1. The procedure for the making of appointments in an acting capacity to a vacant and funded higher post and information on the payment of an acting allowance in such cases were communicated in Circular No. 0103/2002. Although that circular concerned public service employees only, the same procedures are applicable to office-based educators.

2. The Head: Education has approved an amendment to the delegated authority to approve payment of acting allowances to office-based public servants and educators in vacant and funded higher posts. The following procedures must be followed when nominating senior management staff, office-based educators and office-based public servants to be appointed in acting capacity to vacant and funded higher posts:
2.1 Senior management staff (SMS)

A nomination for a member of the SMS to be appointed in an acting capacity to a vacant and funded higher post must be submitted, with a detailed written justification, to the Chief Director: Internal Human Capital Management. The nomination must be recommended by the deputy director-general of the branch concerned, or his or her delegate. The Chief Director: Internal Human Capital Management will then seek approval from the Head of Education and then communicate the decision to the deputy director-general of the branch concerned, or his or her delegate.

The following documents must be submitted to the Chief Director: Internal Human Capital Management to obtain approval for the payment of an acting allowance:

  • A copy of the written offer to the member of the SMS;

  • A letter, signed by the member of the SMS concerned, indicating his or her willingness to fill the vacant and funded higher post in an acting capacity.

The following measures, as contained in paragraph 10 of the SMS handbook, will apply to the payment of an acting allowance to a member of the SMS who is occupying a vacant and funded higher post in an acting capacity:

10.1 A member appointed in writing to act in a higher post, by a person duly authorised, shall be paid an acting allowance, provided that -

  • the higher post in which he/she is acting is vacant and funded, and
  • the period of appointment is uninterrupted and longer than 6 (six) weeks
10.2 A maximum of two members may receive the acting allowance proportionally if they are appointed to act in a single higher vacant post, provided that -

  • the responsibilities attached to the higher vacant post are divided between the two members acting in such a post and expressed in the form of a ratio (i.e. 30/70%) before they are appointed to both act in such higher vacant post;

  • the maximum (combined) acting allowance to be paid to the two members is the difference between the inclusive flexible remuneration package of the lowest graded member and the commencing inclusive flexible remuneration package of the higher graded vacant post. (This means that the expenditure may not exceed the expenditure if only the lowest graded member would have been appointed to act in the higher graded vacant post.); and

  • the members' individual acting allowances are to be determined proportionally to the above-determined ratio. (This means that if the split in responsibilities between the members is 30/70% the one member will qualify for 30% and the other member 70% of the maximum (combined) acting allowance).
10.3 The member must accept the acting appointment in writing before the acting allowance is payable;
10.4 The acting allowance is non-pensionable;
10.5 The employer will pay the acting allowance on a monthly basis, provided that the first payment takes place in the month following the completion of the period referred to in paragraph 10.1 above, backdated to the date that the member officially began acting in the post;
10.6 A member may only act in a higher post for a maximum uninterrupted period of 6 (six) months. The acting allowance may only be paid to an acting member for a maximum of 6 months, after which only permanent appointment will be considered for the relevant vacant and funded higher post unless prior approval is obtained from the relevant Executing Authority for re-appointment of the acting member or appointment of a new member in the said post in an acting capacity;
10.7 The fact that a member has been appointed in an acting capacity does not create a right or a legitimate expectation to be appointed when the vacant post is advertised;
10.8 The acting allowance referred to in paragraph 10.1 is calculated on the basis of the difference between the current remuneration package of the member and the commencing remuneration package of the higher post;
10.9 A member on an inclusive flexible remuneration package, which includes a personal package, which is higher than the commencing inclusive flexible remuneration package of the higher graded vacant post should receive the difference between his/her current package and the next higher remuneration package applicable to the vacant higher post, provided there is a difference.
10.10 If the payment of the acting allowance referred to in paragraph 10.1 commences after the 1st day or terminates before the last day of a month, the daily tariff is calculated by dividing the annual amount by 12 (number of months per year) and then by the number of days for the specific month.
10.11 The 6-month period referred to in paragraph 10.6 above will run from the date of appointment in terms of this policy."
2.2 Office-based educators and office-based public servants

A nomination for an office-based educator or public servant to fill a vacant and funded higher post in an acting capacity must be submitted, with a detailed written justification, to the Chief Director: Internal Human Capital Management for approval. The nomination must be recommended by the chief director of the chief directorate or district office concerned.

The following measures will apply to the payment of an acting allowance in a vacant and funded higher post:

  • Only an employee permanently employed by the WCED may be appointed to a vacant and funded higher post in an acting capacity.
  • The period of appointment must be uninterrupted and longer than 6 weeks, but must not exceed 12 months.
  • An acting allowance shall be paid only if the post is vacant and funded. (No acting allowance will be paid to a person acting in a post because the incumbent is on leave.)
  • The head of the directorate or chief directorate or branch must inform the employee in writing of his or her appointment to the vacant and funded higher post in an acting capacity, and the employee must accept or refuse the appointment in writing.
  • An acting allowance is the difference between the employee's present salary notch and the starting salary notch of the vacant and funded higher post. In the case of an employee who fills a vacant funded post in an acting capacity at senior management level, the acting allowance is the difference between the employee's present salary notch and 60% of the total starting salary package of the higher post (director).
  • The acting allowance is non-pensionable.
  • The acting allowance will be paid monthly, provided that the first payment takes place in the month following the completion of the six weeks period mentioned in b. above.
  • The fact that a person has been appointed in an acting capacity does not create a right or a legitimate expectation to be appointed when the vacant post is advertised.

A maximum of two employees may receive the acting allowance proportionally, if they are appointed to act in a single higher funded vacant post, provided that

  • the responsibilities attached to the vacant and funded higher post are divided between the two employees acting in such a post and expressed in the form of a ratio (e.g. 30% :70%) before they are appointed to act in such a post;

  • the maximum (combined) acting allowance to be paid to the two employees is the difference between the salary notch of the lowest graded employee and the commencing salary notch of the vacant and funded higher post (This means that the expenditure may not exceed the expenditure that would have occurred if only the lower graded employee had been appointed to act in that vacant and funded higher post.); and

  • the employees' individual acting allowances are to be determined proportional to the above-mentioned ratio. (This means that if the split in responsibilities between the employees is 30% :70%, one employee will qualify for 30% and the other for 70% of the maximum (combined) acting allowance.)

3. All acting appointments are subject to the approval of the delegated authority. Approval of the payment of an acting allowance must be obtained before the commencement of an acting appointment.

4. Kindly bring the contents of this circular to the attention of all employees.


SIGNED: PA VINJEVOLD
HEAD: EDUCATION
DATE: 2010:03:02