Acting Appointments

An acting appointment is a situation where an employee is required to temporarily perform the duties of a higher classification level for at least the qualifying period specified in the relevant collective agreement or the terms and conditions of employment, which is applicable to the employee's substantive level.

During an acting appointment, the employee is subject to the terms and conditions applicable to the higher classification level.

An acting appointment should not start on a designated paid holiday nor terminate the day following a designated paid holiday, unless the employee is actually required to perform the duties of the higher position on that day.

For initial steps within HR planning, budget, positions and staffing, please refer to Manager's Guides to Staffing Actions.

Important: To avoid pay issues, please refer to the HRSB Service Standards for guidance on timely submission of your HR action.

  • Initiate an Acting Appointment

    Once established that the initial acting appointment will meet the qualifying period, the acting pay shall be paid from the date the employee commenced the acting appointment.

    • Required Documents
      • Contract (for a period less than 4 months)
      • Signed Letter of Offer (for a period of 4 months or greater)
    • Employee Responsibilities
      1. If your acting appointment is for a period of 4 months or greater, you must accept and sign the initial acting letter and return it to your manager as soon as possible for processing. Contracts for less than 4 months do not require employee signature.

      2. Once you can view your acting record in MyEMS (PeopleSoft), you must set up your Section 34 Manager in Phoenix Self-Service. Failure to do so will result in the inability to process certain pay transactions correctly (example: overtime, leave without pay).

        Main Menu > Self Service > Time Reporting > Select Section 34 Manager

      3. You can view the status of your acting pay transaction request by accessing the Compensation Web Application MyGCPay.

      Note: A return to your substantive position at the end of your acting appointment is automated in Phoenix, however it is important to amend your Section 34 Manager immediately, if applicable, to avoid future pay issues.

    • Manager / Section 34 Manager Responsibilities
      1. Attach the fully signed document as outlined in Manager's Guides to Staffing Actions to the existing request via the HRSC Portal.

      2. Modify the employee's work schedule in MyEMS (PeopleSoft) if it differs from the standard pre-determined schedule. Refer to Work Schedules for this process.

        Manager Self Service > Manage Employee Schedules > Modify Personal Schedule

      Note: There is no need to complete a Pay Action Request (PAR) form. This will be done by the Compensation Services Directorate when the request is sent to the Pay Centre for processing.

  • Extend an Acting Appointment

    The acting period cannot extend beyond the expiry date of the specified period appointment in the employee's substantive position and there cannot be a break in service from the prior period of acting.

    • Required Documents
      • Contract (if extension is for a period less than 4 months)
      • Signed Letter of Offer (if extension is for a period of 4 months or greater)
    • Employee Responsibilities
      1. If your acting extension is for a period of 4 months or greater, you must accept and sign the extension letter and return it to your manager as soon as possible for processing. Contract extensions for less than 4 months do not require employee signature.

      2. Once you can view your acting record in MyEMS (PeopleSoft), you must set up your Section 34 Manager in Phoenix Self-Service. Failure to do so will result in the inability to process certain pay transactions correctly (example: overtime, leave without pay).

        Main Menu > Self Service > Time Reporting > Select Section 34 Manager

      3. View the status of your acting extension by accessing the Compensation Web Application MyGCPay.

        Important: A return to your substantive position at the end of your acting extension is automated in Phoenix. If applicable, you must, change your Section 34 Manager immediately on your return to avoid future pay issues.

    • Manager / Section 34 Manager Responsibilities
      1. Attach the fully signed document as outlined in Manager's Guides to Staffing Action to the existing request via the HRSC Portal.

      2. Modify the employee's work schedule in MyEMS (PeopleSoft) if it differs from the standard pre-determined schedule.  Refer to the Work Schedules for this process.

        Manager Self Service > Manage Employee Schedules > Modify Personal Schedule

      Note: There is no need to complete a Pay Action Request (PAR) form. This will be done by the Compensation Services Directorate when the request is sent to the Pay Centre for processing.

  • Cancel or End an Existing Acting Appointment Early

    While this is a rare occurrence, unforeseen circumstances may arise creating the need for either a manager or an employee to cancel or end an acting appointment earlier than anticipated.

    • Required Documents
      • Email with amended dates or new acting letter/contract.
    • Employee Responsibilities
      1. If the cancellation or early end to the acting appointment is at your request, please send an email to your Manager with an explanation and the amended dates.

      2. Once your acting appointment has ended in MyEMS (PeopleSoft), you must ensure that your Section 34 Manager in Phoenix Self-Service is updated. Failure to do so will result in the inability to process certain pay transactions correctly (example: overtime, leave without pay).

        Main Menu > Self Service > Time Reporting > Select Section 34 Manager

      3. View the status of your acting cancellation by accessing the Compensation Web Application MyGCPay.
    • Manager / Section 34 Manager Responsibilities
      1. If you initiate the early acting end, advise the employee and confirm the new end date by e-mail or with the End of acting – Premature end date notice. If the early end to the acting is at the employee's request, obtain an email with their explanation and the amended dates.
      2. Open a request via the HRSC Portal:
        1. Section: I am a Manager...
        2. Select "Pay-Related Action"
        3. Complete the Employee Information section
        4. Category: Select "Departure / Transfer Out – Retirement / Resignation"
        5. Sub-Category: Select "Early End of Acting Appointment, Acting Pay, Interchange out or Secondment Out"
        6. Effective date: Enter the last day worked in the acting position
        7. Attach the required documentation
        8. Submit request

      Note: There is no need to complete a Pay Action Request (PAR) form. This will be done by the Compensation Services Directorate when the request is sent to the Pay Centre for processing.

  • Submit a Pay Escalation Request
    • Employee responsibility

      If you are experiencing a pay issue related to your acting appointment, you must refer to the Pay Escalation Process and, if deemed appropriate, submit an escalated pay issue request using the category Escalated acting pay issue, applicable sub-category.

    • Manager / Section 34 Manager responsibility

      If an employee is on leave or has been terminated and is experiencing a pay issue related to their acting appointment, you must refer to the Pay Escalation Process and, if deemed appropriate, submit an escalated pay issue request on their behalf using the category Escalated acting pay issue, applicable sub-category.

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