Hourly Staff Policy Overview
This applies to employees who are paid based on the number of hours worked during each pay period, as outlined in their Hiring Confirmation Letter. The following types of positions may be hourly, though it depends on the specific role: Classified Staff, Professional Staff, and Academic Student Assistants (ASEs). Student Assistants are always paid hourly.
Please note that being paid hourly automatically guarantees eligibility for overtime pay. For more details, refer to the overtime section below.
Scheduling Expectations
Hourly staff are expected to work a weekly schedule approved by their supervisor, in line with business needs. This schedule may vary from week to week.
Requesting Schedule Changes
Any changes to the work schedule must be reviewed and approved by the supervisor.
Who Qualifies
All hourly employees are eligible for overtime pay based on university policies. They must submit all hours worked into Workday.
When Overtime Applies
Overtime pay applies for hours worked beyond 40 in a work week. They are paid 1.5 times their hourly rate for qualified overtime hours.
What to Do Before Working Overtime
Employees must:
- Discuss the need with their supervisor
- Receive approval from their supervisor
- Create departmental documentation of approval (an email will suffice)
Multiple Positions
Overtime pay is calculated based on cumulative hours worked across all positions. If overtime is triggered by a specific position, that position will be paid at the overtime rate.
Student hourly staff are required to stay within work hour limits the University has set. The following information covers the current policy.
During the academic quarter: Max 19.5 hours/week across all UW jobs.
Exceeding 19.5 hours is only allowed:
- During finals week
- During academic breaks
- When the student has approved “on leave” status. (Review the Student Eligibility & Enrollment Requirements section of Student Hiring & Recruiting page.)
Important Reminders:
- All hours must be paid, even if limits are exceeded
- Work-hour overages may result in policy noncompliance
- Shifts over 5 hours must include a 30-minute unpaid break
Required Meal Breaks
State law requires a minimum of a 30-minute unpaid break for any employee working a 5+ hour shift. This break must begin before the 5th hour of work.
Example: If you start work at 8:30 a.m. and work until 5:00 p.m., your break must begin no later than 1:29 p.m.
General Policy
Hourly staff typically do not receive paid vacation or sick leave. However, eligibility can vary based on the specific job.
Where to Check
Refer to your Hiring Confirmation Letter.
Requesting Time Off Around Holidays
Employees must follow department-specific guidelines. Talk to your supervisor to find out what those are.
Holiday Pay Eligibility
Hourly staff typically do not receive holiday time off, but eligibility may vary.
Refer to your Hire Confirmation Letter to determine if your position includes paid time off.
Eligibility and Process
Remote work is available to some employees based on department and job needs. Requests must be approved by a supervisor and follow unit guidelines.
Standard Hybrid Schedule
- 3 days onsite
- 2 days remote
Requirements for Remote Work
- Employee must complete a telework schedule
- The schedule must be reviewed and approved by the supervisor
- If the schedule includes more than 2 remote days per week, leadership approval is required
Salaried Staff Policy Overview
This applies to employees who receive a fixed salary each pay period (rather than being paid hourly), as outlined in their Hiring Confirmation Letter. The following types of positions may be salaried, though it depends on the specific role: Classified Staff, Professional Staff, and Academic Student Employees (ASEs).
Please note that being salaried does not automatically mean a position is exempt from overtime pay. For more details, refer to the overtime section below or use the general consult form if you’re unsure whether you, or someone you supervise, are eligible for overtime.
Standard Schedule Requirements
Salaried employees must maintain a consistent weekly schedule approved by their supervisor and aligned with the number of hours they were hired to work, as detailed in their Hiring Confirmation Letter, unless an approved, documented change has occurred.
Making Schedule Changes
If a change to the work schedule is needed, the supervisor must submit a request using the Work Schedule Change form. Once approved, the employee’s work expectations will follow the updated schedule.
Who Is Exempt
Overtime-exempt (often called “exempt”) salaried staff are not eligible for overtime pay based on university policies. They do not track their hours worked in Workday.
Work Expectations
It is expected that exempt staff work the number of hours corresponding to the FTE listed in their Hiring Confirmation Letter, or another approved document, and meet department needs. Additional hours worked are not paid.
Who Is Eligible
Some salaried employees are eligible for overtime pay. They must submit all hours worked into Workday.
When Overtime Applies
Overtime pay applies for hours worked beyond 40 in a workweek. Their hourly rate for qualified hours may vary. Contact EOHR via the general consult form to confirm rates.
Comp Time Option
Overtime-eligible salaried employees may elect to accrue compensatory time off instead of receiving overtime pay. This option is selected when submitting time entries.
Before Working Overtime
Employees must:
- Discuss the need with their supervisor
- Receive supervisor approval
- Document approval within the department (an email will suffice)
Multiple Positions
Overtime is calculated based on cumulative hours across all positions. The position that triggers overtime will be paid at the overtime rate.
Required Meal Breaks
State law requires a 30-minute unpaid break for any employee working more than 5 hours. This break must begin before the 5th hour of work.
Example: If your shift starts at 8:30 a.m. and ends at 5:00 p.m., your break must begin by 1:29 p.m.
General Policy
Full-time salaried staff accrue vacation and sick leave based on length of service. All other salaried employees’ vacation and sick leave may vary based on position, years of service, and other factors.
Requesting Time Off
Follow department-specific practices, including providing adequate lead time and arranging backup coverage.
Where to Check
Refer to your Hire Confirmation Letter to determine if your position includes paid time off. Review the UWHR time off webpage for accrual details to determine your accrual rate.
Department-specific Time Off
Salaried employees must follow their department’s process for requesting holiday time off. Ask your supervisor for guidance.
Eligibility
Salaried employees typically receive holiday time off. It appears in Workday as “Holiday Taken Time Off,” but eligibility and the number of hours per holiday may vary based on position.
University Holidays
Refer to the UW holiday calendar. Eligible employees may also receive up to one personal holiday per year. Personal holiday does not roll over.
Refer to your Hire Confirmation Letter to determine if your position includes paid time off.
Submitting Holiday Taken Time Off
Employees in the Executive Office organization that are eligible do not need to submit Holiday Taken Time Off (HTTO).
EOHR will submit HTTO for all eligible employees at the end of the calendar year for the upcoming calendar year. If an eligible employee is hired mid-year, EOHR will submit HTTO for the remainder of the calendar year.
Departments must email eohr@uw.edu if they have an employee that ends up working on a holiday, for time-off and hours worked to be accrued properly.
Eligibility and Process
Remote work is available to some employees based on department and job needs. Requests must be approved by a supervisor and follow unit guidelines.
Standard Hybrid Schedule
- 3 days onsite
- 2 days remote
Requirements for Remote Work
- Employee must complete a telework schedule
- The schedule must be reviewed and approved by the supervisor
- If the schedule includes more than 2 remote days per week, leadership approval is required