Hiring Temporary Employees
Effective January 1, 2021, the University of Colorado Boulder will be revising temporary employee hiring procedures in order to meet the requirements of the Colorado Equal Pay for Equal Work Act. These new regulations require that all openings, including temporary positions, are posted to our CU Boulder Job site with the salary rate or range, and are categorized to match similar positions on campus. To help navigate these new regulations, Campus HR will partner with departments to post and fill temporary vacancies, including options for hiring working retirees. Our experienced recruiters will work with you to identify the best option for filling your vacancy and how to structure the process to ensure compliance with state and federal regulations. Additional guidance will be added soon.
As required by state personnel rules, Temporary Aide Classified appointments (P1A1XX) cannot exceed 9 months in a rolling 12-month period. The 12-month period is counted from the appointment start date.
The length of a Temporary University Staff appointment (2582) may not exceed a period of 12 months. An employee may not be hired into another temporary position on campus when the 12 month period has expired. They must stop working or complete a recruitment process to be hired permanently. They are eligible to begin another 12 month temporary appointment after a break of 13 pay periods (approx. 6 months).
The 9 or 12-month period is counted from the appointment start date, not from January 1st or July 1st. If the work period is continuous, this can be a true 9-12 months, e.g. December 15th through December 14th. If the work period is not continuous, one or more days worked within a month is counted as a whole month.
Nine month appointments are recommended for full-time work to avoid incurring benefits costs under the Affordable Care Act (ACA). 9 month appointments require a 3 month break in between temporary appointments. Appointments between 9 months and 12 months require a 6 month break in between temporary appointments to avoid ACA implications.
- A temporary employee cannot work 9-12 months for one department, then work an additional 9-12 months for another department if the additional assignment falls within the same 12-month period.
- Before a hire is made, departments are advised to determine if the individual they are considering for temporary work has performed any temporary work for the University or other state agencies in the past 12 months.
- Please note that temporary positions are not intended to replace a department’s regular staffing strategy. If your department is repeatedly filling the same temporary position, please contact Human Resources to discuss alternate solutions.
Temporary appointments are not eligible for benefits. However, if a temporary employee works 1,560 hours in a 12-month period, i.e., .75 FTE, the employee becomes eligible for benefits going forward under the Affordable Care Act (ACA). Therefore, Temporary University Staff appointments are limited to 9 months with a 3 month break or up to 12 months with a 6 month break.
Departments will follow their college or department internal process of obtaining funding approval for the hire.
If the department needs to create, update, or identify a vacant temporary position, the campus HR service center team can assist with this process.
For a new position or to update a current positon, the department will need to provide the campus HR service center team with the following essential information:
- Department number
- Reports to
- Funding information (speedtype and % distribution)
Once the position request is processed, the HR Service Center will respond to the department with the position information.
Whether you need support in finding a temporary candidate or if you have an identified candidate already, the process is simple. Here is how to get started and what you can expect throughout the process:
- The Hiring Approval 2020 form must be completed and submitted to Human Resources as part of the position, recruitment, or offer process for all positions requiring Officer or Cabinet approval. See our COVID-19 HR Processes website for guidance.
- Submit a Temporary Hiring Request through the Position Management Portal when you are ready to fill a temporary position. A Campus HR Recruiter will contact you to discuss the position and how to best structure the process to fill the vacancy.
- Per requirements of the Equal Pay Act, all identified candidates must apply to an active posting. Your Campus HR Recruiter will screen the candidate’s qualifications and confirm their eligibility for the temporary appointment.
- If you have not already identified a candidate, your Campus HR Recruiter will work with you to identify the best and most expedient way to post and fill the position. For high volume roles, your recruiter may refer to you qualified applicants. You can review candidate materials and provide feedback in the Hiring Portal.
- When a final candidate is identified, your Campus HR Recruiter will discuss with you the offer and plan for making a verbal offer.
- When a verbal offer is accepted, Campus HR will initiate the background check, draft a written offer, and route the offer for department approval and final candidate signature through CU Boulder Jobs.
- Once personal information has been collected and the background check is cleared for the candidate, Campus HR will push the information to HCM and send confirmation to the hiring department that the candidate is clear for hire.
When creating new temporary positions, the Temporary University Staff code of 2582 is recommended if applicable. The Temporary Aide Classified code (P1A1XX) is also an option. Please note that these two temporary appointment job codes do not pertain to retiree appointments.
Beginning February 1, 2019 all temporary appointments using the Temporary University Staff code (2582) or Temporary Aide Classified code (P1A1XX) will require an offer letter using the new updated template. Please note that temporary appointments will not be approved in HCM, and the individual cannot start work, until the signed offer letter is received and background check (if applicable) is complete.
Offer letters are required. All university and classified staff temporary and retiree offer letters will be processed through Avature. Please note that temporary appointments will not be approved in HCM, and the individual cannot start work, until the signed offer letter is received and background check (if applicable) is complete.
- To simplify the administration of temporary appointments, all temporary appointments are set up as biweekly/hourly. As a result, these positions are overtime eligible. Contact a position management/compensation consultant with any questions on an appointment’s overtime eligibility status.
- The temporary employee will require a background check in accordance with the Boulder Campus Background Check Policy before Human Resources will approve the hire. The temporary employee may not start work until the background check has been completed and approved.
- Temporary employees do not receive salary survey adjustments or merit increases.
- Temporary employees do not earn annual leave. A temporary employee may request time off and it may be granted, butit may not be paid leave.
- If temporary employees work overtime they are paid at the time-and-a-half rate through payroll and do not accrue compensatory time.
- Temporary employees interested in becoming regular employees (non-temporary) will need to apply and compete for regular positions. Please begin this process at least three months prior to the temporary appointment expiring.
- If a temporary employee becomes a regular employee, the time worked as a temporary employee does not count toward length of service or seniority.
- Classified temporary aide appointments are limited to 9 months of work in a rolling 12-month period.
- University staff temporary appointments are limited to a period not to exceed 12 months.
- When it is identified that a temporary hire has a current active appointment at CU, campus HR will process an assessment report to determine the employee’s eligibility for a temporary appointment.
- Any questions related to overtime eligibility for an employee with multiple appointments will be referred to a position management/compensation consultant for review and may require completion of a Dual Employment Agreement Form.
- If the background check is older than three years, a new background check will be processed by Campus HR.
- The campus HR service center will then notify the requester of the completion of the temporary hire and provide the employee ID.
- The signed offer letter will be sent to the campus HR records room.
- Keep a record of dates and hours worked by temporary employees. Submit this information in a timely manner so the employee is paid at the expected time. This information is submitted through PeopleSoft HCM Time Entry.
- When a temporary appointment ends, request to terminate the appointment in HCM immediately through the campus HR service center. The payroll record should show clearly that a temporary appointment did not exceed nine months.
- Temporary positions are not intended to replace a department’s regular staffing strategy. If your department is repeatedly filling the same temporary position, please contact Human Resources to discuss alternate solutions.
Retirees may be hired into retiree job codes 2583 and 2585 and are limited to a 9-month, 12-month or other defined project period. Appointments may be used to:
- Train, cross-train, transfer knowledge or act in a short-term mentoring role for a new incumbent;
- Fill a position that is defined as non-supervisory and part-time;
- Fill a position on a unique and non-recurring project;
- Provide specialized knowledge or fill a specialized role;
- Fill an interim vacancy; or
- To fill a role deemed necessary by the Chancellor of a campus or the President of the System.
In addition, while retirees are generally not appointed to supervisory positions, there may be extraordinary situations where a retiree is asked to assume supervisory responsibilities for a limited period of time while a search is underway (e.g., no current employee can step into that role or critical knowledge and experience are required).
Hiring Colorado Public Employee Retirement Association (PERA) retirees based on C.R.S. 24-51-1101 results in certain complexities and constraints. It is the employee’s responsibility to confer with Employee Services and PERA to understand the implications of working as a PERA retiree (length of service, impact on PERA benefits, etc.).
Before hiring a retiree, review the requirements under APS 5040 and the Procedures for Hiring Working PERA Retirees into Staff Positions for further information.