Temporary Employee Hiring

Temporary Employee Hiring Info

Temporary positions at the University of Montana are intended to meet short-term departmental needs of no more than twelve months. This page covers how to hire a temporary employee, the requirements that apply at different lengths of employment, and important limitations on temporary appointments.

Important Limitations

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

  • Twelve-month maximum: A temporary appointment may not exceed twelve months under any circumstances. 
  • Recruitment requirement: No temporary position may be filled for more than one year. To convert to a permanent position, a recruitment must be conducted. 
  • No trial period use: A temporary appointment may not be used as a trial period to assess an individual's performance prior to a permanent appointment. A recruitment for a permanent position may not be tailored or expanded to favor a current temporary employee. 
  • Temporary employees may apply for permanent positions: A temporary employee is eligible to apply for any permanent position for which a recruitment is being conducted. 

Requirements By Length Of Employment

The requirements for a temporary hire depend on the anticipated length of employment. Review the tier that applies to your situation before submitting a hire.

  • The department selects the candidate and submits a temporary hire form in UApprove. The rate of pay cannot be less than the current Montana minimum wage; however, it does not need to align with the MUS Compensation Plan hiring rates. Contact the HRS Compensation Office with questions. 

    Required for hire: 

    • Temporary hire form submitted in UApprove at least two weeks prior to the start date
    • New hire paperwork completed by the employee 

  • In addition to the temporary hire form, the department must submit a role description for the position. The HRS Compensation Office will review the role description and confirm the appropriate title and pay rate under the MUS Compensation Plan. 

    Required for hire: 

    • Temporary hire form submitted in UApprove at least two weeks prior to the start date
    • Role description submitted with the hire form 
    • New hire paperwork completed by the employee 

  • If the temporary appointment extends past four months, the employee must be titled and paid at a rate within the MUS Compensation Plan. The HRS Compensation Office will make the final determination on title and pay rate. 

    This threshold is important to consider at the time of hire. If there is any possibility the appointment will extend past four months, the department should submit a role description from the outset and consult the HRS Compensation Office on the appropriate classification and hiring rate of pay before offering the position. 

  • Employees hired for six months or more at 0.5 FTE (half-time, or approximately 20 hours per week) or greater become eligible for University group insurance benefits. A background check is also required for positions of six months or more. 

    Required for hire: 

    • Temporary hire form submitted in UApprove at least two weeks prior to the start date
    • Role description submitted with the hire form 
    • Background check completed by the employee 
      • Issued by HRS
    • New hire paperwork completed by the employee 

Process

Confirm the position qualifies as temporary

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.

Determine the length of employment and review requirements

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 the temporary hire in UApprove

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.

Direct the employee to complete new hire paperwork

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.

Monitor the appointment length

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.

Complete separation at the end of the appointment

When the temporary appointment ends, submit a Separation from Employment form to HRS. Temporary employees may be terminated without cause at any time during their appointment. 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

Summary of Benefits

 

Under 90 days 

90 days to 6 months 

6 months or more 

Workers Compensation 

Yes 

Yes 

Yes 

Sick Leave (after 90 days) 

No 

Yes 

Yes 

Annual Leave 

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.

  • No. 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. Depending on the position type, temporary employees can be subject to all applicable collective bargaining agreements according to the terms specified in each agreement. Contact HRS if you have questions about how CBA provisions apply to a specific temporary appointment.

  • 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@mso.umt.edu, or call 406-243-6760.