Ref. No.: CPP-HR-0108 

Prepared	P. Gregorio		19 January 2021
Approved	F. Lenoir		1 February 2021

3.1     “Acting” Capacity Rationale 

The ““Acting”” Capacity policy shall be applied when there is an existing job opening in the company and such post is filled up by an existing team member who has been identified with the potential to assume the position. 

3.2     Agreement on “Acting” Capacity 

Team members for “Acting” capacity designation shall be chosen and designated by the respective Department Heads, reviewed and approved by Head of P&T. 

All team members who shall be designated at “Acting” capacity shall sign a conforme letter signifying interest and agreement to the terms of the “Acting” designation. 

3.3     Eligibility based on Employment Status 

3.3.1     All team members under regular employment contract shall be eligible for the “Acting” capacity designation. 

3.4     Period of “Acting” Capacity 

3.4.1 An “Acting” capacity shall not be less than three (3) months and not more than 6 months from the time of the assumption of responsibility.  

3.5     Performance Review 

3.5.1    The team member shall immediately undergo Performance Planning after designation has been formalize. 

 

3.5.2    A Performance Review shall be conducted at least two (2) weeks before the end of the “Acting” capacity period. 

 

3.5.3    On top of the Performance Review, a panel interview shall be conducted to form part of the final decision and recommendation that needs to be addressed (see promotion policy for reference).  

 

3.5.4    If the employee will pass the designation/acting capacity period, they will become eligible for the team leader position, corresponding salary adjustments shall be made and applied.

3.5.5     If the employee fails to meet the set expectations during the designation/acting capacity period, they shall revert to their previous position and compensation package prior the implementation of the acting capacity.

3.6     Compensation Adjustment 

3.6.1    The team members performing in acting capacity shall receive an additional allowance which is equivalent to the difference between their current compensation and hiring rate of the new position.  

 

3.6.2    Should the current rate be more than the hiring rate of the new position, a compensation review shall be conducted and approved by the Head of P&T team and the Department Head. 

 

3.6.3     Should the increase be initiated by the client, the same process of providing of the difference between the current rate and new rate will be implemented.   

 

3.6.4    Upon confirmation to the new position, the employee’s salary will be adjusted to the corresponding specified rate.   

 

3.6.5     Benefits package upgrading shall take effect upon confirmation to the new role.  

4.1     Head of P&T and Department Head are responsible for the review and approval of recommendation.

 

4.2     The employee’s immediate supervisor is responsible for filing an EMF through MyHR and request of the documentation to the P&T Team for tracking of the “acting” capacity period. 

 

4.3     Any exemption to these provisions shall be approved by the ELT.  

6.1     P&T Team

6.2     Team Member 

6.3     Team Leader 

6.4     Manager 

6.5     Department Head (SVP/VP) 

6.6     Head of P&T (SVP/VP) 

7.1     Team Leader/Manager conducts a PMS to a qualified team member for “Acting” capacity position and subject to results, recommends to Department Head.

7.2    Department Head assesses and discusses results with the Head of P&T team.

7.3    Head of P&T team reviews and gives approval when appropriate.        

7.4    The immediate supervisor will initiate the EMF via MyHR for preparation of the document/s and signing of authorized signatories for approval.

7.5    P&T team prepares and sends the Appointment Letter through Docusign for the employee’s acknowledgement. 

 

7.6     P&T team files the signed document in one’s 201 file, physical and/or digital, and monitors the “Acting” capacity period. 

 

7.8     Team Leader/Manager conducts performance appraisals on set schedules. 

 

7.9     Department Head and Head of P&T team agree to confirm or reject the appointment, subject to results of the performance appraisal. 

 

7.10     P&T team issues a letter of confirmation or rejection of the appointment.

 

7.11     P&T team releases the letter to the team member and files the signed document in one’s 201, physical and/or digital, file. 

 

7.12    P&T team includes the details of the new position/title, compensation and benefits in the Payroll Report and Payroll System.