Temporary pay (referred to as Acting Pay in HRMS) is a management-initiated temporary supplemental adjustment to an employee’s pay for assuming new duties and responsibilities on an interim basis.
Amount of temporary pay is based on the extent of the added responsibilities and the pay level typically associated with the added responsibilities. If duties and responsibilities are assumed
- in the same market pay range, management can pay up to 10% above the employee’s current pay for up to one year
- from a role in a higher market pay range, management can pay 0-15% above current salary
Exceptions must be approved by University Human Resources.
There are no caps on the amount of temporary pay, but it should never exceed the amount the employee would receive if permanently assigned to the new duties/job. Amount of temporary pay should not be the basis for computation of promotion or leave balance payments if the employee separates.
Requesting Temporary Pay
The HR Partner requests temporary pay on a Pay Action Request Form (PARF).
- Follow instructions to complete the Pay Action Request Form
- Secure appropriate school or department signatures
- Submit the PARF and other supporting documentation to appropriate offices
HR approves the request, notifies the HR Partner of approval, and submits the pay change to Payroll.
Send the PARF to the appropriate address:
Messenger Mail Address
Office of HR Consulting Services
918 Emmet Street, Michie North
P.O. Box 400127
U.S. Mail Address
University of Virginia
Charlottesville, VA 22904-4127
You may have to provide justification for temporary pay, such as the following:
- a description of the employee’s new duties and responsibilities, specifying the reason for the Temporary (Acting) Pay request
- added duties and responsibilities should be significant and should be circled on the updated job description
- if duties are due to a vacant position, provide the name of the former employee, position number, and date of resignation
- if duties are due to the posting of a new position, provide the position number of the new position
- if the employee is not continuing to perform current duties in addition to the new duties, describe the duties and percentage of the workload that have been temporarily removed from the position
Federal Fair Labor Standards Act
FLSA specifies that, for Classified and University Staff employees whose FLSA exemption status is non-exempt, temporary pay must be included in the calculation of the employee’s regular rate of pay for the purpose of determining the proper overtime rate.
Example: John is a non-exempt, biweekly paid employee with an annual salary of $20,000
- He is approved for a 10% temporary pay for three months
- If he works overtime during the three months in which he is receiving temporary pay, the amount of the temporary pay must be included in the calculation of the regular rate of pay to determine the proper overtime rate
- Calculation: Annual Salary of $20,000 plus annualized temporary pay of $2,000 = $22,000 / 2,080 = $10.58 per hour
- The overtime time-and-a-half rate would be $10.58 x 1.5 = $15.87