Internal Bargaining Unit Employees: Acting assignment to a management or exempt job
as a result of direct placement or a job competition for Non-union Jobs at Pay Grades 11
and below
TO BE PLACED ON RELEVANT DIVISION LETTERHEAD
NOTE: Permanent, temporary and part-time bargaining unit employees are placed on an
acting assignment
(Date)
(Name)
(Address)
Dear (name):
Subject:
Job Title (Temporary Non-union Opportunity):
Job Posting #:
I am pleased to confirm that you will be placed on an acting assignment in the temporary
(management/exempt) position of (job title) in (division name) Division [use if applicable – subject
to you meeting the condition(s) noted below*].
* Police Reference Check in Parks, Forestry & Recreation, Long-term Care Homes &
Services, Children Services and Shelter, Support & Housing Administration divisions –
Check with your respective Divisional Co-ordinator to determine if a PRC is required for
an assignment – use if applicable
Your temporary acting assignment is conditional on the results of your (Vulnerable Sector
Police Reference Check or Criminal Record Check) that are satisfactory to the (division
name) Division. Once you meet the conditions outlined in this offer to the City of Toronto's
satisfaction, this offer of assignment would be considered firm and a start date will be
determined. If you fail to meet this condition by (date), the City's offer of acting assignment
will be automatically rescinded.
*use if a valid Ontario Driver’s Licence is a bona fide occupational requirement & the
employee is required to use a City vehicle
This temporary acting assignment is conditional upon your demonstrated ability to obtain a City of
Toronto driver’s permit. Please note that, as a condition of your continued placement, you are
required to have and maintain a valid Ontario Driver’s Licence and City Permit applicable to your
job classification.
Your temporary acting assignment will start on (date), and is subject to satisfactory work
performance, operational requirements and/or approved funding. This assignment will end on (date)
and can be terminated, early or otherwise, at management's sole discretion upon providing you with
two to four weeks administrative notice.
In this temporary acting assignment, you will be reporting to (name & supervisor's job title). Although
currently located at (address), your work location could change in the future due to operational needs.
use if appropriate depending upon the nature of the job
Your hours of work are (35 or 40 hours) per week. Use if the following is a mandatory requirement
and applicable – You will also be required to perform overtime work, shift work and/or evening or
weekend work.
OPTIONAL: You may be required to perform overtime work, shift work or occasional evening or
weekend work.
Your annual salary for the acting assignment is ($$) based on pay grade (#), less statutory deductions.
You will continue to pay union dues and will be governed by the terms and conditions of your Local (#)
Collective Agreement.
salary for non-productive time while on an acting assignment
You will be paid at the rate of the acting assignment job for non-productive time once you have worked
in this position for three continuous months.
Overtime/Lieu Time – Full Time Employee
Directors, Managers, Individual Contributors and/or Equivalent Positions up to and
including Pay Grade 11 - If eligible, you are entitled to lieu time, on a straight time basis, for
overtime hours worked to a maximum of (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 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 year, unless otherwise extended by the Executive Director of HR and
approved by your supervisor.
Exempt non-management administrative, clerical and supervisory positions with
direct responsibility for workers in shift operations - All overtime hours must be preauthorized by your supervisor to be eligible to accumulate this time as lieu time at time and a
half. Lieu time cannot be claimed for any period of less than 30 minutes worked in a work
day. Accumulated lieu time may be taken in pay or in time off whenever it is mutually
agreeable to you and your immediate supervisor. The maximum lieu time that may be taken
in time off is (105 or 120) hours. Lieu time earned must be scheduled and used by March 31
of the following year, unless otherwise extended by the Executive Director of HR and
approved by your supervisor. There is no maximum on the overtime hours paid.
In addition to the one of the above-noted overtime/lieu language, include the following for
part-time employee - For any additional hours worked, you will receive payment at straight time
for every hour worked above the usual part-time hours to the full-time weekly maximum of (35 or
40) hours.
Please refer to the City's Acting Assignment Policy and its corresponding implementation guide and
questions and answers documents available on the City Intranet for further details related to the
treatment of bargaining unit staff while in an acting assignment.
Include for Local 79 employees in part-time bargaining units - While on this acting
assignment, you cannot work shifts in your Local 79 part-time bargaining unit job.
Toronto Public Service By-law and City Policies
As a member of the public service and an employee of the City of Toronto, you are required 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 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 your employment.
Parking
If the City provides you with parking privileges at any facility (City or privately-owned), this may
constitute a taxable benefit to you, and you 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 License and that you abide by the City's policies and protocols, including maintaining
sufficient insurance in relation to the business use of personal automobiles.
Accommodation
If you require accommodation in performing the essential duties of this 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.
Supervisory Competence Training – use for positions with supervisory responsibilities as
defined in the Occupational Health & Safety Act (consult with your Health & Safety Consultant,
if required)
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 your assignment. These courses are available through
the Toronto Public Service course calendar or through your HR Health & Safety consultant.
Please confirm our offer of acting assignment by signing, dating and returning a copy of this
letter to my attention before (date by which offer will expire – one calendar week from job offer
letter and before start date). I have attached a copy of this offer for your records.
use if employee is being placed from a different division
I would like to welcome you to the (division) and wish you every success in this position. I hope
that you will find your new responsibilities interesting and rewarding.
use if employee is being placed within the division where he/she currently works
I would like to congratulate you on assuming this acting assignment and wish you every
success in this new position.
Please contact me at (phone number), if you have any questions.
Sincerely,
Strategic Recruitment Representative Name
Title
Attachments:
TPS By-law Conflict of Interest and Confidentiality Provisions
Business Use of Personal Automobiles
Copy to: Payroll & Benefits Processing unit
Corporate Personnel File #######, 5th Floor, Metro Hall
Base position supervisor – for an acting assignment in a different division
I, (employee name), have read and understood this agreement, and agree to the specified
terms and conditions.
Signature: ___________________________
Date: ___________________________