Guidelines/Procedures

Purpose

To provide procedures for compensation for Classified and Professional/Technical employees who assume significant additional responsibilities at equal or higher level classifications on a temporary basis, and to ensure consistency in compensating employees.

Responsibilities

Supervisors are expected to evaluate department needs and prioritize projects to ensure the completion of essential work in support of the College’s mission and strategic plans.  If it becomes necessary to assign significant additional duties of an equal or higher level position to an employee on a temporary basis, the immediate supervisor is responsible for the assessment of the work and recommendation of Temporary Assignment Pay in accordance with the policy and these guidelines. 

The Office of Human Resources is responsible for verifying the scope and level of the assigned duties for the job classification, and ensuring consistency in compensation.

Procedures

When it becomes necessary to assign significant additional duties to an employee that requires skills of a higher job classification, or a set of skills outside the scope of the employee’s permanent position at an equal classification level, on a temporary basis, Temporary Assignment Pay may be recommended by the immediate supervisor following these guidelines: 

1.  The immediate supervisor should develop a work plan and a rationale for requesting  Temporary Assignment Pay.  The immediate supervisor should discuss the proposed additional work assignments with the employee who will be impacted.If the employee has a concern or complaint about a temporary assignment, the employee should discuss their concern with the immediate supervisor.  If the concern or complaint is not resolved with the immediate supervisor, the employee should request a meeting with the next level supervisor to resolve the concern/complaint.

2.  If the employee has a concern or complaint about a temporary assignment, the employee should discuss their concern with the immediate supervisor.  If the concern or complaint is not resolved with the immediate supervisor, the employee should request a meeting with the next level supervisor to resolve the concern/complaint.

3.  Upon determination that the temporary additional assignments represent job responsibilities at a higher classification level or job responsibilities outside the scope of the employee’s staffing table position at an equal classification level, the immediate supervisor should complete the Temporary Assignment Pay Recommendation Form and submit it to the next level supervisor. The immediate supervisor should attach a detailed description of the essential duties to be assigned or major project duties.  The next level supervisor shall review the Temporary Assignment Pay Recommendation Form, discuss the circumstances and department needs with the immediate supervisor and approve/disapprove the recommended action.

4.  If the next level supervisor approves the recommendation, the form will be submitted to HR Compensation for review and completion.  HR Compensation is responsible for verifying the scope and classification level of the significant additional duties of the temporary assignment, whether the additional assignment is of an equal or higher job classification, and that the recommendation is consistent with the Temporary Assignment Pay policy.  HR Compensation shall submit the form to the Executive Vice President for review and approval/disapproval.

5.  If the next level supervisor does not approve the recommendation, he/she shall meet with the immediate supervisor to discuss his/her decision.

6.  Upon approval of the recommendation by the Executive Vice President, the Temporary Assignment Pay Request Form will be returned to HR Compensation, who will notify the next level supervisor.  The next level supervisor shall advise the immediate supervisor of the approval and to proceed with the assignment.  If the request is not approved by the Executive Vice President, HR Compensation will notify the next level supervisor of the decision.  The immediate supervisor shall advise the employee of the assignment, the Temporary Assignment Pay amount, the effective date of the assignment, and provide the employee with a copy of the completed Temporary Assignment Request Pay Form. 

7.  HR Compensation will forward the Temporary Assignment Pay Request Form to HR Records for processing and filing.

8.  The Temporary Assignment Pay Request process shall be completed within fifteen (15) working days.

Time Periods 

Temporary Assignment Pay may be approved for a period of one to six months within a fiscal year.  If a temporary assignment lasts up to six (6) months, the immediate supervisor should conduct an assessment and make a recommendation to the next level supervisor (prior to the end of the six month period) whether to request an extension of the Temporary Assignment Pay, or fill the position on a regular basis.  A temporary assignment extension must be approved by the Executive Vice President.

The Budget Authority is responsible for ensuring that the funds are available for Temporary Assignment Pay.  Temporary Assignment Pay is subject to inclusion in the college’s annual budget, Board Policy F-10 Employee Compensation.