Acting assignment to a management or exempt job as a result of direct placement or a job competition (internal employee) - use for Pay Grades 11 and below
/ Barbara ShulmanActing Executive Director
Joseph P. Pennachetti, City Manager / Human Resources Division
City Hall (for example)
Street name
Toronto, Ontario XXXXXX / Tel: 416-XXX-XXXX
Fax: 416-XXX-XXXX
name @toronto.ca
www.toronto.ca
(Date)
(Name)
(Address)
Dear (name):
Subject: Job Title (Temporary 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) from (date) to (date). This assignment can be terminated at management’s discretion.
In this position, 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.
* Police Reference Check – Check with Brad Salavich to determine whether the following applies to the job being filled
Your employment 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 employment 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 If you fail to meet this condition by (date), the City's offer of employment will be automatically rescinded.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 offer of position is conditional upon your demonstrated ability to obtain a City of Toronto driver’s permit. Please note that, as acondition of your continued employment, you are required to have andmaintain a validOntario Driver’s Licence andCityPermit applicable to your job classification.
*use if certain educational certification and/or professional licence is a bona fide occupational requirement
You are required to have and maintain a valid (specify certification and/or licence name) for this position. Your employment is conditional upon production of the required (certification and/or licence). You must provide the required documentation by (specify timeframe) to the City of Toronto's satisfaction. If you fail to meet this condition by the specified date, the City's offer will be automatically rescinded.
*use if personal vehicle is required for work and condition of employment
In this position, you are required to use your own vehicle to conduct City business. 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. As a condition of your continued employment, you are required to have and maintain a valid Ontario Driver’s License applicable to your job classification and that you abide by the City's policies and protocols, including maintaining sufficient insurance in relation to the business use of personal automobiles].
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 andapplicable – You will also be required to performovertime 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 ($$) less statutory deductions [pay grade (#)].
salary for non-productive time while on an acting assignment – please modify this sentence for L79 part-time staff as they may not be eligible for sick days
You will be paid at the rate of the acting assignment job while on vacation and for sick days 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 Pay Grade 11 - In accordance with the City's Lieu Time Policy for Non-union Staff, 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.
Exempt non-management administrative, clerical and supervisory positions with direct responsibility for workers in shift operations. For supervisory jobs with no shift operations responsibility, please consult with your Strategic Recruitment manager for the 2A list as the following provisions are also applicable to these jobs - In accordance with the City's Lieu Time Policy for Non-union Staff, you are entitled to lieu time at a time and a half for overtime hours worked to a maximum of (105 or 120) hours per calendar year. This accumulated lieu time may be taken either in overtime pay or in time-off whenever it is mutually agreeable to the employee and his/her immediate supervisor. There is no maximum on the overtime hours paid.
Overtime/Lieu Time – 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.
Directors, Managers, Individual Contributors and/or Equivalent Positions up to and including Pay Grade 11 –
If you work more than (35 or 40 hours) per week, in accordance with the City's Lieu Time Policy for Non-union Staff, 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.
Exempt non-management administrative and clerical positions. Please consult with your Strategic Recruitment manager for an updated 2A list of Supervisory positions with direct supervisory responsibility for workers in shift operations – If you work more than (35 or 40 hours) per week, in accordance with the City's Lieu Time Policy for Non-union Staff, you are entitled to lieu time at a time and a half for overtime hours worked to a maximum of (105 or 120) hours per calendar year. This accumulated lieu time may be taken either in overtime pay or in time-off whenever it is mutually agreeable to the employee and his/her immediate supervisor. There is no maximum on the overtime hours paid.
Lieu time cannot be claimed for any period of less than 30 minutes overtime worked in a work day. All overtime hours worked need to be authorized by your supervisor in advance and must be documented for payroll purposes. Use if employee is expected to work beyond March 31st of the following year - 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.
Policies
As an employee of the City, you will continue to be subject to all City policies and programs, as amended from time to time. Please visit the City's Web Site at http://wx.toronto.ca/intra/hr/policies.nsf?OpenDatabase&Start=1&Count=1000&Collapse=1 for more information on current human resources policies.
All of the City's policies are important and you are required to be familiar with and comply with all that apply to you including but not limited to Conflict of Interest, Fraud Prevention, Acceptable Use of Information Technology Resources, Social Media Use, Equity, Diversity and Human Rights and Occupational Health and Safety, as amended from time to time.
use if base job is union
While on this acting assignment, you will continue to pay union dues. use if employee is below the top step of the wage grade - For increment purposes, your current anniversary date for your base position remains unchanged.
use for employees in Local 79 Recreation Workers Unit – While in this acting assignment, you will not be able to work on a part-time basis in your Recreation Worker position. Please contact your part-time supervisor at the end of your acting assignment to discuss your next steps.
use if personal vehicle is NOT required for work and NOT a condition of employment - use for all employees
If you use your own vehicle to conduct City business, 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.
Parking - use for all employees
If the City provides you with parking privileges at any facility (City or privately-owned), this may constitute a taxable benefit to you. Therefore, you acknowledge and agree that you are responsible for any tax obligations arising from this benefit..
use if employee needs accommodation– customize it to include the type of accommodation provided, the specified timeframe and when the review will occur*
According to the information provided, you require (temporary or permanent) accommodation to perform the essential duties of this job.
use in the case of temporary accommodation
Your accommodation will be reviewed in (specify timeframe).
use in the case of permanent accommodation
In accordance with Accessibility for Ontarians with Disabilities Act, your individual accommodation plan will be reviewed at least once a year.
* Note: The reason for the accommodation (e.g. disability, religion) must not be identified in the letter.
Use the following two paragraphs for all employees:
The City is committed to providing accommodation in the workplace in accordance with Ontario Human Rights Code, Accessibility for Ontarians with Disabilities Act and the City of Toronto's Accommodation Policy. If you require accommodation in performing the essential duties of your new job, related to protected grounds in the Ontario Human Rights Code, during the course of your employment at the City, please discuss your accommodation needs with your supervisor.
Please note that disability-related accommodation will require objective medical information from your treating physician identifying your 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.
Conflict of Interest & Confidentiality
You are required to comply with the City’s Conflict of Interest Policy and avoid actual or perceived conflict of interest situations, including any monetary or personal gain received. If any outside work and/or business activities could have an impact on or conflict with your employment at the City whether or not they result in compensation, you must consult with your immediate supervisor before being involved in such activities to ensure you do not violate City's policies.
As outlined in the Conflict of Interest Policy, you may not use or disclose any confidential or privileged information to any person, unless it is required by law or is permitted in the course of performing your duties. Confidential matters also includes third party information, personal information and any other information contained in City records that need to be kept confidential under the Municipal Freedom of Information and Protection of Privacy Act ("MFIPPA").
use for non-union staff: Please refer to the Policy, available on the City’s Intranet – HR Web, for further details.
use for bargaining unit staff: Please refer to the attached Conflict of Interest Policy for further details.
By signing this letter, you are acknowledging that you have read and understand this policy.
You will be subject to all City policies and programs, as amended from time to time.
Please confirm our offer of acting assignment by signing, dating and returning a copy of this letter to my attention by (date - must be one calendar week from job offer letter and before start date) by which the City's offer will expire and will be automatically rescinded. 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 challenging and interesting.
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,
Hiring manager name & title OR Strategic Recruitment representative name & title (for City-wide posting)
Copy to: payroll & benefits processing unit
corporate personnel file #######
home supervisor (name) – for an acting assignment in a different division
Attach. Conflict of Interest Policy (for bargaining unit staff)
Business Use of Personal Automobiles
I, (employee name), have read and understand this agreement, and accept its terms and conditions.
Signature: ______Date: ______