How do I record a secondment?

Query

• "An employee is going on secondment to another role with a different job title, FTE, salary, how do I record that?"
• "How do I record a temporary change to job title, FTE, pay?"
• "Should I edit the employee's existing Job and Pay record or create a new one for a secondment?"
• "Recording a secondment"
• "Temporary job change"
• "Temporary promotion"

Answer

There's no dedicated secondment feature in Ciphr HR, so it's recorded using the same Job and Pay tools as any other change, in one of two ways depending on whether the substantive role needs to stay visible alongside the secondment.

Change reason

Before choosing an option: Check your Change reasons in Data Management > Code Tables > Job and Pay group > Change Reasons for "Secondment" (or equivalent) and if using option 1 "Return to substantive role", if not already created.

Option 1: A new Job and Pay record on the same role, not an edit

Best when the secondment fully replaces the role for its duration and you want one continuous history.

• When the secondment starts, go to Job, Pay & Reward > Job and Pay and insert a new Job and Pay record (don't edit the existing one) with the From date and "Secondment" change reason, and update whichever fields apply, such as Job Title, Work Pattern, FTE, Hours, salary, contract end date etc.
• When the secondment ends, insert another new record reverting whichever fields changed, such as Job Title, FTE, salary etc, dated From the day after the end date, with a suitable change reason such as 'Return to substantive role'.
• This will then close off the secondment and the substantive role will become the main job again

Option 2: Give the employee a Secondary record

Best when the substantive role needs to stay open and visible in parallel with the secondment, for example for reporting, or because they're formally still occupying both positions.

• See Secondary records (multiple roles): add a Secondary record via Personal > Personal Details, then create a separate Job and Pay record for it, using the "Secondment" change reason, with its own Job Title and associated salary, FTE etc.
• The Primary and Secondary records are managed and reported on separately, so make sure you're on the correct one before making changes.
• When the secondment ends, end the Secondary record (processed as a Leaver), the Primary record continues unaffected since it was never changed, see Removing a Secondary Role for more details.

Related articles

• Viewing and creating Job and Pay records
• Change reasons
• Secondary records (multiple roles)
• Removing a Secondary Role
• Recording Allowances
• Job Allowances