GW Temporary Employee Policy

Policy Summary

The reason for the policy is to provide operational guidance to department managers who may need to hire temporary employees. This policy provides guidance as to the maximum number of hours (700) that a temporary employee may be employed in a fiscal year and still maintain a temporary employee status.  

A regular part-time position can minimally be established for a fiscal year and may, minimally, be scheduled to work 14 hours each week (14 hours x 52 weeks = 728 hours in a fiscal year).  The 700-hour limit in a fiscal year for a temporary position ensures that a temporary employee, who is not eligible to receive benefits, does not work the same, or greater, number of hours than an employee in a regular part-time position, who is eligible for benefits. 

Who is Governed by this Policy

• Staff
• Faculty
• Temporary Employees

Policy

Cumulative employment in one or more temporary positions at the university may not exceed 700 hours in a fiscal year.  If it becomes necessary to retain an employee in a temporary position for more than 700 hours in a fiscal year, the employing department must submit a request for exception well in advance of the temporary employee reaching 700 hours.  For non-student temporary employees, the request must be submitted to Human Resource Services/Staffing and Compensation Services.  For student temporary employees, the request must be submitted to Student Employment.  

Temporary employees are not eligible for staff benefits (including annual and holiday pay). Regardless of the number of hours worked, the employee will not become eligible for other benefits. If a temporary employee applies and is selected for, a regular position, the time spent as a temporary employee will not count towards other benefit eligibility.  

However, the Employment Retirement Income Security Act (ERISA) requires that an employee, regardless of their benefits eligibility status, be able to participate in the university’s Base Retirement Plan if they are at least 21 years old, are not a student, and have completed two years of service working 1000 hours or more each year. 

Students on a J-1 or F-1 visa should check with the International Services Office to determine the number of hours that may be worked as a temporary employee. 

Temporary employees are “at-will” employees, and accordingly, they or the university may terminate the employment relationship at any time, with or without cause. 

Definitions

Non-Student Regular Part-Time: An employee who is hired in a benefited position and works a minimum of 14 hours a week for 52 weeks or 728 hours in a fiscal year.  

Non-Student Temporary Employee: An employee who is hired in a non-benefited position who may not work more than 700 hours in a fiscal year, and who is not a student at the university. 

Student Temporary Employee: An employee who is hired in a non-benefited position who may not work more than 700 hours in a fiscal year and who is enrolled in the university primarily to receive a degree. 

Related Information

• F-1   Information 
• J-1 Information  
• The Employee Retirement Income Security Act of 1974 (ERISA)

Contacts