Procedure

Identifying the appropriate route

When the need for work to be covered occurs, the manager will consider the following when determining whether an Internal Secondment or Temporary Responsibilities Allowance (TRA) is appropriate:

• Is the work to be covered a whole role or temporary additional duties?
  • If it is a whole role, consider a secondment
  • If it is some additional duties whilst maintaining current duties, consider a TRA
• How long is the work likely to last for?
  • If it is more than 12 months, a secondment may be the best option

Temporary responsibilties

A need for temporary additional responsibilities to be covered could arise for a number of reasons including the unplanned absence of an employee, or as an interim measure in advance of a restructuring exercise. In such circumstances, the Senior Manager or Head of Department (HoD) should consider the best option for providing this cover.

Making arrangments

The senior manager / HoD should discuss the potential requirement for an employee to take on Temporary Additional Responsibilities (TRA) with their HR Adviser before making any commitment to the employee about the award of an allowance.

If this is considered to be the appropriate solution, in order to make the most suitable temporary appointment whilst ensuring transparency, consistency and equality of opportunity, a streamlined selection exercise should be considered and applied depending on the circumstances. Guidance from the HR Adviser should be sought to determine the appropriate course of action.

This would normally involve identifying the employee(s) who may have the appropriate skills and experience, discussing the opportunity with them, inviting expressions of interest in temporarily working at the higher grade, assessing applications - including interviewing applicants - and selecting the most appropriate employee based on objective criteria.

Preparing for the temporary responsibilities

Managers will consider whether a Temporary Responsibility Allowance (TRA) is appropriate. This would usually be where the employee is carrying out an essential or significant proportion of responsibilities that go beyond the scope of their substantive post and which are considered to be at a higher graded role. They must also be expected to take on these responsibilities for more than one month and less than twelve months. The HR Adviser will support the manager in identifying the appropriate allowance value.

When the need to pay an employee a TRA has been established, the Manager / HoD should complete and submit a TRA request form. The TRA request will be considered and approved through HR with input from relevant managers, which may be done at a Faculty level.

During the temporary responsibilities

During the temporary responsibilities, line managers will meet regularly with the employee to ensure that work levels remain manageable.

At the end of the temporary responsibilities

At the end of the TRA, the employee stops performing the temporary responsibilities and returns to completing their previous substantive duties only.

Extending the temporary responsibilities

If it is anticipated that the Temporary Responsibilities will need to be extended, the Senior Manager or HoD should discuss this with their HR Adviser as soon as possible. The TRA extension should be approved by the HR Adviser with input from relevant managers - which may be done at a Faculty level. Only in exceptional circumstances should this exceed 12 months, see Guidance section.

Internal secondments

Internal secondments can allow departments to recruit to short or fixed term vacancies whilst enabling employees to develop skills and their understanding of particular areas of work.

Objectives for secondments may include the following:

• temporarily filling a vacancy where the host department lacks the appropriate expertise
• transfer of expertise
• a project assignment
• the employee's personal and professional development
• creation of career development opportunities
• cover of extended leave eg. maternity or adoption leave

Support for internal secondments

It is important to balance our commitment to encouraging the personal and professional development of employees, with the business needs of the employee's current department or service. The approval of the employee's current line manager is therefore required for a secondment to take place.

Secondment opportunities should not be unreasonably refused by the substantive department, however support for secondments is not automatic and may not be possible in all circumstances. This will be dependent upon a number of factors and the length of the proposed secondment will have a bearing on whether the employee may be able to return to their substantive post.

Secondments should normally be granted provided they meet the following criteria:

• the secondment will provide personal and professional development for the employee
• there will be overall benefits to the University through improved employee and organisational performance
• the seconding department can reasonably expect to cover the work of the secondee by redeployment, inward secondment or recruitment

Setting up internal secondments

Secondments may be within the same Department in which the employee works, or elsewhere within the University. The same principles apply to full and part time secondments. A secondment to a subsidiary company of the University which has its own Terms and Conditions will be considered an external secondment. Speak to your HR Adviser if you are unsure.

An internal secondment can be made as a direct appointment, if the period of secondment is 6 months or less or it can be made through the normal recruitment process, restricting advertising to the internal jobs board only. Prior to advertising a secondment opportunity, managers should seek advice and guidance from their Management Accountant and HR Adviser.

Preparing for the secondment

In order to maximise the success of the secondment opportunity, clear objectives should be set by the Secondment Line Manager and there should be a clear understanding of the purpose/desired outcomes of the secondment by all parties.

Regular review periods should be built into the secondment and the seconding line manager should inform the substantive line manager of the secondee's performance against the agreed objectives.

Regular contact between the substantive line manager and the secondee should be maintained throughout the period of the secondment by for example, distribution of information, invitation to key meetings and presentations and personal visits.

The secondment and restructuring appointment form should be used for current employees who are being placed on a secondment in new posts, without the role being advertised.

During internal secondments

When an employee is undertaking an internal secondment, personal objectives should be set by the hosting line manager and may also be set by the substantive line manager. These should be aligned to the overall objectives of the department and service plans. These objectives should be agreed with the secondee at an initial meeting at the beginning of the secondment and then regularly reviewed through the formal Performance Development Review (PDR) process.

Throughout the period of the secondment, the secondee's substantive line manager will maintain regular contact with the secondee, to ensure they are kept up to date with developments in the department.

Extension requests for internal secondments

Extensions to a current secondment that take the total secondment period beyond two years will not normally be approved.

If an extension is requested and the employee's substantive department does not support it, the extension may only be offered on a fixed-term contract basis. In this case, the employee would give up the right to return to their substantive post.

At the end of the fixed-term extension, if no suitable alternative role is available within the University, the employee may be at risk of redundancy. This means that the University will apply its Redeployment and Redundancy procedures, including efforts to find another suitable post, but this cannot be guaranteed.

Before agreeing to any such extension, both the substantive and secondment managers must consult with HR and have a clear discussion with the employee about the potential implications. This discussion will be confirmed in writing to the employee.

Where a seconded role becomes available on a permanent basis, where there was an open recruitment process for the secondment and where there have been no substantial changes to the role, the secondee may be offered the role on a substantive basis, subject to the agreement of the seconding line manager, the substantive line manager and the secondee.

Outgoing external secondment

Outgoing External Secondments may be used to send an employee to another institution for a defined period of time whilst remaining an employee of the University of York, before returning to their substantive post at the University at the end of the period.

A secondment to a subsidiary company of the University which has its own Terms and Conditions will be considered an external secondment. Speak to your HR Adviser if you are unsure.

Preparing for the secondment

Outgoing external secondments are usually arranged for a defined period of up to 3 years in the first instance. Secondments should be agreed by the Head of Department in consultation with the Dean. The HoD will notify the HR Adviser of any proposed secondment arrangements.

Once the secondment is agreed, the HoD should confirm this to the HR Adviser. The HR Adviser will support the HoD/Manager to prepare a secondment agreement which sets out the obligations, expectations and accountabilities of each party. The agreement should be signed by the University, the secondee and the appropriate signatory for the Secondment (host) organisation. The HoD will set out the performance objectives and outcomes expected of the secondment.

During the outgoing external secondment

Throughout the period of the secondment, the secondee's manager (in the University of York) will maintain regular contact with the secondee, to ensure they are kept up to date with developments.

As the secondee's employer, the University of York will be made aware - by the host organisation - of any performance, capability, conduct or grievance issues that may be raised during the period of secondment relating to the secondee. The host organisation and the secondee's employer will work together to determine the most appropriate means of resolving such issues.

Arrangements to fill the vacated post should be made in accordance with the normal recruitment process by use of a fixed-term contract or internal secondment as appropriate. It will be for the manager to determine whether a fixed-term contract may be advertised as a secondment opportunity. This would apply in circumstances where it is considered likely that the expertise required to fulfil the role already exists within the University.

Extension requests for outgoing external secondment

In exceptional circumstances, an extension of a secondment may be requested, or a secondment may become a vacancy. The HoD will consider this in consultation with the Dean and discuss this with the HR Adviser.

For external outgoing secondments which are extended, there is no guarantee that the employee will be able to return to their substantive post at the University of York.

If there is no agreement by the substantive department to an extension and the employee decides not to return to their substantive post, this will be considered to be a resignation and the employee would relinquish their right to return to their substantive post.

Incoming external secondment

Incoming external secondments may be used to bring a named individual into the University of York for a defined period of time with a view to them returning to their substantive employer at the end of the period.

• as an advertised opportunity for specific knowledge exchange or transfer from partner organisations or to bring in specialist professional skills that would be otherwise unavailable to the University
• as an alternative appointment arrangement following the advertisement of a fixed-term post

Vacancies are not normally advertised as a secondment for non-University of York employees, unless they are specifically to meet the needs for knowledge exchange/transfer or to bring current professional skills into the organisation on a short to medium term basis. An advert for a fixed-term post may include a statement that applications for secondment are also welcome. Secondments will not normally be considered in response to an advert to recruit to an open contract.

In order to maximise the success of the secondment opportunity, clear objectives should be set and there should be a clear understanding of the purpose/desired outcomes of the secondment by all parties.

Preparing for the secondment

Once the secondment is agreed, the HoD should confirm this to the HR Adviser. The HR Adviser will support the HoD/Manager to review and agree a secondment agreement, designed by the substantive employer, which sets out the obligations, expectations and accountabilities of each party. The agreement should be signed by the University, the secondee and the appropriate signatory for the Substantive organisation. This should include performance objectives and outcomes expected of the secondment.

For the secondment to be managed effectively and maximum benefits realised a formal induction programme should be developed and implemented by the line manager for the secondment which should be followed by regular reviews, taking into consideration the following points:

• all parties to be clear as to the objectives, benefits and outcomes of the secondment
• objectives to be set for the secondee related to the department's business plans
• regular review periods to be built into the secondment
• the roles and responsibilities of all parties involved in the secondment to be defined
• regular contact between the substantive line manager and the secondee should be maintained throughout the period of the secondment by for example, distribution of information, invitation to key meetings and presentations and personal visits
• occupational health clearance, if appropriate
• a DBS (Disclosure and Barring Service) check may be required depending on the role

During the incoming secondment

Throughout the period of the secondment, the secondee's manager (external to the University of York) will follow their own organisation's secondment requirements to maintain regular contact with the secondee.

The secondee's employer will be made aware by the University of York of any performance, capability, conduct or grievance issues that may be raised during the period of secondment relating to the secondee. The University of York and the substantive employer will work together to determine the most appropriate means of resolving such issues.

Extension requests for incoming external secondments

In exceptional circumstances, an extension of an external secondment may be requested. The HoD will consider this in consultation with the Dean and discuss this with the HR Adviser.

For incoming external secondments which are extended, there will be no intention that the individual will become an employee of the University of York.

If the secondee was recruited to the secondment opportunity without a competitive selection process, s/he may apply to be considered for an open contract position if this becomes available, in line with our Recruitment Policy.

At the end of the incoming external secondment

At the end of the secondment the individual returns to their substantive employer.

Terms and conditions including pay arrangements

Temporary responsibilties

Where Temporary Responsibilities lift the role into a higher grade, a Temporary Responsibility Allowance (TRA) will be paid in addition to the employee's current basic pay. In recognition that this is a temporary arrangement, any TRA will be paid as a non-consolidated addition to salary. The employee will retain their substantive terms and conditions of employment and there is no entitlement to join the pension scheme of the higher role for the duration of the temporary additional duties.

Pension contributions are not usually payable on a TRA. The exception for this is for members of The People's Pension where pension contributions are usually payable by both the employee and employer on the TRA. Members of other pension schemes may be able to choose to make additional voluntary contributions but will not usually receive an employer contribution.

If the role, with the additional duties, is evaluated as being at a higher grade, the value of the TRA will be calculated based upon the bottom salary point of the higher grade.

• When an employee's substantive salary is already on a pay point in their current grade that is at or above the bottom spine point of the higher grade, the next incremental point that provides an increase in salary will be used to calculate the allowance
• Employees in grades without increments will be given an allowance either to the bottom of the higher grade or 10 percent of their current basic pay.

The appropriate allowance value will take into account the following factors:

• proportion of responsibilities that are undertaken in the higher graded role
• proportion of the week dedicated to undertaking responsibilities in the higher graded role
• critical nature of the responsibilities. This should be discussed with the HR Adviser to enable a reasonable and appropriate proposal to be put forward and to ensure consistency of approach.

If the role with additional duties is not at a higher grade, it is unlikely a TRA will be applied. In exceptional circumstances, a TRA may be considered appropriate and in those instances, an appropriate salary point within their current band will be identified for use when calculating the allowance.

The employee's basic pay will continue to receive increments and national pay awards whilst a Temporary responsibility allowance is paid. In these cases the TRA will be adjusted and if necessary reduced to ensure that the total remuneration is in line with the target salary point.

At the end of the Temporary Responsibilities, the allowance will end and the employee will revert back to their basic pay, inclusive of any increments and pay awards applied during the time the TRA was in place.

If, in exceptional circumstances, an employee is in receipt of a TRA for longer than 12 months, they will increment to the next spine point in the higher grade and the value of the increment will remain as a non-consolidated addition to salary.

Internal secondments

During internal secondments, the employee will receive a Secondment allowance in addition to their current basic pay. In recognition that this is a temporary arrangement, the allowance will be paid as a non-consolidated addition to salary. The employee will retain their substantive terms and conditions of employment and there is no entitlement to join the pension scheme of the higher role for the duration of the temporary additional duties.

Normal pension contributions are not usually payable on the non-consolidated salary addition. The exception for this is for members of The People's Pension where normal pension contributions are usually payable by both the employee and employer on the additional pay. Members of other pension schemes may be able to choose to make additional voluntary contributions but will not usually receive an employer contribution.

If the role is evaluated as being at a higher grade, the value of the Secondment Allowance will be calculated based upon the bottom salary point of the higher grade.

• When an employee's substantive salary is already on a pay point in their current grade that is at or above the bottom spine point of the higher grade, the next incremental point that provides an increase in salary will be used to calculate the allowance
• Employees in grades without increments will be given an allowance based upon either the bottom of the higher grade or a percentage of their current basic pay.

The employee's basic pay will continue to receive increments and national pay awards during the Temporary responsibilities and the allowance will be adjusted to ensure the principles on which the allowance was calculated remain in place.

At the end of the secondment the employee will revert to their substantive grade (benefitting from any increments they would have received had the secondment not taken place), if the secondment has involved a change of grade.

Outgoing external secondments

The employee retains all the University of York terms and conditions of employment including continuous service rights, rights to parental leave and existing salary and pension arrangements. Any increments and pay awards will be made as usual.

Members of the USS pension scheme require the permission of the USS Trustee to participate in an external secondment which lasts for longer than 12 months. This must be sought and obtained via the Pensions Team in advance of the secondment commencing. Membership of the USS pension scheme may not be maintained during the period of the External Secondment if the permission of the USS Trustee has not been obtained. External Secondments for USS members where permission from the USS Trustee has been sought and obtained cannot last in excess of ten years.

The University of York will continue to pay the secondee for the duration of their secondment and will invoice the secondment organisation, in order to recover the employment costs.

Incoming external secondments

The individual remains employed by the seconding organisation, and is not employed by the University of York, so therefore is not eligible for the terms and conditions of the University of York.

The substantive employer will ensure that the University of York is provided with a copy of the secondee's contract of employment, including the main terms and conditions.

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• Approved on: 1 September 2025