Human Resources Procedures/Guidelines
Questions & Answers

Relates to: Acting Assignments Policy
Category: Staffing

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Table of Contents

  1. Applicability
  2. Salary Treatment & Performance Reviews for Non Union Employees
  3. Subsequent Acting Assignments (non union employees)
  4. Subsequent promotion within the same or at a higher pay grade
  5. Subsequent promotion within the same or at a lower pay grade
  6. Non Productive Pay and Overtime
  7. Treatment of Bargaining Unit Employees
  8. Subsequent Acting Assignments (bargaining unit employees)
  9. Postings and Promotions
  10. Change in Hours of Work
  11. Leaves and Acting Assignments

Applicability

1. Applicability

The performance financial reward of 2.5% (effective January 1, 2014) used in the examples listed below for both the base position and acting assignment is for illustrative purposes only. The performance financial reward is dependent on the employee achieving his/her objectives and other key factors, such as productivity, initiative, knowledge, impact and Toronto Public Service values. The performance review meetings are conducted after April 15. The performance financial reward is retroactive to January 1.

Performance Pay increases are subject to Council approval as part of its budget deliberations.

1.1. Does this policy cover temporary and part-time non-union employees?

Part-time employees hired on an indefinite term basis are treated in the same manner as permanent employees for the purpose of this policy. Non-union temporary full-time and part-time employees on a fixed-term are generally reassigned into other non-union temporary and part-time positions.

On an exception basis, temporary and part-time employees may be placed on an acting assignment depending upon the circumstances, such as short-term duration within the same division. Please contact your Strategic Recruitment Representative before placing the employee on an acting assignment.

2.Salary Treatment & Performance Reviews for Non Union Employees

2.1. How are the salary increases calculated for higher pay grade acting assignments that started on or after June 1, 2013?

A 10% increase is applied to the employee’s base position salary, or the minimum salary of the acting assignment, whichever is greater, up to the maximum salary of the acting assignment.

2.2. What happens to the employee's anniversary date when he/she begins an acting assignment?

The non-probationary employee's anniversary date is always January 1 for performance pay purposes.

2.3. When are performance reviews conducted for employees in acting assignments and what happens to the base position salary?

This depends on the duration of the acting assignment and if it carries over from one calendar year to the next. Three scenarios are described in the Acting Assignment Guidelines with details of when performance reviews are conducted, who conducts them and the impact on the employee’s base position salary.

Example: Mary is placed in an acting assignment on November 1, 2013 to November 2014. The base manager conducts a closing performance review with Mary before she moves to the acting assignment (but does not share the performance review level with the employee until after April 15 of the following year).

The acting assignment is at a higher pay grade and Mary receives a 10% increase over the base position salary or the minimum salary of the acting assignment, whichever is greater, up to the maximum salary of the acting assignment.

After April 15, 2014, the acting assignment (AA) manager conducts a performance review and provides a performance financial reward of 2.5% that is prorated for 2 months (November and December 2013) at AA salary (and prorated for 10 months at base salary for employees placed at the minimum salary of AA, provided the performance review levels were the same for both the base and acting positions) which are applied on a go forward basis up to the maximum salary of the acting assignment.

After April 15, 2014, the base manager completes the paperwork to adjust the base position salary by 2.5% up to the maximum salary of the base position. Payroll ensures a 10% differential between base and acting assignment salaries up to the maximum salary of the acting assignment.

In November 2014 when Mary’s acting assignment is scheduled to end, the assignment is extended till the end of February 2015, as the employee she is replacing has extended his leave. After April 15, 2015, the AA manager conducts a performance review and provides a performance financial reward of 2.5% on a go forward basis up to the maximum salary of the acting assignment. Payroll applies 2.5% to the base position salary simultaneously up to the maximum salary of the base position.

Salary illustration (does not include Cost of Living Allowance: COLA): Example #1 (AA salary within the range)
Base salary and closing review on October 31, 2013 $50,000
Acting assignment salary on November 1, 2013 - temporary promotional increase applied (50,000 plus 10%) $55,000
New base salary on January 1, 2014 - Following review after April 15, 2014 of base position (50,000 plus 2.5%) $51,250
Acting assignment salary on January 1, 2014 - Following review after April 15, 2014 (55,000 plus 2.5% x 2/12 months) $55,229
New acting assignment salary on January 1, 2014 - Payroll ensures 10% salary differential between base and acting assignment salaries for assignments that started on or after June 1, 2013 $56,375
New acting assignment salary on January 1, 2015 - Following review after April 15, 2015 (56,375 x 2.5%) $57,784
New base salary on January 1, 2015 - Payroll applies 2.5% to base salary (51,250 plus 2.5%) $52,531

Salary illustration (does not include Cost of Living Allowance: COLA): Example #2 (within the salary range of base position and AA salary at the minimum, and the performance review levels were the same for both the base and AA positions)

Base salary and closing review on October 31, 2013 $50,000
Acting assignment salary on November 1, 2013 - promotional increase applied (50,000 plus 10% or the minimum salary, whichever is greater) $60,000
New base salary on January 1, 2014 - Following review after April 15, 2014 of base position (50,000 plus 2.5%) $51,250
Acting assignment salary - Following review after April 15, 2014 [60,000 + (205% of 60,000 x 2/12 months + 2.5% of 50,000 x 10/12 months)]: $61,292
New acting assignment salary on January 1, 2015 - Following review after April 15, 2015 (61,292 plus 2.5%) $62,824
New base salary on January 1, 2015 - Payroll applies 2.5% to base salary (51,250 plus 2.5%) $52,531
2.4 An employee was on a continuous acting assignment for the full calendar year in 2013 which carried over to 2014. The employee received a performance rating of "exceeds expectations" in his/her acting assignment. How do you calculate the performance pay increase for this particular employee?

The employee will receive an increase of 4.5% applied to his/her AA salary as of December 31, 2013 plus 1.75% COLA which will take effect on January 1, 2014.

The employee's base salary will be adjusted by 2.5% (if within the salary range) plus 1.75% COLA as of January 1, 2014.

2.5 An employee whose acting assignment that started in 2012 came to an end in June 2014. The employee received a performance rating of "exceeds expectations" in his/her acting assignment. On July 1, 2014, the employee resumed his/her base position at his/her maximum salary. How do you calculate the performance pay increase for this particular employee?

The employee will receive an increase of 4.5% applied to his/her AA salary as of December 31, 2013 plus 1.75% COLA which will take effect on January 1, 2014.

Upon return to the employee's base position, he/she will receive a prorated lump sum payment (for the period of July to December) calculated on his/her base salary as of December 31, 2013 and a performance financial reward of 2.5%.

3. Subsequent Acting Assignments

3.1. An employee is currently in a continuous higher paid acting assignment for one year or more. In July 2013, the employee is subsequently placed in another acting assignment at a higher pay grade. How is the salary of a second acting assignment calculated?

One acting assignment should be terminated and the employee returned to the base position before another acting assignment is initiated. However, if an employee goes from one acting assignment to another, the salary increase of 10% for any higher paid acting assignment is based on the employee's current acting salary, or the minimum salary of the acting assignment, whichever is greater, up to the maximum salary of the second acting assignment.

Example: Soula, an exempt employee is in an acting assignment as a supervisor from March 2012 until August 2013 when she is appointed to an acting assignment as a manager. After April 15, 2013, Soula receives a performance review. The performance financial reward of 2% is prorated from March 2012 to December 2012 and is added to her current salary. When Soula begins her acting assignment as a manager on September 1, 2013, a 10% increase is applied to the acting assignment salary, up to the maximum salary of the manager position.

3.2. How is the salary of a second continuous acting assignment calculated within the same or at a lower pay grade (but at a higher pay grade than the base position) when an employee is already in a continuous acting assignment for one year or more?

The employee continues to receive his/her first acting assignment salary, up to the maximum salary of the second acting assignment. If the maximum salary of the second acting assignment is lower than the first acting assignment salary, the employee receives the maximum salary of the second acting assignment.

3.3. How is an employee treated when he/she returns to his/her first acting assignment (at a lower pay grade) immediately after the completion of a short-term (i.e. less than one year) second acting assignment?

If an employee had completed at least one (1) continuous year in his/her first acting assignment, when the second acting assignment ends, the second acting manager conducts a closing performance review in accordance with the Performance Management Program.

To process the performance pay increase for the employee's initial lower-rated acting assignment, the first acting position manager completes the Performance Pay (PP) Form for the previous performance review period, and notes the effective date as the restart date of the first acting position. The performance pay increase will be pro-rated from January 1 to the start date of the second assignment. The increase will be calculated on the employee's first acting position salary, and will be applied effective the first acting assignment restart date.

If the first acting assignment carries over to the following year, the employee will receive a full performance pay increase on January 1 of the following year based on the employee's second acting assignment performance review level.

4. Promotion into acting assignment or subsequent promotion from an acting assignment to another position at a higher pay grade

4.1. How is the salary calculated when an employee is permanently promoted into his/her current acting assignment?

If an employee in an acting assignment is subsequently promoted to his/her current acting position, as a result of a competitive process, no further salary increase occurs at the time of the promotion.

Example: Jasmine, a Parks supervisor is placed in an acting assignment in a Parks manager's position in August 2013. When Jasmine begins the assignment as a manager, she receives a 10% increase up to the maximum salary of the acting assignment or the minimum salary, whichever is greater. Jasmine is promoted to the Parks manager's position in December 2013; at that time, she receives no further salary increase.

4.2. How is the performance pay calculated at the next performance review?

Using the previous example, on January 1, 2014, (on a go forward basis), Jasmine receives:

  • a performance financial reward of 2.5% pro-rated from August 2013 to December 2013 on her current salary
  • a performance financial reward of 2.5% pro-rated from January 1, 2013 to July 31, 2013 on her former base position salary.

Salary illustration (does not include Cost of Living Allowance: COLA)

Employee's Promotion into Acting Assignment Job  
Base salary $50,000
Acting assignment increase (50,000 plus 10%) on August 1, 2013 $55,000*
Promotional increase on December 1, 2013 N/A

Prorated performance pay (August 1 to December 31, 2013)

($55,000 plus 2.5% x 5/12)

$572.92*

Performance Pay for Employee's Former Position

Base salary

$50,000

Prorated performance pay (January 1, 2013 to July 31, 2013)

($50,000 plus 2.5% x 7/12)

$729.17*

*New salary on January 1, 2014 is $56,302.09 ($55,000 + $572.92 + $729.17), up to the maximum salary of the promoted job.

4.3. How is the increase in compensation calculated for an employee who is in an acting assignment for more than one continuous year and is then promoted to a position at a higher pay grade?

When an employee in an acting assignment for more than one continuous year is promoted to a new higher level position, the employee undergoes a performance review. When the employee begins his/her new position, he/she receives an increase of 10% on his/her current acting assignment salary or the minimum of the new salary, whichever is greater up to the maximum salary of the new position.

Example: Carlos, a project co-ordinator is in an acting assignment as a supervisor from April 2012 to October 2013, when he is promoted to a manager's position. On November 1, 2013, Carlos receives a closing performance review (but does not share the performance review level with the employee until after April 15 of the following year). When Carlos is promoted to a manager's position in November 2013, he receives the minimum salary or an increase of 10% over his current acting assignment salary, whichever is greater, up to the maximum salary of the manager's position.

4.4. How is the performance pay calculated at the next performance review?

Using the previous example, on January 1, 2014, (on a go forward basis.) Carlos receives:

  • a performance financial reward of 2.5% pro-rated from November 2013 to December 2013 on his current salary
  • a performance financial reward of 2.5% pro-rated from January 2013 to October 2013 on his former acting salary.

When conducting the performance review, the employee's manager should not assume that the employee was in his/her base position. The new manager asks the employee if he/she was in an acting assignment at the time of the promotion so that the performance increase can be accurately calculated.

5. Subsequent promotion from an acting assignment to another position within the same or at a lower pay grade

5.1. How is the compensation calculated for an employee who is in an acting assignment for more than one continuous year and is then promoted to a position within the same or at a lower pay grade as the current acting assignment?

When an employee in an acting assignment for more than one continuous year is promoted to a new position within the same pay grade, there are no changes to the employee's salary. If the new position is at a lower pay grade, the employee maintains his/her current acting assignment salary if within the range or up to the maximum salary of the new position.

Example: Ali, a project co-ordinator is in an acting assignment from February 2012 to May 2013 as a transportation supervisor. In July 2013, he is promoted to a technical supervisor's position that is within the same pay grade as a transportation supervisor. Ali receives a performance pay increase in January 2013 and the performance pay is prorated from February 2012 to December 2012 and applied to Ali's current salary on a go forward basis, up to the maximum salary of the acting assignment. In May 2013, when he is promoted to a technical supervisor's position, his salary does not change.

5.2. Is an employee's salary adjusted if he/she is placed in an acting assignment within the same or at a lower pay grade as a result of a competition?

Yes. If an employee is placed in an acting assignment at a lower pay grade and his/her base salary is above the maximum of the acting assignment salary range, the employee is placed at the maximum salary of the acting assignment.

No. If an employee is placed in an acting assignment at a lower pay grade and his/her base salary is below the maximum of the acting assignment salary range, the employee maintains his/her base salary.

6. Non Productive Pay, Overtime and Kilometrage Reimbursement

6.1. How is non-productive time compensated for all employees when in an acting assignment?

Any paid leave of absence, such as sick time, vacation, designated and floating holidays are paid at the employee's acting assignment salary as of his/her assignment start date (change effective June 1, 2016).

6.2. How is overtime compensated for bargaining unit employees when in an acting assignment?

Employees in an acting assignment are covered by the lieu time policy for non-union staff, effective from the first day of the acting assignment.

6.3. How are bargaining unit employees compensated when it is necessary for them to use their personal vehicle to perform the duties of their acting assignment?

When on an acting assignment, employees will be reimbursed for kilometres based on the current applicable rate for the non-union position.

6.4. What happens to the lieu time earned in the employee's base position when he/she starts an acting assignment?

The employee should use or be paid for the lieu time by the base position division prior to starting his/her acting assignment, unless otherwise agreed to by the acting assignment executive director/general manager/division head or designate.

6.5. What happens to the bargaining unit employee's lieu time earned in the acting assignment that is unused by the end of the year?

In accordance with the lieu time policy, if the acting assignment position does not qualify for a lieu time pay-out, the unused time is carried-over to the following year and the employee is required to take the time-off by March 31.

6.6. What happens to the lieu time earned in the acting assignment when the employee returns to his/her base position?

In accordance with the lieu time policy, the employee should use the lieu time if the acting assignment position does not qualify for a lieu time pay-out, prior to returning to his/her base position, unless otherwise agreed to by the base position executive director/general manager/division head or designate.

7. Treatment of Bargaining Unit Employees

7.1. What happens to union benefits and leave of absence entitlements when bargaining unit employees are placed in acting assignments?

Bargaining unit employees continue to pay union dues and maintain union benefits coverage and leave of absence entitlements, with the exception of employees in the three L79 part-time bargaining units who will receive health and dental benefits applicable to non-union staff (effective August 2016).

7.2. When bargaining unit employees are in acting assignments, do they continue to receive increments on their base positions?

If employees have not reached the top step of their wage grade, they continue to receive increments on the anniversary date of their appointment to their base position.

7.3. What happens to employees anniversary dates when they begin an acting assignment?

Anniversary dates for bargaining unit employees do not change when they move from bargaining unit positions to acting assignments in non-union positions.

7.4. Are performance reviews conducted for bargaining unit staff when they are on acting assignments?

Yes. If an employee is in an acting assignment that carries over from one calendar year to the next, a performance review is conducted after April 15. If the acting assignment is ongoing, the performance pay is applied to the acting assignment salary, up to the maximum salary of the acting assignment.

7.5. Does this policy cover temporary and part-time bargaining unit employees?

Temporary and part-time bargaining unit employees are generally placed on an acting assignment, provided the the employee received approval from his/her "base" manager to be released from his/her current bargaining unit position before accepting the acting assignment.

8. Subsequent Acting Assignments

8.1. If an employee is already in a continuous alternate rate for one year or more, how is the salary of a subsequent acting assignment calculated?

The salary increase of 10% for any higher paid acting assignment is based on an employee's current acting assignment salary, or the minimum salary of the acting assignment, whichever is greater, up to the maximum salary of the subsequent acting assignment.

Example: Angelo, a dispatcher begins an alternate rate as a senior dispatcher (bargaining unit position) in November 2011 and remains in that position until June 2013, when he is placed in an acting assignment as a supervisor. Angelo receives an increase of 10% over his current alternate rate assignment as a senior dispatcher, when he begins the acting assignment as a supervisor or the minimum salary, whichever is greater, up to the maximum salary of the supervisor's position.

9. Postings & Promotions

9.1. If the acting assignment was posted corporately, when can the successful candidate be promoted permanently into the position?

Two conditions must be met: a)the acting assignment becomes a permanent position subsequent to the acting appointment and b) the acting assignment was posted corporately and the posting included a statement that if the position becomes permanent, it may not be re-posted. This message alerts all employees that if they wish to compete for this position, they are required to compete for the acting assignment.

9.2. A permanent position is posted and no candidate is selected as suitable to fill the permanent vacancy. Can the most suitable candidate fill the position on an acting basis?

Yes, the position may be filled in an acting assignment for a period of time generally not to exceed two years.

9.3. Can the employee who is placed in the acting assignment under the above circumstance be made permanent without re-posting the job?

Yes, the employee may be promoted on a permanent basis following the acting assignment, provided that the employee’s performance has been assessed and the supervisor has determined that the employee can perform the requirements of the job.

9.4. If the successful candidate for an acting assignment (posted corporately) is a temporary employee, can he/she be appointed/promoted into a permanent vacancy?

For the purposes of this policy, there is no distinction made between permanent and temporary employees. The successful candidate may be appointed/promoted to a permanent vacancy in the same way that he/she would be appointed/promoted through a competition. (see Question 9.1 above)

10. Change in Hours of Work

10.1. How do you calculate the acting assignment compensation if an employee whose base position is 40 hours moves to an acting assignment that is a 35 hour week job or vice versa?

The acting assignment salary is based on the employee's annual salary. For example - An employee's base position salary is $50,000 regardless of hours worked; a 10% increase for the acting assignment places the employee at $55,000 regardless of the hours worked. It is the annual salary that is being adjusted.

11. Leaves and Acting Assignments

11.1. When employees go on leaves of absence, how is their pay calculated?

See chart below

Leave Type Acting Assignment Rate Comments
Pregnancy/Parental Yes The top-up of Employment Insurance would be based on the acting assignment salary for the scheduled duration of the acting assignment, or until the end of the leave, whichever occurs first. If the acting assignment was scheduled to end during the employee's leave, top-up would be calculated using the base position salary for the balance of the leave.
WSIB Yes - see comments Depending upon the length of time off work, the rate of pay is based upon the WSIB policy
Jury Duty/Witness Service Yes  
Earned Deferred N/A % of any salary earned is deferred
Leave without Pay N/A No pay status
Childcare and Eldercare N/A No pay status
Voluntary Yes  
Long Term Disability No  
Sick Yes If the acting assignment was scheduled to end during the employee's leave, he/she would receive his/her base salary.

Example: Olga starts an acting assignment in January 2016 to replace Gabor who is on a special project until January 2017. Olga starts her pregnancy/parental leave in June 2016. Gabor's special project ends early, in September 2016, and he returns to his base position. Olga's acting assignment is terminated in September 2016. The top-up of EI for the balance of her leave (September 2016 to June 2017) is calculated on her base position salary.

11.2. Which division/section pays top-up of EI when an employee is on pregnancy/parental leave?

If the top up is calculated on the acting assignment salary, the division/section where the employee is on an acting assignment pays the employee's top-up. When the top-up is calculated on the base position salary, the employee's home division pays the top-up.


Approved by

Human Resources

Date Approved

July 5, 2001

Revised

March 6, 2018


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