Secondments

A secondment is the temporary move of an employee from one department to another department, agency or organization in the Core Public Administration to perform the functions of a position or to take on a special project.

While on secondment, an employee retains their home department substantive position group and level, as stated in Part 2 of the Appendix to the Directive on Terms and Conditions of Employment, subsection 2.2.3. If there is a change to group and level that results in a salary increase (promotion), it is to be treated as an acting appointment under the Public Service Employment Act and may then be subject to the application of merit and rights to recourse.

Secondments are initiated by the host organization and documented through a written agreement between all parties concerned, ie. host organization manager, home organization manager and employee. The secondment agreement must be discussed and agreed upon by all parties prior to initiating the request.

Important: Phoenix does not allow Section 34 authorization for employees on secondment, therefore any persons who held Section 34 signing authority in their substantive position will not have the same authority during periods of secondment.

  • Secondment into ESDC

    As the host organization, the ESDC manager is responsible for preparing the necessary documents when an employee from another department comes to ESDC.

    Important: For employees on secondment to ESDC, their pay file remains the responsibility of their home department. Any pay related actions or leave requests will be sent to the home department for processing.

    • Required Documents
    • Employee Responsibilities
      1. Provide the contact information of your home organization manager to the host organization manager / Section 34 manager (EDSC) so they are able to transmit documents as required.
      2. Sign the secondment agreement prepared by ESDC and return it to the ESDC host manager.
      3. Complete and sign the Employee Questionnaire (HRB2578) and forward to the ESDC host manager.
      4. Refer to myKEY for Seconded Employees to recover your MyKey once the secondment begins.
      5. To report your overtime, complete and sign the Extra Duty Pay/Shiftwork Report and Authorization (GC-179) and forward to your ESDC host Section 34 manager for approval. Your ESDC Section 34 manager will send to your home Section 34 manager for processing in Phoenix.
      6. To report all your leave (vacation and other), complete and sign the Leave Application and Absence Report (GC-178) and forward to your ESDC host Section 34 manager for approval. Your ESDC Section 34 manager will send to your home Section 34 manager for processing in MyEMS PeopleSoft.
    • Host Manager / Section 34 Manager Responsibilities
      1. Open a request via the HRSC Portal as outlined in Manager's Guides to Staffing Actions.

      2. Once the document is prepared and all parties have signed, attach the agreement to the existing request and a copy to the employee's home organization manager.

        Note: Do not complete a Pay Action Request (PAR) form. HRSC will complete the data entry and forward the documents to the appropriate Regional Finance Unit within ten (10) business days.

      3. Approve and sign all Leave Application and Absence Report and Extra Duty Pay forms for the employee as required and send to the home organization manager for processing.  Refer to the respective collective agreement for overtime rules specific to each group.
      4. Refer to the Departure Road Map for off boarding procedures when the secondment has ended.

        Important: The initial secondment request must be submitted via the HRSC Portal in a separate request and prior to any additional HR requests such as acting appointments, extensions, early end to agreement or early end to acting appointment.

      5. If additional HR requests are required, you must initiate the appropriate staffing process, include the secondment details in the request, e.g. employee is on secondment from (department name) from XXXX to XXXX.
      6. Do not send a PAR form. You must ensure that any additional HR action documentation is forwarded to the employee's home organization manager for processing.
  • Secondment out of ESDC

    A secondment out of ESDC occurs when an employee leaves to work in another department. Once approved, the ESDC manager becomes the home organization manager and the host organization manager is responsible for the preparation of all required documents.

    Important: For employees on secondment out of ESDC, their pay file remains the responsibility of our department. The host manager will forward any pay related actions or leave requests to the home Section 34 manager for processing.

    • Required Documents
      • Signed Secondment agreement (prepared by the host department)
    • Employee Responsibilities
      1. Sign the secondment agreement and send a copy to your ESDC manager as soon as possible for processing.
      2. Refer to How do I obtain a myKEY while I am on secondment to recover your MyKey once your secondment begins.
      3. To report your overtime complete the Extra Duty Pay/Shiftwork Report and Authorization (GC-179); you and your Section 34 host manager must both sign the form; forward to your ESDC Section 34 home manager for processing in Phoenix.
      4. To report your leave (vacation and other), complete the Leave Application and Absence Report; you and your Section 34 host manager must both sign the form; forward to your ESDC Section 34 home manager for processing in myEMS (PeopleSoft).
      5. If you need to change your personal information in myEMS (PeopleSoft), notify your Section 34 home manager as soon as possible; they are responsible for sending your request to the HRSC portal on your behalf.
    • Home Manager / ESDC Section 34 Manager Responsibilities
      1. As soon as your employee provides you with the secondment agreement signed by all parties, it is your responsibility to submit a request as outlined in Manager's Guides to Staffing Actions in the HRSC Portal.
      2. Please read the Off Boarding Employee – Departure Roadmap for all details related to this entire process.
      3. You are also responsible for updating personal information, if required, and entering leave and overtime requests on behalf of your employee during the period of secondment.
      • Updating Employee Personal Information

        • Open a ticket via the HRSC Portal

          I am a Manager > Pay Related Action

        • Complete the Employee information section

          • Category: Personal Info
          • Sub-Category: Personal Data Change (employee on leave/terminated...)
          • Effective date: (date employee confirmed the change)
          • Add details of secondment in "additional comments"
          • Submit request
      • Entering leave requests

        Access MyEMS (PeopleSoft) to enter leave from the Leave Application and Absence Report (GC-178).

        Important: Your employee and the Section 34 host manager must sign the form. Refer to PSGuide - myEMS (PeopleSoft) for detailed instructions.

      • Entering overtime requests
    • Useful Links