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 notes 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 90 workdays in a continuous 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 90 workdays and not to exceed 12 months.

*If you are hiring a retiree of the Montana University System, please click here for further information.

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
  • Track workdays: Department must track the workdays. If an employee goes over 90workdays, HRS will automatically convert them to a Classified Temporary Fixed Term employee.
    • Workdays are defined as days the employee will be fulfilling the responsibilities of the job, regardless of hours. 
  • 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.
  • Extension within 12months: A temporary employee that is originally hired for less than 12 months and needs their appointment extended up to 12 months, the original begin date of the temporary appointment must be used.
    • For an extension beyond 12 months, contact your Recruitment Specialist.
  • 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.

Requirements by Length of Employment

  • The department selects the candidate and submits a Short-Term Worker hiring form. The rate of pay is at the discretion of the hiring department. The rate cannot be less than the Montana minimum wage. Contact the HRS Compensation Office with questions.

    Required for hire:  

    • Short-Term Worker hiring form submitted in at least two weeks prior to the start date 
    • New hire paperwork completed by the employee if needed 

  • The department selects the candidate and submits an Electronic Hiring form for a temporary hire in UApprove. A role description for the position is required. The HRS Compensation Unit will review the role description and determine the appropriate compensation title and pay rate under the MUS Compensation Plan. If the position falls outside of the MUS Compensation Plan, then HRS Compensation/Recruitment will reach out to consult on exploring a Recruitment Exception for an LOA. 

    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 needed 

    Consult with the HRS Compensation Unit before hiring a temporary employee for more than 90 workdays to get guidance on role descriptions and appropriate pay rate.  

  • Employees hired for six months or more at 0.5 FTE (half-time, or approximately 20 hours per week) or greater become eligible for UM 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 issued by HRS and completed by the employee  
    • New hire paperwork completed by the employee if needed 

Process

  • Review the notes above before proceeding. If the need may extend beyond twelve months or is intended to become permanent, contact your Recruitment Specialist before hiring. 

  • Identify the anticipated length of the appointment using the two categories above. If anticipated beyond 90 workdays, contact the HRS Compensation Office to confirm the appropriate title and pay rate before submitting.

  • Submit a temporary hiring form in UApprove for the classified temporary fixed term position. Include a role description if required. 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. Contact AskHR@umontana.edu if you have any questions on how to submit a hiring form in UApprove. 

     

    Submit a ticket to AskHR@umontana.edu regarding how to submit a short-term worker hiring form.

  • 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.

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

Temporary Employee Policy and Procedures

Frequently Asked Questions

  • Yes, within the 12-month limit. If the extension would take the total appointment beyond 12 months, contact your Recruitment Specialist before making any changes.

  • Yes, within the 12-month limit. If the employee has already met their 90-workday limit, contact your Recruitment Specialist.

  • 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.

  • Yes, depending on the temporary category, position type, and FTE. 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@umontana.edu, or call 406-243-6760.