ACTING ASSIGNMENT OFFER LETTER TEMPLATE
*TO BE USED WHEN PLACING NON-UNION EMPLOYEES WHO ARE PERMANENTAND PART-TIME WITH AN INDEFINITE TERMON TEMPORARY FULL-TIME NON-UNION ACTING ASSIGNMENTSTHAT ARE UP TO AND INCLUDING PAY GRADE 11.0.
When placing an employee on an acting assignment at pay grade 12 or above, please contact your Strategic Recruitment for the letter template.
** Please do not use this template for bargaining unit employees. **
** Please do not use for accommodation-related placements. **
** Please do not use this template for temporary and part-time non-union employees on a fixed-term contract. Please contact your Strategic Recruitment Representative who will prepare the appropriate paperwork. **
If you have any questions in preparing this letter, please contact your People Services Consultant, Program Manager, Centralized Administrative Services PPFA Timekeeper or Strategic Recruitment Representative.
Revised October 2016
DELIVERED BY HAND
Subject: Temporary Full-time Acting Assignment (Non-union)
(INSERT job title, division)
[SELECT ONE: Further to your recent application for an Expression of Interest for the above-noted temporary assignmentOR Further to our discussion on date], I am pleased to confirm that you will be placed on a temporary full-time acting assignment in the non-union (SELECT ONE: management or exempt) position of Position Titlein Division NameDivision [if applicable insert following paragraphs– subject to you meeting the condition(s) noted below].
This offer of a temporary acting assignment is conditional upon you meeting the requirements checked below:
You producing a copy of the required certification(s) and/or licence(s) to me, and maintaining a valid licence and/or certification applicable to your temporary acting assignment job classification.
Your ability to use a suitable personal vehicle to conduct City business.
You obtaining and maintaininga valid City of Toronto Driver's Permit.
Police Reference Check (PRC) in Parks, Forestry & Recreation, Children Services and Shelter, Support & Housing Administration divisions may be required – Check with your respective Divisional Coordinator to determine if a PRC is required for an assignment and then contact your Strategic Recruitment representative for the template.
Once the above-noted condition(s) has (have) been met to the City's satisfaction, and you have signed this offer of temporary acting assignment, this letter will constitute the changes to the terms and conditions of your employment in relation to the temporary acting assignment. If you fail to meet the above-noted condition(s) by the specified date, the City's offer of temporary acting assignment will be automatically rescinded, with no further obligations owing to you in relation to the acting assignment.
Term of Acting Assignment
The term of this temporary acting assignment ("AA"), subject to operational requirements and satisfactory performance at all times, will commence on start dateand will end on end date, unless terminated earlier. The assignment can be terminated early or otherwise, at management's sole discretion. If terminated earlier, the City will endeavour to provide you with two weeks administrative notice. (NOTE: Division to diarize end-date and send out notice of acting assignment termination or an extension letter 1-2 months prior.)
Subject to earlier termination of this temporary acting assignment, in the absence of a subsequent written agreement to extend your acting assignment beyond AA end date, your acting assignment will terminate on that date. Thereafter, effective the next business day, you will return to your previous base pay and position as Position Titleor, if not possible, a position comparable, with the same pay grade and terms and conditions of City employment as previously held, and you agree such will not constitute constructive dismissal.
In the event that the term of the temporary acting assignment is extended, for such length of time as the parties agree to in writing,such extension shall be on the same terms and conditions set out in this letter.
Work Location, Reporting Relationship & Hours of Work
In this temporary acting assignment, subject to future change as may be operationally required, you will be located at Work Addressandwill be reporting toSupervisor's Job Title, who is currentlySupevisor's Name.
Your regular work day and work week will be# hours per day, # hours per week.You may be required to perform overtime work, as necessary. Include if applicable – You will be required to be on rotating shifts with evening and weekend work.
While in this temporary acting assignment, you will be paid a bi-weekly amount of $bi-weekly amount, based on pay grade#wage grade number, less all applicable statutory, employee benefit and pension deductions as appropriate from time to time, and payable in instalments in accordance with the City's normal practice.
Overtime – please include this paragraph when employees are being placed from Exempt non-management administrative, clerical and supervisory positions with direct responsibility for workers in shift operations to Management Positions where employees are only eligible for lieu time on a straight time basis: If eligible, you are entitled to lieu time, on a straight time basis, for overtime hours worked to a maximum of (SELECT ONE: 105 OR 120) hours per calendar year in accordance with the City's Lieu Time Policy for Non-union Staff. Lieu time cannot be claimed for any period of less than 30 minutes overtime worked in a work day. All overtime hours worked, whether or not eligible for lieu time, must be authorized by your supervisor in advance and must be documented for payroll purposes. Lieu time earned must be scheduled and used by March 31 of the following calendar year, unless otherwise extended by the Executive Director of HR and approved by your supervisor.
TPS By-law and City Policies
As a continuing member of the public service and an employee of the City of Toronto, you are required to continue to act in accordance with provisions of Chapter 192, Public Service, Toronto Municipal Code ("Toronto Public Service By-law") and all City policies as amended and in effect from time to time. The Toronto Public Service By-law and all City policies are important and you are required to be and remain familiar with and comply with all that apply to you including but not limited to those provisions relating to Conflict of Interest and Confidentiality, Political Activity, Disclosure of Wrongdoing and Reprisal Protection,Acceptable Use of Information Technology Resources, Social Media Usage, Employment Equity, Human Rights and Anti-Harassment/Discrimination, and Occupational Health and Safety.
Attached are the Conflict of Interest and Confidentiality provisions of the Toronto Public Service By-law which you hereby acknowledge you have read, understand that you must comply with and which you agree forms part of the terms of your employment (and temporary assignment).
You are required to be and remain familiar with the Toronto Public Service By-law and City policies that apply to your employment. Please visit and for more information on the Toronto Public Service By-law and the City's current human resources policies.
Supervisory Competence Training – please include if applicable: As your temporary assignment involves a supervisory role under the Occupational Health & Safety Act,if you have not yet successfully completed the City’s mandatory supervisory health and safety training requirements, you are expected to successfully complete the next available occupational health and safety courses as a condition of you continuing in your temporary acting assignment. These courses are available through the Toronto Public Service course calendar or through your HR Health & Safety consultant.
If the City provides you with parking privileges of any kind, whether at a City-owned facility or otherwise, this will constitute a taxable benefit to you, and you herein acknowledge and agree that you are entirely responsible for any tax obligations arising as a consequence of that benefit.
Attached is a copy of the bulletin titled, “Business Use of Personal Automobiles” which provides you with information about risk and liability issues associated with operating your vehicle for City business. If you use your own vehicle, you are required to have and maintain a valid Ontario Driver’s Licence and abide by the City's policies and protocols, including maintaining sufficient insurance in relation to the business use of personal automobiles.
If you require accommodation in performing the essential duties of this temporary acting assignment, related to the protected grounds in the Ontario Human Rights Code, you are required to advise your supervisor, in writing, of your accommodation needs and submit adequate documentation to support your request. For disability-related accommodation requests, documentation must be from your treating physician outlining functional limitations.
Termination of Acting Assignment
Upon expiry and/or early termination of the temporary acting assignment, you will be returned to your base position or, if not possible, a position comparable to the one you held as at the date of the initial start of your acting assignment with the same pay grade and terms and conditions of City employment as previously held.
You agree that any termination of the temporary acting assignment, early or otherwise, is not a termination of your employment with the City, and that your return to your base position (or a comparable position) and prior terms and conditions of employment do not constitute a constructive dismissal. Further, you agree that upon any termination of the acting assignment, no severance or payment in lieu of notice will be owed to you whether statutory or otherwise.
If your employment with the City of Toronto ceases during the period of your temporary acting assignment for any reason, such as termination without cause, resignation or retirement, you agree that any sick pay gratuity payment, if eligible, will be paid at your base salary if you have been in the same acting assignment for less than one continuous year.
Other than the new, temporary change in position and compensation, and those changes listed above, you agree that all terms and conditions of your employment with the City as previously held immediately prior to the AA will continue in effect, without amendment.
Please confirm our offer of this temporary acting assignment by signing this letter, and returning it to my attention by (INSERT date – must be before AA start date). Please also review and sign the TPS By-law Conflict of Interest and Confidentiality provisions and return it with your acceptance of this offer of temporary acting assignment.
I would like to congratulate you on assuming this temporary acting assignment and wish you every success in this new position over its term.
Please contact me at (phone number), if you have any questions.
[INSERT DIVISIONAL HIRING MANAGER OR APPROVED DESIGNATE NAME]
I, [INSERT name], consent to this temporary, acting assignment and understand that by doing so, no terms and conditions of my employment with the City will be varied except as set out above relating to the temporary acting assignment and only for the interim period of my acting assignment. For purposes of clarity, the terms and conditions of my base position will continue to apply for all purposes upon the ceasing of my temporary acting assignment.
Signature: ______Date: ______
Copy (via email scanned, pdf or protected document OR interoffice mail) to:
Payroll Processing Unit, 13th Floor, Metro Hall
Corporate Personnel File #######, 5th Floor, Metro Hall at (original executed copy)
Base Position Supervisor (name) - if acting position reports to a different supervisor
Divisional Administrator, if applicable
Business Use of Personal Automobiles
TPS By-law Conflict of Interest and Confidentiality Provisions
DIVISIONAL USE FOR PAYROLL PURPOSES AS AN ALTERNATIVE TO COMPLETING THE ALTERNATE POSITION (AP) & RETURN TO BASE POSITION FORM. PLEASE NOTE THAT PAYROLL WILL NOT PROCESS THE AP/MSS FORM WITHOUT THE EMPLOYEE NOTIFICATION.
1. DO NOT PROVIDE THIS PAGE TO EMPLOYEE.
2. ATTACH THIS PAGE TO EMPLOYEE'S EXECUTED LETTER WHEN SENDINGCOPIES TO PAYROLL AND CORPORATE PERSONNEL FILE.
3. DO NOT COMPLETE THIS PAGE IF YOU ARE AN OPERATIONAL MANAGER/SUPERVISOR IN CLUSTER B – YOUR CENTRALIZED ADMINISTRATIVE SERVICES PPFA TIMEKEEPERS WILL PREPARE THE PAYROLL NOTIFICATION.Employee #: / First Name: / Last Name:
AP #: / Start Date (y/m/d): / End Date (y/m/d):
Job Posting # (if applicable): / Reason (Select One): Higher Pay Grade AP OR Same (different job) or Lower Pay Grade AP / Position #:
Job title: / Pay Scale Group: / Pay Scale Type (Select One):
Division, Section, Unit: / Work Location (building, address, floor): / PTP Pay Stub Location (if changed):
Work Schedule Rule (if changed – must be beginning of pay period): / Pay Grade #: / Bi-weekly Salary (do not complete if returning to former AP job within same calendar year:
Cost Centre: / Functional Area:
Authorization/Approvals (Divisional use only):Director/Section Head / Date (y/m/d)
Division Head/City Clerk/City Solicitor / Date (y/m/d)
DCM (for Cluster B) or City Manager for all CMO divisions (excludes HR) / Date (y/m/d)