Acting Rate

Acting Rate

Acting Rates are considered when a staff member will temporarily assume major responsibility for the duties of a vacant position in a grade profile higher than that of his/her current position. Such assumed responsibility is usually in addition to his/her primary job responsibilities. The acting rate is determined by Human Resources in accordance with the extra duties performed; however, it may not exceed 10% of the staff member’s current annual salary/hourly rate. Exceptions require review and approval by the Executive Director of Human Resources. Acting Rates may last no longer than six months and may not extend beyond the end of the current fiscal year. They end when the vacant position is filled, or when the staff member is no longer performing the additional responsibilities, whichever is first.

Whenever possible, acting rate requests should be submitted in advance of the vacancy; additional work should not be performed until the acting rate is approved.

For consideration of an acting rate the following must be provided:

A current PIQ.
A document from the department head approving the request.

Center*

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Department (Provost Center)*

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Department (University Life)*

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Submitted By*

HR Business Partner*

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Employee First Name*

Employee Last Name*

Employee PennID*

Race/Ethnicity*

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Job Profile*

Business Title*

FLSA Status Exempt/Non-Exempt*

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Salary (Exempt)*

Current Hourly Rate (Non-Exempt)*

Scheduled Hours Per Week*

Select

Anticipated Vacancy Date*

Employee/Previous Incumbent Name*

Vacant Roles Job Profile*

Date Role Became Vacant*

Justification*

Please explain why this request is necessary, how it is critical to the department’s mission, whether another employee can perform the duties of the vacant position, how much additional time do you anticipate, and what the impact will be if this request is not approved.

Rationale for Exception to the Freeze*

When requesting an exception to the hiring and spending freeze for an acting rate, please provide a clear and detailed rationale based on the following key factors:

Business & Operational Necessity

Is the acting rate essential to maintaining critical operations?
Would the department or unit face significant disruptions without this adjustment?
Does the role directly impact safety, compliance, or essential university functions?
Would approving the acting rate help retain key talent and avoid higher long-term costs (e.g., turnover, recruitment expenses)?

Strategic Alignment & Risk Mitigation

Would not approving the request lead to compliance risks or failure to meet regulatory obligations?
Does the acting rate support a strategic initiative that must move forward despite the freeze?
Will this decision ensure continuity in leadership during a critical transition?
Please ensure that your justification aligns with these considerations to support a well-informed review and decision-making process.

Vacant Role's Job Description - Summary*

Provide a brief summary of the position that describes its purpose, focus, function, level, and the work it does. (Note: Information on the education, experience, skills, and attributes of the ideal candidate should not be included here, but in the Qualifications section.)

Vacant Role's Job Description - Responsibilities*

List no more than 10 responsibilities of the position, making clear what is to be done and how. Include percentages of time allocated to each duty, designating 5% for “Other duties and responsibilities as assigned.”

Responsibilities*

Please list only the specific responsibilities from the vacant role the employee will be taking on.

Requested Percentage Amount*

Requested Effective Date*

Requested End Date*

no more than six months, may not extend beyond June 30th

Comments

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File Upload*

Please attach the department head’s approval memo/email and a copy of the incumbent’s current PIQ.

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