Interim

The New Interim Process took effect on April 1, 2024
To view the New Interim Process Power Point click here.
To view the recorded New Interim Process Power Point Presentation click here

INTERIM ASSIGNMENTS

An interim assignment refers to a temporary or short-term position that an individual is given within an organization. An interim assignment is used when there is a need for someone to fill a specific role for a limited duration, such as when an employee is on leave, during a period of transition, or when there is a temporary need for extra help or expertise.

Interim assignments can vary in nature and duration. They might involve taking on the responsibilities of a specific job role, managing a project, or providing expertise in a particular area. The key characteristic of an interim assignment is its temporary nature, with a clearly defined start and end date. The individual undertaking the assignment should be aware that the role is not permanent, and the engagement will be for a limited duration.

GENERAL CONSIDERATIONS FOR INTERIM ASSIGNMENTS

  • An employee who is being considered for an interim assignment must meet the minimum education and experience qualifications of the interim role to be considered.
    • Candidates who are on track to meet the minimum education and experience requirements during the temporary assignment period of 3 months to a year may be eligible for consideration.
  • The new duties to be performed must be differentiated from the duties normally performed by the employee.
  • The employee being granted the interim appointment must assume all of the duties outlined in the interim position job description.
  • A probationary employee who has been hired in the last 6 months or has been under corrective action within the past 12 months will not be considered for an interim assignment.

DURATION OF AN INTERIM ASSIGNMENT

  • The minimum interim assignment term is three (3) months and not to exceed one (1) year.
  • The initial interim assignment request may not exceed six (6) months.
  • The interim assignment may be extended for an additional six (6) months, for a total duration of one (1) year. To obtain approval for the extension, a plan for filling the position must be submitted or re-evaluated in partnership with the Compensation and Talent Acquisition teams.
  • Interim assignments cannot exceed twelve months maximum, regardless of fiscal year.

INTERIM ASSIGNMENT COMPENSATION

  • Interim assignments are adjustments to an employee's base salary and are not considered additional compensation.
  • Once the interim assignment has been approved, the new base salary will be based on the approved classification’s market value and internal equity, which will be provided by compensation.
  • The employee in the interim role will not switch payroll schedules or exemption status.

Compensation Guidelines for Temporary/ Interim Assignments

FLSA Status

Length of Assignment

Recommended Pay Method

Exempt

Less than three (3) months

A less than three months temporary assignment should be paid out as a one-time payment (ICP). This can be between 1-5% of the employee's base pay depending on the significance of the change in work responsibilities and complexity.

Exempt

Three (3) months or greater

Temporary change in the employee’s base pay based on market data and internal equity review.

Non-Exempt

Less than three (3) months
  • Non-exempt employees will not be compensated via a one-time payment.
  • Employees should indicate all working time via the timekeeping system to be paid time and a half for any overtime incurred per FLSA guidelines.
  • All overtime must be approved by the manager/supervisor prior to the temporary assignment schedule.

Non-exempt

Greater than three (3) months

Temporary change in the employee’s hourly rate based on market data and internal equity review.

REQUESTING AN INTERIM ASSIGNMENT

  • Interim assignment requests should be made within a minimum of two (2) weeks from the time the incumbent leaves the university, or the position becomes vacant.
  • All interim requests need to be advertised internally for five (5) business days. Waivers will not be considered for interim assignment positions.
  • If the department has an evergreen pooled interim position posted, then candidates can be selected from the pool.
  • Advertising the interim position allows equal opportunity for all Rice employees for consideration.
  • Please be aware that it is essential to submit all interim request documents for approval to compensation before any written communication with employees.
  • Failing to adhere to submission requirements may result in the payroll effective dates being invalidated and can be subject to change.

PROCESSING AN INTERIM ASSIGNMENT

  1. The department will submit a job description to compensation@rice.edu using the Job Description Template.
  2. Next, the compensation team will review or recommend a classification for the interim position.
  3. After review the compensation team will set up the position using the following coding structure in Oracle.

Format: Job Code - Org Number

  • Exempt Interim Position Code: 00109 - XXXXX
  • Non-Exempt Interim Position Code: 00108 - XXXXX
  1. Once the interim position has been set up in Oracle the department is now able to create the requisition and post the position for a minimum of five (5) business days. An evergreen pooled requisition can be set up for roles that require constant interim assignments.
    • Evergreen requisitions do not have an end date and are utilized to create a pool of candidates for current or future opportunities.
  2. Now the hiring manager can start reviewing and interviewing candidates for final selection.
  3. The manager or the HCM can initiate the interim offer letter in Oracle for the Talent Acquisition team to review and send to the finalist for review and approval.

Managers' Role in the Interim Process

  • It is crucial for the hiring manager to have a meeting with the selected employee's current manager about the need for the interim position, including its duration and scope of work. However, the current manager should not share any information regarding the employee's salary.
  • This preliminary discussion can give the interim manager some insight into the employee’s performance, career path, and other pertinent information.
  • Both managers will need to come to an agreement in regards to the duration of the initial interim assignment. Please refer to the Duration of an Interim Assignment section for duration information. Both managers will also need to re-communicate if the employee’s interim assignment duration needs to be extended.
  • There should be clear, direct, and transparent communication between the managers in order to make this process enjoyable for the employee because the interim assignment allows the employee to gain additional skills and showcase their talents for career growth.
  • If the employee’s current manager is not willing to release their employee for the interim assignment this will prompt a discussion from the performance and employee relations team.
  • The employee's current manager can consider using temporary exempt/nonexempt staff to fill in while the employee is in the interim role.
  • The current manager is not allowed to fill the employee’s position without giving the employee the option to revert to their original position.
  • Once the interim assignment has ended the employee can return to their original assignment and pay rate or be promoted/transferred into a permanent budgeted role.

PERFORMANCE

Goal Setting: Performance Management

When assuming the interim role, the manager should work with the new employee to establish goals that are aligned with the new role. You are encouraged to utilize the existing performance management tools and resources.

If you have questions regarding goal setting, contact the Talent Development team at performancemanagement@rice.edu.

Managing Performance Concerns: Performance Commitment & Accountability

Once your goals and expectations are established, we encourage you to meet with your new employee regularly to provide feedback regarding their performance. This will allow you to re-evaluate the goals you both defined, provide positive feedback, and re-align your expectations if necessary.

In the event that the staff member is not meeting performance or behavioral expectations, it is the supervisor’s responsibility to employ the appropriate interventions promptly. As a supervisor, you can utilize available resources on the Knowledge Café in the Supervisors Toolkit.

For additional guidance and support, contact the Employee Relations Team at employeerelations@rice.edu.