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.
P&S - Appointments may be full- or part-time for an appointment period which shall not extend beyond one year (12 months).
Merit - Appointments may be full- or part-time but are limited to 780 hours in a fiscal year.
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 Matrix for the current year's minimum and maximum salary (see Pay Grade 1).
For part-time schedules that cannot accommodate these salary amounts, the employee can be paid on an hourly basis with the minimum hourly rate being the Pay Grade 1, 12 month 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 not generally be hired for temporary Merit positions. 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.
Temporary employees are paid monthly on the last working day of the month. Please make sure temp 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.
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.
For information on the current fiscal year fringe benefit rates go to:
- 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 to obtain approval to hire and a classification determination.
- Using temporary hiring guidelines, determine candidate(s) to be hired for temporary position.
- Complete a Personnel Action Form (PAF) no later than the first day of the temporary assignment attaching:
- The fully signed pre-approval authorization form;
- 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);
- A temporary appointment offer letter signed by the department head or director and the person hired.
- 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 third day of employment.
- There is no formal in-person 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 12 month (P&S) or 780 hour limit (Merit), 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.
- Wherever possible, advertise the temporary vacancy in relevant recruitment sources. 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.
- For those who meet the qualifications of the position, conduct interviews to determine the most qualified candidate(s).
- Offer the position using the P&S Temporary Hire Offer Letter or Merit Temporary Hire Offer Letter.
- 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.
- Complete a Temporary Hire Pre-Approval Form to obtain approvals to hire a temporary employee.
- 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.
- 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.
- 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 firstname.lastname@example.org 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.