Hourly/wage position hiring and compensation guide

Departments use hourly (wage or temporary) employees to meet seasonal or temporarily excessive workload needs, for short-term projects, as interim replacements or to perform jobs that do not require faculty or classified employees. The work-hour limit for hourly employees is 1,480 hours annually (365 consecutive days). Work hours include regular and overtime hours, student hours and any other hours worked in a second job.

Please review the policy on Wage Employment (Hourly and Student Worker).

Hiring an employee into a wage position +

Step 1: Department defines the job

  • Determine the position’s purpose and core responsibilities
  • Develop an hourly/wage position description
  • Identify the Role title/code* (Federal SOC codes are not required for hourly workers)
  • Find the role codes on the career group descriptions or on the eJobs Personnel Action Form (PAF)
  • If necessary, contact your HRC to determine an appropriate hiring range

Step 2: Department posts position

  • Create an hourly posting in eJobs outlining position’s duties and qualifications
  • Post position for a minimum of 3 business days 
  • Prior to posting, obtain HRC approval for any postings with a salary range greater than $80/hour

Step 3: Department reviews applicant pool

  • Screen applications, selecting the most qualified
  • Set up interviews (interview at least 2 candidates)
  • Questions must be the same for all applicants
  • Complete references for selected candidate(s)
  • Recommend/Select top candidate

Step 4: Department offers job, completes paperwork

  • Create the hiring proposal in eJobs. Ensure hiring proposal includes a detailed justification supporting selection of top candidate
  • Attach interview notes and references to posting in eJobs
  • Make contingent job offer to the selected applicant
  • Conduct background check. Employee may not begin work until background check meets company standards
  • Send a confirmation letter (printed from eJobs) to each new hourly employee. This letter confirms employment and start date, and makes the individual aware of the temporary nature of wage employment.
  • Provide new hourly employee with important information on VCU policies and procedures. Give hourly employee the policy checklist (search under VCU HR forms) for new hires and have him/her sign to signify awareness of and intention to abide by university policies. 

Step 5: Department forwards paperwork to VCU Human Resources

  • For new hourly employees: forward the completed PAF and related supporting documentation to VCU Human Resources through ImageNow.
  • For current VCU employee taking a second (hourly) university job: after completing steps 1, 2, 3 and 4, forward completed PAF and related supporting documentation (see quick reference for hiring managers under VCU HR guidelines) to VCU Human Resources through ImageNow.
  • Learn more about how ImageNow works.

Note: VCU Health System employees cannot hold “second” jobs with VCU. Consult your HR consultant for special assistance with alternative employment options.

*Role title/code = position class title code in Banner; SOC title/code = OTC (federal Occupational Title Code in Banner)

Role changes for hourly/wage employees +

Submit a PAF (action codes CRD, CRL, or CRU) and a Wage Position Description (search under VCU HR forms). Consult with your HR consultant on the process. 

 

Compensation adjustments for hourly/wage employees +

Adjustments for wage employees are only allowed for change in duties. Submit a PAF (action code CID) and a Wage Position Description (search under VCU HR forms). Consult with your HR consultant on the process.