Temporary Employee Hiring

Temporary Employee Hiring Info

The University of Montana utilizes two categories for temporary employees, Short-Term Worker and Classified Temporary Fixed Term, to meet short-term, cyclical, seasonal, or project-based operational needs. This page covers the definitions of the two categories, how to hire a temporary employee, the requirements that apply at different lengths of employment, and important limitations on temporary appointments.

1. Short-Term Worker

A Short-Term Worker is an employee hired to perform duties that address short-term needs of the work unit and may not be employed by UM for more than ninety (90) workdays in a continuous twelve (12)-month period (beginning the first day of the first appointment). Can be rehired for another twelve (12)-month period, pending HRS approval.

2. Classified Temporary Fixed Term

A Classified Temporary Fixed Term employee is a classified employee who performs duties on a temporary basis, and is hired for a definite period of time: more than ninety (90) workdays and not to exceed twelve (12) months.

Important Notes

Before initiating a hire for a temporary employee, hiring managers should be aware of the following:

1. Short-Term Worker

The University of Montana is a singular employer: If a Short-Term Worker has multiple jobs regardless of department, then the 90-workday limit still applies within the 12-month period
Tracking workdays: Department must track the workdays. If an employee goes over 90workdays, HRS will automatically convert them to a Classified Temporary Fixed Term employee.
Separation: No Separation From Employment form is required, unless separating earlier than contract end date. Employment will be automatically terminated at the end of the contract date.

2. Classified Temporary Fixed Term

The University of Montana is a singular employer: If a Classified Temporary Fixed Term employee transfers from one department to another, then the 12-month period does not start over.
No break in service: A break in service cannot be used to rehire a Classified Temporary Fixed Term employee in the same position for another period of time after one (1) year (12 months).
Probationary period: Time served as a Classified Temporary Fixed Term employee does not count toward probationary period.
Not a permanent solution: A temporary appointment cannot be used as a substitute for a permanent position.
Extensions within 12months: A temporary employee that is originally hired for less than 12 months needs their appointment extended to 12 months or less, the original begin date of the temporary appointment must be used.
Separation: A Separation From Employment form is required to process termination and if applicable, leave payouts.

3. Both Categories

Recruitment requirement for permanent appointment:Temporary employees are not eligible to become a classified employee with permanent status unless selected as the successful applicant in an approved and competitive selection process.
Temporary appointment is not a trial period:A temporary appointment shall not be used exclusively as a trial period for assessing an individual's ability and performance prior to a permanent appointment.
Temporary employees may apply for permanent appointment:A temporary employee is eligible to apply for any permanent position for which a recruitment is being conducted.
Background check required for temporary employees working with minors: employment of a temporary employee assigned to work with minors is contingent upon the successful completion of a criminal background investigation regardless of length of assignment.

Process

Review the limitations above before proceeding. If the need may extend beyond twelve months or is intended to become permanent, contact your Recruitment Specialist before hiring. A temporary appointment cannot be used as a substitute for a permanent position or a formal recruitment.
Identify the anticipated length of the appointment using the tier descriptions above. If there is any chance the appointment will extend into a higher tier, plan for the higher tier's requirements from the start. Contact the HRS Compensation Office to confirm the appropriate title and pay rate before submitting.
Submit a temporary hire form in UApprove. Include a role description if required for your tier. All required hiring documents must be on file in HRS no later than noon on the first Monday of a biweekly pay period for the employee to be paid with the regular payroll in the following biweekly pay period.
Send the employee to HRS to complete their new hire paperwork and I-9 verification before their first day of work. The employee may not begin work until all paperwork is complete and HRS has confirmed authorization.
Track the employee's appointment length throughout the term. If circumstances change and the appointment needs to be extended into a higher tier or beyond twelve months, contact your Recruitment Specialist and the HRS Compensation Office before making any changes. Do not extend a temporary appointment without HRS guidance.
Temporary employees may be terminated without cause at any time during their appointment. Termination of employment prior to completion of the term for which the employee was initially hired should be done in consultation with the HRS Labor Relations unit. If terminating before the end of the stated term, five days written notice must be provided. Gross misconduct or unexcused absence may result in immediate termination.

Benefits Eligibility Summary

	90 workdays or less (Short-Term Worker)	More than 90 workdays to less than 6 months (CTFT)	6 months or more (CTFT)
Workers Compensation	Yes	Yes	Yes
Access Sick Leave (after 90 days)	No	Yes	Yes
Access Annual Leave (after 6 months)	No	No	Yes
PERS Retirement	Voluntary unless 960+ hours	Voluntary unless 960+ hours	Required if 960+ hours projected
Insurance Benefits	No	No	Yes, if 0.5 FTE or greater

Governing Policy

Criminal Background Investigations

Procedure on Background Checks Policy

MUS Staff Compensation Plan

Youth Safety

Frequently Asked Questions

Yes, within the twelve-month maximum. However if the extension moves the employee into a higher tier you must meet the additional requirements for that tier before the extension begins. If the extension would take the total appointment beyond twelve months, a formal recruitment is required. Contact your Recruitment Specialist before making any changes.
A temporary employee may not be converted to a permanent position without a formal recruitment. However the temporary employee is eligible to apply for any permanent position for which a recruitment is being conducted.
Contact HRS immediately. Do not extend the appointment without guidance. Depending on how long the position has already been filled, a formal recruitment may be required. The HRS Compensation Office will also need to review the title and pay rate if the extension moves the employee into a higher tier.
Yes, temporary employees may be subject to criminal background checks based on the length of employment and/or the duties, responsibilities, or requirements for the position such as those working with youth. All temporary employees working for six months or more will be issued a background check by HRS at the time of hire. Full details on criminal background checks are outlined in the Background Check procedure.

Contact This Team

For questions, please submit a ticket through AskHR, email askhr@umontana.edu, or call 406-243-6760.