Cover off assignments
From time to time and where workloads permit, non-union employees are expected to perform some of the duties of another position while in addition attending to the responsibilities of their own position. Typically, this requirement arises when an employee is required to provide relief coverage for another employee due to vacation, illness, or other brief absence from the workplace. Although the duration of a cover-off arrangement is unspecified, it normally lasts less than 30 days.
With the exception of exempt positions, managers are responsible for effecting such cover-off arrangements in a manner that does not require an alternate rate of pay. Options for providing such coverage include:
- Assigning cover-off responsibilities to an employee currently filling a position at a higher pay grade
- Assigning cover-off responsibilities to an employee currently filling a position at the same pay grade
- Sharing cover-off responsibilities between more than one person.
Note: Exempt Position
In some circumstances, an employee in an exempt position is required to perform duties of a higher paid position. An alternate rate may be paid for such cover-offs of a minimum of two (2) week duration. This applies only to the following exempt positions: Administrative Assistant 1, Administrative Assistant 2, Administrative Assistant 3, Administrative Clerk, Program Assistant, Program Clerk.
If, for operational reasons a cover-off assignment cannot be implemented without requiring an employee to perform the majority of the duties of a position of a higher pay grade, the arrangement may need to be redesigned. Alternatively, it may be implemented in accordance with the provisions of a different category of assignment as detailed in this policy.
Cover-off arrangements do not involve changes in pay (exempt positions excepted) and, therefore, no notice to Payroll & Benefits Processing section or Strategic Recruitment & Employment Services unit is required.
For exempt positions, please refer to the Implementation section below under Acting assignments.
Acting assignments may become necessary when:
- A permanent employee is on a temporary assignment.
- An employee is absent from his/her position for an extended period of time owing to pregnancy or parental leave or any long term leave, LTD, WSI or other circumstances. When replacing an employee on leave, a long-term acting assignment typically occurs for up to two years.
- A new temporarily funded position becomes available.
In addition, it may be appropriate for an acting assignment to be made to a vacant permanent position in preference to normal recruitment procedure, particularly if there is doubt as to the continuing need for the position but immediate coverage is essential.
For an acting assignment to be made to a position where the incumbent is temporarily absent, the following conditions apply:
- There is an essential need for the incumbent to be replaced during his/her absence and the division has the funding to proceed with the assignment.
- The duration of the vacancy is known to be, or is expected to be, for a period generally not to exceed two years.
Where the above conditions are met, divisions may implement acting assignments by following their divisional approval process, and submitting a completed Alternate Position & Return to Base Form directly to Payroll & Benefit Processing section. If selection is made through a corporate competitive process, Strategic Recruitment representative submits the completed paperwork to Payroll & Benefit Processing section. Where an employee has been selected to fill an acting assignment, the general manager/executive director or designate must agree to the arrangement.