Assigning Interim Duties
In the event of an employee departure or other circumstances, it may be necessary to assign temporary additional duties to staff or temporary additional positions.
Certain situations may require the assignment of additional duties to an employee outside of that employee's job description on an interim basis to ensure business continuity within a department. In these situations, an employee may be given an interim position. An interim position is a visible, management, limited assignment of typically six months or less.
Typically, interim additional duties are assigned to an employee as a result of a termination. The employee may not perform interim additional duties until the department obtains approval from Compensation.
Hiring managers and/or departments who would like to appoint someone in an interim capacity should contact their HR representative, who will initiate the process and ensure that the appropriate documentation is completed.
Title Change
When regular employees are assigned interim additional duties, their official university classification title will not change. In most cases, an employee will receive a courtesy title of the vacant position’s approved title, preceded by the term “interim” or “acting.”
Change in Pay
For the duration of an approved interim assignment, an increase in pay in recognition of interim duties is typical. Managers should work with their HR representative in calculating the appropriate interim pay increase.
Duration of Related Pay Adjustment
If an employee receives a temporary pay adjustment as a result of the assignment of interim additional duties, the temporary salary pay adjustment will end when the employee is no longer performing the interim duties.
In general, an employee may not hold more than one position at any one time. However, when certain situations arise, such as an employee going on a short-term leave of absence or resigning unexpectedly, it may be necessary to employ an individual in two or more concurrent positions for a temporary period.
Exempt regular employees assigned to more than one position
Under certain circumstances, regular employees may be employed in more than one GW position at one time. The position beyond the employee's regular, primary position must be a temporary, short-term appointment. Employment in more than one position at one time requires the consent of each employing department and the approval of Compensation. If the employee is exempt, the majority of the employee's work must be in the regular, exempt position.
Nonexempt employees assigned to more than one position
Managers must be aware of the university's overtime pay guidelines for nonexempt employees. If an employee is holding more than one nonexempt position, the secondary department must obtain the number of hours the employee typically works each workweek from the home department. This information enables both departments to assess whether overtime pay will be likely to be required.
In the case of a temporary employee, the primary and secondary departments must determine whether the employee will exceed the limit for number of hours worked in temporary positions in a fiscal year. Managers should work closely with their HR representative to ensure that all guidelines and policies are followed.
Temporary/wage account employees assigned to more than one position
Under certain circumstances, temporary/wage account employees may be employed in more than one position at one time. A temporary position beyond the employee's current, primary, temporary position requires the consent of each employing department and the approval of Compensation.
Commencement of work in a temporary, additional position
The employee may not start working in the additional temporary position until the Request for Employment in More Than One Position form is received and approved by Compensation.
Ending the additional position
When the additional, temporary position ends for a regular or temporary employee, the department responsible for the temporary position must complete a Change in Status form to terminate the position and must forward the form to HRIS within two (2) business days after the position has ended.
Workflow for Assigning Temporary, Additional Positions
To assign temporary, additional positions, managers in the hiring department should complete a Change in Status Form and a Request for Employment in More than One Position form. These forms should be forwarded to the appropriate department as outlined in the table below.