A social security card showing your new last name is required before a change can be made in Workday. Please show your Social Security card to UWT HR (Carlton 400) after you have initiated the action in Workday.
HOW DO HOURLY EMPLOYEES ENTER THEIR TIME FOR PAY?
Work-study employees can complete their timesheets online in Workday.
WHAT FUNDING SOURCES ARE AVAILABLE FOR A POSITION?
Staff positions may be funded permanently, with dedicated staff salary lines, or on a temporary basis, with a temporary staff budget line. Both of these funding sources cover the benefit-loading rate (the funds for which having already been deducted, are held in a central budget). Funding may also come from a grant budget, as specified by the grant award. Dollars from operating budgets may be moved to cover wages. The benefit-loading rate must be covered in addition to wages for funding sources other than state salary budgets.
HOW DO I MAKE A SALARY OFFER?
Once a final candidate has been identified, the hiring manager should complete the Request for Salary Offer Approval Form and forward it to UW Tacoma HR. UW Tacoma HR will review the salary offer, secure additional approvals as needed, and notify the hiring manager via email when the offer is approved. At that time, the hiring manager is free to contact the candidate to make a contingent offer pending a successful background check, if applicable. The hiring manager should notify UW Tacoma HR when the offer has been accepted and the start date has been identified.
WHO IS ELIGIBLE FOR COMPENSATORY TIME AND OVERTIME?
Overtime eligibility for classified staff positions is indicated on the classified staff classification and pay table. Professional staff positions that are eligible for overtime have payroll title codes that begin with a “9”.
Employees who are eligible for overtime are also eligible to accrue compensatory time, at the employee’s request and with the supervisor’s approval. Accrued comp time must be used by June 30 of every year for classified employees and December 31 of every year for professional staff employees.
Exempt employees cannot accrue compensatory time other than holiday compensatory time (when a holiday falls on the employee’s regularly scheduled day off).
WHERE CAN I FIND OUT ABOUT COMPENSATORY TIME AND OVERTIME?
HOW LONG DOES IT TAKE TO DO A POSITION REVIEW OR RE-CLASSIFICATION?
Formal position reviews are conducted by the UWHR Office of Compensation. A position review takes time, especially for the review in UWHR. You should expect that a reclassification could take 60-90 days. Depending on workload, reviews may take longer than 90 days.
WHEN SHOULD I REQUEST INCREASES FOR MY STAFF?
Classified staff increases may be requested for the following reasons:
Temporary assignment of higher-level duties
Movement to another position with a higher salary through the competitive application process
Assignment to a higher classification through the position review process based on the assumption of higher-level duties that are outside the scope of the current classification
To address serious salary equity/alignment or retention issues (Salary Adjustment - Recruitment/Retention Program)
Recognize and reward eligible contract classified staff whose development of skills, increased productivity, or permanent assumption of higher-level duties have resulted in service enhancements or efficiencies exceeding those normally expected of someone in the employee's classification (but which do not otherwise qualify the employee's position for reclassification)
Professional staff employees may be granted salary increases for various reasons, including the following:
Temporary assignment of duties at the same level or higher
Change in level of duties and responsibilities
Employment offer or active recruitment from outside the University
Internal or external equity
HOW DOES MY DEPARTMENT PAY FOR INCREASES IN SALARY?
Funding for classified positions is budgeted at the top step of the salary range, which will cover all increases up to the top step. Increases due to position upgrades/reclassifications, temporary assignment of higher-level duties (or additional duties for pro-staff employees) or Career Enhancement/Growth Program increases for SEIU-classified may come from salary savings, operational budgets, or temporary funds. Contractual increases (such as cost-of-living increases and across-the-board increases) are funded centrally. If the position is funded on a grant budget, the grant award should be reviewed for allowable allocations. The benefit-loading rate must be covered in addition to wages for funding sources other than state salary budgets.
HOW DO I DO A TEMPORARY SALARY INCREASE FOR FACULTY?
Faculty compensation is coordinated by the Director of Academic Human Resources in Academic Affairs.
WHAT OTHER FORMS OF COMPENSATION EXIST?
In addition to the compensation practices or programs described above, classified employees may be eligible to receive premium pay such as shift differential pay, standby pay, call back pay, etc. To determine which premium pays apply, consult the applicable labor contract.
Please work with UWT HR on any department-initiated (involuntary) FTE increases.
HOW DO I GET ACCESS TO UWHIRES?
Access to UWHires is granted by UWS HR at the request of UWT HR for individual requisitions. To request access to a specific requisition, send an email request to UWTHR with the names and NetIDs of all individuals who need access, along with the requisition number or job title. Once access has been granted, UWT HR will notify individuals via email with instructions on accessing and navigating the requisition in UWHires.
WHERE CAN I FIND INFORMATION ABOUT INTERVIEWING?
The UWHR website provides helpful information about interviewing, including guidelines on behavioral interviewing, virtual interviewing and interviewing courtesies for individuals with disabilities.
WHAT QUESTIONS CANNOT BE ASKED AN APPLICANT?
Any pre-employment inquiry or the keeping of any record of protected status before employment for a discriminatory purpose is prohibited and may be evidence of an unfair practice when connected to the applicant's protected status unless the particular quality inquired about is a bona fide occupational qualification. Review the Fair Pre-employment Guidelines in preparation for developing your interview questions.
WHAT DOCUMENTATION SHOULD BE RETAINED DURING THE HIRING PROCESS?
Any assessment instruments and questions used in the process must be retained, along with any notes made about a candidate by any participant during any part of the process: resume screening, interviews, reference checks, etc. These records must be retained by the hiring department according to the UW record retention schedule for these documents.
Yes, reference checking is a critical part of the search process allowing the hiring manager to verify accuracy and uncover relevant facts to ensure due diligence in the hiring process. At least two (2) references must be checked, including the current (or most recent) supervisor of the candidate.
A "new" position is an opening that is NOT replacing another employee who has vacated a position that still exists in Workday.
HOW DO I BUDGET FOR MY POSITION?
Classified staff positions need to be funded at the top of the applicable salary range. Review the salary ranges for classified positions. The top of the range for each job classification is located under "Maximum Incremental Monthly Rate." Multiply this rate by the position's service period (i.e., 12 months) and you will have the annual amount that needs to be budgeted for the position.
Contact UW Tacoma HR for market ranges for Professional staff.
WHO APPROVES HIRING REQUESTS?
The supervisor or hiring manager should initiate the request to hire by completing the Request for Authorization for Recruitment and Hire Form. The request should then be reviewed and approved by the director and/or budget authority. Vice Chancellors must approve positions that required new or additional funding.
Completed forms should be sent to UWT HR along with the job description for HR review. Upon UWT HR approval, funding for the position will be verified by the Associate Vice Chancellor for Finance and Administration. Once the budget is verified, the position will be submitted for UW Seattle’s review and posting via UWHires.
Ensure that any equipment, technology, and space needs are budgeted for and approved by contacting the appropriate departments directly.
HOW DO I DEVELOP A JOB DESCRIPTION?
Classified position descriptions consist of the following elements:
General purpose of the position
Consult classified job specifications for examples of work and requirements. The job description should be specific to the department and position needs.
New Professional staff position descriptions require completion of the Professional Staff Position Description Form for evaluation by the UW Compensation Office to ensure that new professional staff positions are exempt from classified service. Consult UW professional staff job descriptors (as available) for examples of work and requirements. Professional staff positions that are replacements without a change in payroll title require only an update of the previous job posting. Contact UWTHR if you need a copy.
WHAT IS CONSIDERED A "TEMPORARY POSITION"?
Temporary positions are generally either:
Less than 20 hours per week; OR
Less than 12 months in duration.
Positions that are at least 50% FTE (20 hours per week) and expected to continue for longer than 12 months should be filled as "regular" positions, requiring an open competitive recruitment. Please consult with UWTHR to discuss needs and funding for specific positions.
WHAT POSITIONS ARE CONSIDERED ACADEMIC STUDENT EMPLOYEES (ASEs)?