/policies/,/policies/administrative/,/policies/administrative/uwhc/,/policies/administrative/uwhc/uwhc-wide/,/policies/administrative/uwhc/uwhc-wide/personnel/,

/policies/administrative/uwhc/uwhc-wide/personnel/949.policy

201411325

page

100

UWHC,

Policies,Administrative,UWHC,UWHC-wide,Personnel

Temporary Employees (9.49)

Temporary Employees (9.49) - Policies, Administrative, UWHC, UWHC-wide, Personnel

9.49

9.49 Temporary Employees
Category: UWHC Administrative Policy Print
Policy Number: 9.49
Effective Date: September 1, 2014
Version: Revision
Section: Personnel (Hospital Administrative)


I. PURPOSE

This policy defines temporary positions and associated terms and conditions of employment in the University of
Wisconsin Hospital and Clinics (UWHC).

II. POLICY

The UWHC will employ individuals on a temporary basis when necessary. A temporary employee is commonly used
to cover leaves of absence, short-term projects, workload fluctuations, and for other reasons identified by the
department director. Temporary employees will be hired through the regular appointment process, including
compliance with pre-employment requirements. The work schedule of such an employee varies based on the
staffing needs and budget of the department and for patient care positions shall be consistent with the Institute of
Medicine guidelines for hours worked in a day.

III. PERSONS AFFECTED

This policy applies to non-represented temporary employees. This policy does not apply to students, project
employees, interns, Graduate Medical Education trainees, temporary agency personnel, Clinical Overload,
employees in training, , or regular status positions.

IV. PROCEDURES
A. Compensation
1. With the exception of per diem titles, the rate of pay for temporary employees in non-
represented titles is usually comparable to the rate of pay for a newly hired employee in a regular
status position performing comparable duties under a similar level of supervision. Departments
may exercise discretion and set the rate of pay higher or lower than the rate of pay for newly-
hired employees after consulting with the Human Resources (HR) department's Compensation
staff and considering internal equities and budgetary consequences. Per diem pay is based on the
amount of hours the employee commits to working during a 4 week scheduling period. These pay
rates are reviewed annually.
2. Temporary employees in WSEU titles are typically hired at a pay rate at or below the minimum of
the pay range for the classification to which the job duties are assigned. However, they must be
paid at least the local, state or federal minimum wage, whichever is greater, unless a lower wage
is authorized under the Fair Labor Standards Act (FLSA). There may be exceptions that allow
temporary employee in WSEU titles to be paid at a higher rate. Use of these exceptions must be
pre-approved by the Director, HR Operations. The exceptions are as follows:
a. Dual Temporary and Regular WSEU Positions: A temporary employee who is also a
current regular WSEU employee and whose duties and responsibilities of the temporary
position are in the same classification series of the regular position, may be paid at a
rate higher than the pay range minimum but may not be paid higher than the
employee's regular WSEU rate of pay. However, the base pay rate may not exceed the
maximum of the pay range for the counterpart regular classification of the temporary
position.
b. Hiring Above the Minimum (HAM): HAM for a temporary employee in WSEU titled
position may be requested by the hiring manager and must be approved by the
Compensation representative.
c. Reinstatement/Restoration: A temporary employee who is a former regular WSEU
employee with reinstatement eligibility or restoration rights to the applicable regular
classification and the duties of the temporary position are in the same classification
series of the previous regular WSEU position(s) may be paid according to the
reinstatement or restoration provisions of the applicable collective bargaining
agreement.
3. As part of the annual merit review process, Compensation will review the pay rates for temporary
employees. The employee’s start date and pay relative to the pay range for the classification to
which the job duties are assigned are the basis for determining eligibility for an
increase. Compensation will send the list of eligible employees, along with the budget amount, to
the appropriate director for review and approval. Current and future availability of funds to

compensate employees based on department operating budgets will be a factor for
consideration. Typically temporary employees will not receive increases outside the annual review
process. Temporary employees in WSEU titles may be eligible for a pay increase of up to the
minimum of the pay range for their classification, and this amount may be capped. Exceptions
are as follows:
a. Dual Temporary and Regular WSEU Positions: A temporary employee who is also a
current regular WSEU employee and whose duties and responsibilities of the temporary
position are in the same classification series of the regular position, may receive an
annual increase, but their base rate for the temporary position may not be higher than
the employee's regular WSEU rate of pay.
b. Hiring Above the Minimum (HAM): If the temporary position is approved for HAM, the
employee may receive an increase up to their new HAM point if applicable.
4. Special pay programs may be developed in conjunction with Compensation staff to address the
specialized compensation needs of a department. These programs must be reviewed and
approved by the Compensation Committee and Vice President of Human Resources prior to
implementation. Temporary employees will not be paid more than the maximum of the pay range
for their classification.
B. Duration of Employment
1. With the exception of per diem titles, the period of employment for a temporary employee
typically will not exceed one year. Managers are responsible for reviewing and evaluating if
continued use of a temporary position is appropriate, or if a regular position should be created.
Managers should consult with the HR department in this evaluation. Recruitment and selection
procedures must be followed. The incumbent of the temporary position will not be automatically
converted to regular status.
2. Continued employment as a temporary employee is contingent upon both employee performance
and departmental needs. Employment may be terminated for non-discriminatory reasons at any
time, without right of appeal. Temporary employees are not entitled to the investigatory and
appeal procedures outlined in Hospital Administrative Policies 9.54 and 9.55. The employee is to
be notified in writing by the department within a reasonable period of time following termination
of employment.
C. Benefits
1. Wisconsin Retirement System (WRS)
In accordance with the WRS requirements as specified in Chapter 40 of the Wisconsin Statutes,
temporary employees who have worked at least 1200 hours in the immediately preceding 12-
month period are eligible for benefits. At the end of one year of employment, a representative
from the HR department's Benefits staff will review and determine the employee's eligibility for
benefits. If the eligibility criteria are not met at that time, this review will continue with each
successive pay period until the eligibility is met.
2. Based on departmental needs, a department manager may specify at the time of hire that a
temporary employee is anticipated to work at least one year and at least 1200 hours within that
year. An example of this situation is an employee who is hired on a full-time basis to complete a
long-term project that has a predetermined completion date. In this situation, the employee is
eligible to participate in the WRS immediately.

Consequently, once an employee is benefits eligible and elects to participate in various WRS
programs, there are additional costs and budgetary implications due to mandated employer
contributions. Consideration should be given to the cost/benefit to the department when hiring
temporary employees who may require employer contributions to programs such as the WRS and
group health insurance that are equal to or greater than the actual compensation paid to the
employee.
3. Health, Life and Disability Insurances
On the first of the month following six months in the WRS, the employee is eligible to receive
approximately 50% employer contribution toward the health insurance premium, and life and
disability insurance are also offered at this time. The effective date of the WRS-related insurances
and the UWHC contribution toward premiums is in accordance with Chapter 40 of the Wisconsin
Statutes.
4. Miscellaneous Benefits
All temporary employees are immediately eligible for military leave and may become eligible for
family and medical leave, as provided by state and federal law. Contributions to unemployment
and workers' compensation, as well as social security contributions are made on behalf of all
temporary employees by the UWHC beginning with the first pay period of employment.
5. Excluded Benefits
A temporary employee is not eligible for vacation, paid holidays, sick leave, tuition
reimbursement, or employee reimbursement accounts. Time spent as a temporary employee
does not count toward years of service for determining vacation accrual or the hospital service
award recognition program.

D. Appointment to a Regular Position Following Service as a Temporary Employee
A temporary employee is eligible to compete for vacant regular positions at any time. If a temporary
employee is hired into a regular position:
1. As specified in Chapter 40 of the Wisconsin Statutes, the employee's WRS benefit eligibility is
based upon the hire date into the regular position, unless, the employee was previously WRS
eligible under the temporary position. In that situation, the WRS eligibility date is associated with
the original temporary appointment.
2. An employee that was WRS eligible in a temporary position but chose not to enroll in benefits,
and then is appointed to a regular position, has 30 days to enroll in group health insurance only -
in accordance with Wisconsin Act 202. Pursuant to Chapter 40 of the Wisconsin Statutes, the
employee is not eligible for other insurance (e.g., disability or life insurance, etc.) unless the
employee had that insurance as a temporary employee. If the employee has at least a thirty (30)
day lapse in employment between the termination date of the temporary position and the date of
hire into the regular position they would be given the opportunity to enroll in all insurances. An
example of this situation is a WRS participating temporary employee who initially declines Income
Continuation Insurance (ICI) and life insurance, but later desires to add this coverage once s/he
is hired into a regular position. Unless this employee has at least a thirty (30) day break in
employment, ICI and life insurance is not immediately available to this employee.
3. Temporary employees can apply for certain other benefits and may qualify provided they meet
specific factors in accordance with state laws. The employee's eligibility for non-WRS related
benefits, such as paid vacation, sick leave and holidays, is based upon the original date of
appointment in the regular position or as required under the applicable labor agreement.
Temporary employees who accept a regular position will not receive credit for the time served in
the temporary appointment.
4. A temporary employee who obtains a regular position will be required to complete the normal
probationary period associated with the regular position.
V. MODIFICATIONS

This Policy creates no rights, contractual or otherwise. Statements of policy obtained herein are not made for the
purpose of inducing any person to become or remain an employee of UWHC, and should not be considered
"promises" or as granting "property" rights. UWHC may add to, subtract from and/or modify this Policy at any time.
Nothing contained in this Policy impairs the right of a non-represented employee or UWHC to terminate the
employment relationship at-will. For represented employees, who are not at-will employees, this policy does not
supersede, limit nor grant any rights beyond those provided by the applicable collective bargaining agreement.

VI. REFERENCES

Hospital Administrative Policy 9.18-Employment/Pre-Employment Reference & Background Checks
Hospital Administrative Policy 9.23-Pre-Employment Drug Testing for Safety Sensitive Positions
Hospital Administrative Policy 9.37-Appointment Process
Fair Labor Standards Act (FLSA), 29 U.S.C. §201, et seq.
Wis. Stat. Chapter 40
Wis. Stat. §230.26


VII. COORDINATION

Senior Management Sponsor: SVP, Human Resources
Authors: Director, Human Resources; Director, HR Operations

Approval Committee: Administrative Policy & Procedure Committee

SIGNED BY

Ronald Sliwinski
Interim President & CEO