has been listed on www.iowajobs.org for at least three full calendar (3) days.

New employee paperwork must be completed by the new employee by their first day of employment and returned to HRS no later than the third day of employment.

If the temporary work arrangement will be for a temporary hire to work outside of the UNI worksite at an alternate location, on a regular basis, at least one day a week, an approved agreement must also be attached to the temporary hire PAF. For more information and to view the Telework policy, see the Telework web page.

Supervisors should review UNI Policy 4.03 - Conflict of Interest in Employment and not knowingly make a hire that could create a real or perceived conflict of interest.

Employees are paid on the last working day of the month.


Contact Information for P&S Temporary Hires

Joan Johannes
P&S Employment Clerk IV
(319) 273-3424
joan.johannes@uni.edu

Contact Information for Merit Temporary Hires
Chris Rohwedder
Merit Employment Clerk IV
(319)273-3419
chris.rohwedder@uni.edu

Hiring Resources  

Phone Screening (PDF)
Interview Questions
Tips for Conducting Interviews
Conducting Reference Checks
Sample Reference Check Form (MS Word)
Reference Check FAQ's
 


New Hire Resources  

Supervisor's New Employee Checklist (PDF)
New Employee Checklist (PDF)
New Employee Information
 


General Information

All temporary employees hired for non-faculty duties are coordinated through Human Resource Services.

Temporary staff may not be hired or begin work until proper approvals have been obtained using the Temporary Hire Pre-Approval form (Merit) or the Jobs@UNI Requisition (P&S) and has met other requirements detailed on this webpage.


Temporary Appointment Limits

P&S - Appointments may be full- or part-time for an appointment period which shall not extend beyond one year (12 months).

Merit (AFSCME covered job classifications) - Appointments may be full- or part-time but are limited to 780 hours and no more than four (4) consecutive months per fiscal year.

Merit (Non-AFSCME covered job classifications) - Appointments may be full- or part-time but are limited to 780 hours per fiscal year.

Pay

Generally, P&S temporary employees are paid on a salary basis due to the exempt-level nature of the work performed. See the P&S Salary Ranges for the current year's minimum and maximum salary (see Pay Grade 1).


For part-time positions that are not able to be paid the Pay Grade 1 minimum salary, they must instead be paid on an hourly basis. The minimum hourly rate that can be paid is calculated by taking the Pay Grade 1, 12 month minimum salary divided by 2080 hours.


Temporary Merit employees are generally paid at the entry-level wage for the classification of work being performed within the Merit classifications. Students should be hired through Student Employment where possible. A Merit employee serving in a non-temporary position may also hold a temporary appointment.

Based on federal wage and hour law, hours worked over 40 in a workweek will be paid at a rate of time and one-half the regular hourly rate of pay for positions paid on an hourly basis.

Pay Schedule

Temporary employees are paid monthly on the last working day of the month. Please make sure temporary employees know how to complete and submit their timecard, which is required whether the employee is paid on an hourly or salary basis.

Employees paid on a salaried basis submit their timecard on a monthly basis. Employees paid on a weekly basis submit their timecard on a weekly basis. They cannot be paid without approved weekly timecards. Pay period information can be found at the Office of Business Operations Payroll Periods and Paydays web page.

Benefits

P&S temporary employees with appointments of at least 9 months and 20 or more hours a week are eligible for health and dental insurance, vision insurance, dependent care FSA and IPERS. Employees with appointments for less than 9 months and/or 20 hours per week are eligible for IPERS only when wages paid are $1,000 or more per quarter in two consecutive quarters.

HRS will send benefits information to the new temporary employee if they qualify for benefits. When they are ready to enroll or have questions, they may contact the benefits department in HRS.

Merit temporary staff are not eligible for benefits unless they meet the requirements for IPERS when wages paid are $1,000 or more per quarter in two consecutive quarters.

Fringe Benefit Rates

For information on the current fiscal year fringe benefit rates go to:
http://www.uni.edu/obo/fringe_benefit_rates.shtml

Steps to Hire a Temporary Employee

  1. As soon as temporary hiring need is known, develop a job description or list of duties and then complete and route the Temporary Hire Pre-Approval form (for Merit positions) or a Jobs@UNI requisition (for P&S Employment) to obtain approval to hire. For assistance in creating a Jobs@UNI requisition for P&S temporary positions, see Creating a Modified Requisition for P&S Temporary Positions. Once approved, the temporary position will be listed on the UNI Employment Opportunities page and will automatically feed to www.iowajobs.org. Current regulations for federal contractors require all position vacancies, including temporary positions, lasting at least three (3) days to be listed for at least three (3) full calendar days with the state workforce development office.

  2. Using temporary hiring guidelines listed below, determine candidate(s) to be hired for temporary position.

  3. Complete a Personnel Action Form (PAF) no later than the first day of the temporary assignment notating the Jobs@UNI requisition number on the PAF if a P&S position and attaching:
    1. The fully signed pre-approval authorization form (for Merit employment);
    2. A resume for P&S positions or a completed Merit Employee Application form for Merit positions (the person hired must meet required qualifications of the position);
    3. A temporary appointment offer letter signed by the department head or director and the person hired.

  4. Ensure that the new temporary hire completes new hire paperwork in HRS by their first day of employment. Federal regulations require that employees must complete an I-9 no later than their first day of employment and must be submitted to HRS by their third day of employment.

  5. There is no formal new hire orientation for temporary staff, but encourage the new temporary hire to visit the New Hire web page for information that will supplement the departmental orientation efforts.


Note: If you know a hiring need may extend beyond the P&S or Merit temporary appointment limits, you can begin to work with HRS to classify the position and formulate the position description right away. Then when you are ready to begin a search, the classification work is done.


Temporary Hiring Guidelines

Direct Hire

  1. List all temporary positions lasting three (3) days or more on the UNI Employment Opportunities page and www.iowajobs.org. These listings will be accomplished via HRS once a Temporary Hire Pre-Approval form (Merit) or a Jobs@UNI requisition (P&S) is fully approved.

  2. Advertise the temporary vacancy in other relevant recruitment sources as desired. All recruitment advertisements must be approved by the Office of Compliance & Equity Management. The advertisement should be based on the job description or list of duties and qualifications for the position. For further guidance, contact HRS using the contacts on this page.

  3. For those who meet the qualifications of the position, conduct interviews to determine the most qualified candidate(s).

  4. Offer the position using the P&S Offer Letter for Temporary Position, or Merit AFSCME Temporary Hire Offer Letter, or Merit Non-AFSCME Temporary Hire Offer Letter.

  5. Keep your hiring records (ad, application information, selection notes/justification) for three years.


Temporary Agency Hire

In lieu of directly hiring a temporary employee as described above, departments may elect to hire temporary staff through a temporary agency. UNI has purchasing agreements with selected temporary staffing agencies. A list of those companies is available on the Office of Business Operations website (scroll down to Temporary Staffing). We must utilize these agencies unless they are unable to provide requested temporary staffing.

  1. Complete a Temporary Hire Pre-Approval Form to obtain approvals to hire a temporary employee. HRS will list the temporary vacancy on the UNI Employment Opportunities page and www.iowajobs.org similarly to the direct hire process above.

  2. Contact the temporary staffing agency to provide a description of duties, qualifications and anticipated pay rate based on the position. The staffing agency will attempt to provide temporary employee(s) meeting those specifications. Let them know if you would like to interview candidates before they begin working.

  3. Staff hired through a temporary staffing agency are the employee of the temporary agency. The on-site UNI supervisor will need to sign weekly timecards verifying hours worked and keep in touch with the staffing agency as to the length of the temporary assignment. The temporary agency will bill you the gross wages along with a % mark-up to cover their administrative costs. Inquire with the temporary agency for more information about this.

  4. If staff hired through a temporary agency need access to any of UNI's administrative systems, they will need to be set up as an External in e-Business Suite. In order to do this, they will first need to establish an University ID (UID), if they don't already have one, by going to www.uni.edu/newhire and following the instructions provided. Once the UID has been established, a PAF needs to be submitted. In many cases, a new position title will need to be created before it will be available in the PAF system. You may contact paf-support@uni.edu to determine if a new position title needs to be created. After the PAF is completed through workflow, the e-Business Authorization for Access form needs to be completed and submitted to ITS indicating the administrative access that is needed.


The length of temporary hire time limits also apply to staff hired through a temporary agency.



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Date Updated: March 28, 2014