When a career employee is temporarily absent, that employee’s position may be filled by temporary assignment, reassignment, or promotion. The applicant must understand the terms of such an assignment — specifically, that when the absent employee returns, the applicant returns to the position the applicant occupied before the temporary assignment. (See 716.34, Conditions of Temporary Promotion.)
Examples of temporary absences of an incumbent that justify filling a position temporarily include the following:
- Serving active military duty.
- Serving as a national officer of a Postal Service employee organization.
- Being temporarily assigned and/or promoted to another position.
- Being appointed as an officer–in–charge.
Temporary assignment is the placement of an employee into an established position for a limited time period to perform duties and responsibilities other than those contained in the employee’s regular position description. A formal reassignment and/or promotion personnel action is not required.
Unless stated in the relevant collective bargaining agreement, employees in temporary bargaining assignments must meet the qualification standards for the positions to which they are assigned. When the relevant collective bargaining agreement contains specific provisions regarding higher-level bargaining assignments, these provisions must be followed.
The following general policies apply to temporary assignments to nonbargaining positions:
- Temporary assignments to nonbargaining positions are made only for the shortest practical time limits and may be used to meet emergencies caused by the following:
- Abnormal workload;
- A change in mission or organization; or
- Unanticipated absences.
- When a nonbargaining employee is absent (except a postmaster), every effort must be made for other employees of the same or higher level to absorb into their work the absent employee’s duties.
- The selecting official or designee may temporarily assign any qualified employee to meet service needs.
- Typically, consideration is given to unassigned employees (i.e., employees whose positions have been abolished).
- A temporary assignment may be terminated at any time at management’s discretion or at the employee’s request.
- Temporary assignment of an employee to a position at the same or lower level must not exceed 90 calendar days, unless extended by the next higher level of management above the detailed position. (See 716.253 through 716.255 for time limits on temporary assignment to a higher-level position.)
- Temporary assignments must be documented using PS Form 1723, Assignment Order.
Exhibit 716.23
Temporary Assignment Duration Approvers
*Exception: If the detail assignment was originally approved by a PCES manager, further approval is not necessary.
See 716.22, Temporary Bargaining Assignments.
No one may be temporarily assigned to a higher–level nonbargaining position unless such an assignment is absolutely essential to the effective operations of the Postal Service, and the person selected assumes the full core responsibilities of the higher–level position.
Approval is required. (See Exhibit 716.23 and sections 716.253 to 716.255.)
When a temporary assignment or detail requiring travel and related expenses, or higher-level pay, is expected to last longer than 30 calendar days, the manager of the position must obtain approval from the next higher-level manager (unless a PCES manager originally approved the detail assignment). The request for approval for an extended-duty assignment or detail requiring extended travel away from the employee’s permanent duty station must include the following information:
- Purpose of the assignment or detail;
- Cost;
- Benefit(s) expected;
- Consideration of alternatives; and
- Value to the Postal Service.
See also Handbook F-15, sections 2-2.1.2 and 4-1.2.1.
Temporary assignment to a higher-level position, during the absence of the incumbent, is limited to a maximum period of 90 calendar days. The period may be extended with advance approval of the next higher level of management above the detailed position.
Exception: If a PCES manager originally approved the detail assignment, then approval of the extension is not required.
See 716.252 for requirements when the temporary position or detail to a higher-level position also involves travel away from the employee’s permanent duty station. See 716.254 and 743.16 when the higher-level temporary assignment is to a vacant position.
Temporary assignment to a higher-level vacant position, pending selection of a person for permanent placement, is limited to a total of not more than 120 calendar days. If the employee on temporary assignment could become or is a potential candidate for the vacant position, the higher-grade assignment must be terminated before the 121st day.
If the employee is not a candidate, the next higher-level manager over the manager with the vacancy may approve an extension of that employee’s temporary assignment beyond 120 days, until a selection is made and the new employee assumes the position.
Exception: If a PCES manager originally approved the detail assignment, then approval of the extension is not required. See 743.16, Exceptions to the 120-Calendar-Day Limit, for exceptions.
Temporary assignments exceeding 1 year, including those that involve travel and associated expenses, require advance written approval from one of the following:
- The vice president of Area Retail & Delivery Operations;
- The vice president of Regional Processing;
- The vice president of Logistics (for detail to a field position); or
- The functional officer (for detail to a Headquarters and Headquarters Field position).
There must be a critical need to extend a temporary assignment beyond 1 year. The approving manager will notify the vice president, Controller, of the approval to ensure travel reimbursements are handled as required by law.
See Handbook F-15, section 2-2.1.2, for approval and notification requirements, and tax consequences of detail assignments exceeding 1 year.
In this section, “temporary promotion” refers to both temporary promotions to a nonbargaining position, and promotion to a temporary nonbargaining position.
Temporary promotion to a nonbargaining position that has no time limitation is limited to situations when it is impractical to fill a higher-level position by other temporary means. Such situations include, but are not limited to the following:
- Long-term absence of the incumbent; or
- A need to defer permanently filling a vacant position for a lengthy time period.
Promotion to a temporary nonbargaining position is limited to situations when the position is authorized for a specific limited duration to serve a temporary or transitional need.
Competitive procedures are used to fill a position through a temporary promotion. The vacancy announcement must clearly state that the appointment will not exceed a stated period. When the position is filled permanently, competitive or noncompetitive procedures may be used (see 743). An employee who served in a position through competitive temporary promotion is eligible to recompete for the position, regardless of the duration of the temporary promotion.
A temporary promotion may be made for a limited period, usually 2 years or less, depending upon need. If the employee’s services are still needed in the assignment after the initial period expires, the employee may continue to serve, but management must determine whether the situation is still temporary or whether the position should be filled permanently. A temporary promotion:
- May not exceed 1 year without approval of one of the following:
- The vice president of Area Retail & Delivery Operations;
- The vice president of Regional Processing;
- The vice president of Logistics (for field detail assignments); or
- The functional officer (for a Headquarters and Headquarters Field position).
The approving manager must notify the vice president, Controller (see 716.255 when travel is involved);
- Is documented on a PS Form 50, Personnel Action;
- Terminates on a specified date, unless extended;
- May be terminated at any time based on the needs of the Postal Service; and
- Does not make the employee ineligible to compete for the vacancy if the position is posted.
Applicants for temporary promotion must be informed of the conditions of the placement, including the expected duration. An employee selected for a temporary promotion will be required to sign an agreement covering the terms of the temporary promotion.
The purpose of the agreement will be to avoid any misunderstanding as to the conditions of the temporary promotion. The agreement must state that by accepting promotion to the temporary position, the position becomes the employee’s position of record. The agreement must also address:
- The effect on the employee’s salary during the temporary promotion;
- Relocation benefits, if any;
- Security clearance requirements, if applicable;
- The employee’s ability to apply for other positions, including lateral reassignment at the grade of the position to which temporarily promoted; and
- Reassignment to a comparable nonbargaining position at the end of the temporary promotion.
If before the temporary promotion is terminated, the competitive area where the position is located undergoes a reduction in force (RIF), the employee’s rights are determined based on that position, not under the agreement that the employee signed.
