Limited Term Employment FAQ's

What is Limited Term Employment?

Limited Term Employment is defined as " . . . appointment of a person to perform a grouping of duties and responsibilities on a non-project basis under conditions of employment which do not provide for attainment of permanent status . . ." [ER Pers. 10.01, WI Administrative Code]. An limited term appointment is restricted to 1,043 hours or less within a block of time which consists of 26 consecutive biweekly payroll periods and which ends on the anniversary date of the appointment. Employment in a limited term position does not guarantee permanent Civil Service employment. LTE's must complete the Civil Service exam process in order to become eligible for permanent employment. UW-Stout encourages LTE's to continue to seek permanent employment.

When should a limited term employee be used?

Using the Administrative Code definition as a guide, typical examples of when LTE's may be most
appropriate are illustrated below:

a. Short-term, recurring - employment of brief duration for anticipated peak periods (registration, book rental, orientation, beginning or end of semester, etc.) or in an "on-call" status (custodial, food service back-up, snow removal assistance, etc.). In other words, this would be considered "additional help" for a department.
b. Short-term, non-recurring - fill-in employment of longer duration, up to a maximum of 1,043 hours in the same position (vacancies, medical or maternity leaves, etc.)

When determining whether a group of duties and responsibilities should be performed by a limited term position, the needs of the employer must first be established. This review should provide insight as to which type of appointment (LTE, permanent, project) will best fit the position. If a limited term appointment is most appropriate, the Human Resources Office will work with the employer to hire a suitable employee, usually from the applicant pool on file with Human Resources.

To ensure compliance with state and system guidelines the UW-Stout Human Resources Office acts on behalf of the Administrator in approving limited term appointments. When the appropriate classification is one that is not delegated to UW-Stout Human Resources, the LTE request must be sent to UW System in Madison for approval. As this may take several weeks, it is absolutely necessary that you allow enough lead-time in order for this approval to be granted.

It is important that the LTE Recruitment Request form (023-0020) be received and approved by the UW-Stout Human Resources Office before an employee begins work. Under no circumstances will an employee be allowed to work LTE hours unless an approved request is on file with Human Resources. In addition, the federal "Employment Eligibility Verification" (Form I-9) must be filled out by new employees within three days of beginning their appointment.

Because many LTE positions require specialized knowledge or technical skills, it is permissible for the requestor to name individuals they would like considered for appointment. However, the University of Wisconsin-Stout is committed to equal opportunity and nondiscrimination in its employment practices for all persons regardless of race, color, creed, religion, sex, sexual orientation, national origin or ancestry, age, disability, marital status, political affiliation, and arrest or conviction records. This commitment will be honored in all our employment and personnel activities.

What are my responsibilities as supervisor?

A supervisor is responsible for the following:

  • Orientation to the office/department (see Supervisor Orientation Checklist)
  • Review Limited Term Toolkit with the employee
  • Scheduling of hours and assigning of duties.
  • Monitoring hours to stay within the 1,043 limitation.
  • Instructing LTE on proper time sheet completion and payroll procedures.
  • Evaluating work performance.

Can one person work two LTE positions at the same time?

Limited term employees may work on more than one appointment at a time IF the appointments are in different positions. "Different positions" are identified by a variety of factors, such as:

a. At least 50% of the duties of the LTE position must be different from the duties of the other LTE position held.
b. A different classification title is appropriate.
c. A personnel movement recognized as a transfer, rather than management reassignment of duties within a work unit, would occur if the position were permanent. Transfer occurs when the person moves without the position, i.e., the person moves but the set of duties remains.
d. Different supervisors.
e. Different program areas.
f. Different geographic locations within the employment unit, e.g. different buildings or
department offices.

ALL FACTORS WILL BE CONSIDERED COLLECTIVELY; NO ONE FACTOR WILL BE THE DETERMINING FACTOR.

NOTE: A change in account code is not a factor in determining different positions.

What does the hourly limitation mean and how are hours monitored?

The hourly limitation (1,043 during 26 consecutive biweekly payroll periods) applies to the specific limited term duties that the person is performing in an appointment. During one year, starting from the date of employment, a person is limited to 1,043 hours in an appointment. If the individual reaches the hourly maximum, but the position is to continue, the individual must be terminated and a new LTE appointed.

In other words, the hourly limitation applies to the position, not the person.

Under no circumstances, by statute, can the individual's limited term appointment be extended beyond 1,043 hours.

Every time a new position is started in a department, there is a new anniversary date. Hours should be added on every pay period. Once the anniversary date is reached, the hours worked for each pay period during the previous year will drop off and be replaced by the hours worked each pay period this year.

How are LTE pay rates determined?

LTE's, by law, must be compensated at equal to or less than the classified minimum rate for their position. LTE rates are fixed by classification; decisions on the current rates are set by the administration each year. When completing the LTE Request form, requestors should call the Human Resources Office, ext. 2610, for the current rate. LTE's are eligible for the same type of supplemental compensation (e.g. overtime, weekend differential, night differential, etc.) as permanent employees in the same classification. However, limited term employees cannot be granted compensatory time off and therefore must be paid overtime for all hours in excess of 40 per week.

Supervisors should also be aware that LTE's who are required to work on days that are state holidays for classified employees (Labor Day, for example) must be compensated at the holiday rate. Since the university is officially closed on legal state holidays, LTE's should only be authorized to work in emergency situations.

Can limited term employees be "fired" from their LTE position?

As temporary workers, LTE's can be released at any time from a position for unsatisfactory performance, budget restrictions, violation of work rules, or other appropriate reasons.

What are my responsibilities as an LTE?

As an employee of the University of Wisconsin-Stout you are responsible for the following:

  • Adhering to work rules.
  • Completion of all payroll forms within the first three days of employment.
  • Signing of an acknowledgement form which explains the rights, limitations and benefits of limited term employment.
  • Contacting the Human Resources Office if you are interested in more work when you are done with your assignment.

What are my possibilities of continuing with LTE employment?

You must inform the Human Resources Office if you are interested in further employment.You will be given referral consideration for future limited term openings if you have the appropriate experience, qualifications, and an acceptable performance recommendation from your previous supervisor(s).You may be required to compete in the interview process upon referral to future openings.

How will I be paid and when do I get my paycheck?

The hourly wage is determined by the Human Resources Office in accordance with the position's duties.State and Federal taxes will be deducted from your pay based on earnings and the number of exemptions you have claimed on the W-4 form provided upon employment.Social Security will also be deducted.

Pay periods consist of a two week period starting on a Sunday and ending on Saturday of the following week.

If you are required to work weekends (12:01 a.m. Saturday through 12:00 p.m. Sunday), nights (6:00 p.m. to 6:00 a.m.) or on holidays, you will receive the applicable pay differential.

Time sheets are submitted electronically and must be entered in the system by the Monday following each pay period in order for your supervisor to approve your time.Two weeks later on Thursday, you will receive your pay by direct deposit.

As an LTE am I eligible for benefits?

Upon initial appointment, LTEs usually are eligible only for social security, workers compensation and unemployment insurance, and certain employee-pay-all benefit programs. Most benefits become available when and if the LTE qualifies for coverage under the Wisconsin Retirement System (WRS). LTEs do not earn holidays, vacation, or sick leave.

What is the Wisconsin Retirement System and how do I become eligible?

The Wisconsin Retirement System is a program where money is set aside each pay period and invested in the retirement program.

To qualify for the WRS, an LTE must be appointed to work at least 600 hours per year (29% of full time) and for at least one year (365 days) OR have worked for the University for at least 600 hours in the last year and have been employed by the University, continuously or intermittently, for at least one year.

A member of the Human Resources staff monitors this program on a continuous basis and will notify you when you become eligible.At the time you become eligible to be in the Wisconsin Retirement System, you will be contacted for a benefit orientation.

If I am off work for a period of time, how do I pay for my insurance?

You must notify Human Resources/Payroll any time you are going to be off the payroll for a complete pay period.If premiums are not paid in the proper pay period, it may result in cancellation of coverage.If you are covered by group health insurance, this may result in having a 180 waiting period on pre-existing conditions upon re-application for the coverage.If you are covered by life insurance, you may have to prove insurability in order to re-apply.

How can I obtain a university identification card?

Check with your supervisor to see if your position requires an ID card.

Who do I contact if I have further questions about limited term employment?

Contact AskHR, if you have unanswered questions about limited term employment.