SECONDMENT POLICY
Introduction: How to Use This Template
Secondment assignments provide an excellent opportunity for individual professional development while
fulfilling business needs. A clear and comprehensive policy is crucial to managing parties’ expectations
and ensuring an efficient process.
This document provides a structured approach to developing a secondment policy and includes
procedures for the following:
 External secondment
 Internal secondment
 Extensions
Use this template to craft a policy that fits your needs.
Policy Title
Secondment Policy
Policy Owner
Human Resources
Policy Approver(s)
Vice President of Human Resources
Related Policies
Name other related enterprise policies both within or external to this policy.
Related Procedures
Name other related enterprise procedures both within or external to this policy.
Storage Location
Describe physical or digital location of copies of this policy.
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own documents. HR Insider assumes no responsibility for the effectiveness or legality of any of its online templates or tools. Always consult your legal
counsel and management before implementing any new policies or procedures.
Effective Date
List the date that this policy went into effect.
Next Review Date
List the date that this policy must undergo review and update.
Purpose
As an organization committed to employees and their development, [organization name] values the use of
secondment as an avenue for employees to learn and grow on the job. Secondment also offers our
organization an opportunity to contribute our talent to external organizations and bring external talent to
ours enhancing the professional learning opportunities for individuals and organizations.
This policy will outline formal procedures for internal and external secondment.
Scope
This policy applies to all employees of [organization name] who are eligible for secondment as well as
employees from external organizations that meet their respective secondment requirements and accept
secondment positions at [organization name].
Definitions
Secondment: The temporary transfer of an employee within our organization (for example to another
department or role) or to an external organization for the purpose of career-related learning and
development.
Secondee: The employee assigned on secondment.
External Organization: An organization outside of [organization name] that has agreed to participate in
a secondment program with [organization name]. An external organization will typically be a company
with corporate ties or a community or social agency with ties to [organization name].
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own documents. HR Insider assumes no responsibility for the effectiveness or legality of any of its online templates or tools. Always consult your legal
counsel and management before implementing any new policies or procedures.
Internal Secondment: An internal transfer within [organization name] in which a secondee is reassigned
to another department, position, or role in the company on an interim basis. Any full-time employee who
has worked at their current role for at least two years is eligible for an internal secondment.
External (Outgoing) Secondment: A transfer in which a secondee works with an external organization
on a temporary basis while maintaining their status as a [organization name] employee. To be eligible for
an external secondment, an employee must have worked in their current role for at least X years (e.g. 2)
and be identified by [organization name] HR and the Executive team as a Top talent or a Contriibutor.
Top Talent: Employees of [organization name] who have been identified as having high development
and growth potential.
External (Incoming) Secondment: A transfer in which an employee from an external organization
works with [organization name] on a short-term basis while still maintaining their employment status
with the external organization. Eligibility for external (incoming) secondment is based on the
requirements of the external organization.
External Secondment – Outgoing
Process
Human Resources, the Executive team, and management will conduct a fair and unbiased process to
select recognized top talent at [organization name] and/or employees who can make a contribution to
another organization.
Top talent will be assessed on the basis of the following criteria:

Performance track record

Engagement levels

Learning and adaptability skills

Desire for development and mobility

[List other considerations]
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Templates and tools from HR Insider are provided for members of our service. Members may use this document as is or as a starting point to customize their
own documents. HR Insider assumes no responsibility for the effectiveness or legality of any of its online templates or tools. Always consult your legal
counsel and management before implementing any new policies or procedures.
Other employees who wish to participate in the secondment process may identify their goals and submit a
request to their supervisor. Employee’s whose submissions are rejected cannot apply again for 1 year.
Human Resources will discuss external secondment for each employee with his or her manager to ensure
it fulfills the employee’s development goals without sacrificing [organization name]’s needs. Once a
suitable opportunity arises, the manager will approach the employee with the appropriate secondment role
and discuss the feasibility of it for the employee.
If the employee accepts the secondment opportunity, a formal agreement will be drafted to include the
conditions of the secondment, and is to be signed by all parties involved (the employee, [organization
name], and the external organization).
Before the start date of the assignment, [organization name] will conduct an assessment of the secondee
to establish goals and objectives for the employee to work on during the secondment. At the end of the
term, another assessment will be done to determine the development of the employee towards these goals.
Pay and Entitlements
An employee on an external secondment will continue to be on the [organization name] payroll.
[Organization name] will have the sole responsibility of directly paying the employee and covering any
expenses. Pay will be at the same level as the employee’s pay grade at [organization name] if the
secondment is a comparable position to the secondee’s [organization name] position. If the position is at a
higher pay level then the employee will receive the higher pay until the completion of their term at the
external organization, and then return to their regularly scheduled pay level at [organization name].
[Organization name] will recoup the secondee’s wages and extra costs by invoicing the external
organization.
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Templates and tools from HR Insider are provided for members of our service. Members may use this document as is or as a starting point to customize their
own documents. HR Insider assumes no responsibility for the effectiveness or legality of any of its online templates or tools. Always consult your legal
counsel and management before implementing any new policies or procedures.
When Secondment is arranged between [organization name] and a community agency, non-profit or
charity [organization name] will negotiate with the organization and identify their ability to contribute to
covering the costs of the secondee’s wage where possible.
External Secondment - Incoming
Process
Employees from external organizations may apply for temporary posts on the basis of secondment at
[organization name]. External employees must abide by the secondment policies in their organizations.
After obtaining approval from their employer, the external applicant will submit an application for the
[organization name] post and be subject to a review process by the appropriate [organization name]
management. This process includes the submission of all documents specified in the posting, a review
process by the host manager of the department requesting a secondee, and may conclude with an
interview.
If an offer is made then a formal agreement will be drafted by [organization name] to be signed by the
applicant, their employer, and [organization name].
Pay
Incoming external secondees will continue to be paid by the external organization at the appropriate
[organization name] pay level. The external organization will claim the secondee’s costs and expenses
from [organization name] through an invoicing arrangement.
Return to [organization name]
[Organization name] employees will resume work at [organization name] in the same position that they
were in prior to the secondment. While the [organization name] secondees were on assignment, their
positions may have been temporarily filled.
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own documents. HR Insider assumes no responsibility for the effectiveness or legality of any of its online templates or tools. Always consult your legal
counsel and management before implementing any new policies or procedures.
If the returning [organization name] employee is not able to resume their previous position at
[organization name] for any reason, they may be offered a comparable position at the organization. If
there is no position for the [organization name] employee to return to, the employee will receive notice or
payment in lieu of notice in accordance with applicable legislation.
Internal Secondment
Process
Internal secondment postings may occur to fill roles left open by maternity, parental, education or other
short-term leaves. Unlike the External Secondment process, employees will not be recommended for
internal secondment but must apply through the appropriate [organization name] channels for postings as
they become available. These postings will be designated as either temporary or secondment roles.
Employees must notify their current manager before submitting an application for an internal
secondment. All internal secondment applicants will be subjected to a review process by the appropriate
management. This process includes the submission of all documents specified in the posting, a review
process by the manager of the host department requesting a secondee, and may conclude with an
interview.
When an employee receives an offer for an internal secondment, a formal agreement will be drafted
outlining the terms and conditions of the internal secondment and signed by the employee, current
management, and host management of the department that the secondee is being transferred to.
At the request of management or the secondee, a personal evaluation may be conducted to set goals for
the term of the secondment before the start date. A subsequent evaluation will then also be conducted at
the end of the term to determine the extent to which goals have been met.
Pay
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Templates and tools from HR Insider are provided for members of our service. Members may use this document as is or as a starting point to customize their
own documents. HR Insider assumes no responsibility for the effectiveness or legality of any of its online templates or tools. Always consult your legal
counsel and management before implementing any new policies or procedures.
The secondee will continue to be paid at their current pay level if they are seconded to a comparable
position inclusive of any regular pay increase intervals. If the seconded position is at a higher pay grade,
the employee will be paid at the higher level and will return to their regularly scheduled pay grade once
the previous position is resumed.
Secondment Term, Extensions, and Terminations
Secondment assignments will typically last from three months to one year. Certain arrangements may
require a long-term secondment ranging from one to two years. Secondment assignments will not run
longer than two years. Upon the completion of an assignment, secondees will return to their respective
employer organization.
A secondee’s term may be extended beyond the initial agreed upon term in order to prevent the
interruption of any major projects or planning in which the secondee is involved.
Extensions will be made through a formal written request addressed to [organization name] and the
external organization (if applicable). Unless otherwise agreed, the total term of the secondment including
any extensions may not last more than two years. Approval of the extension will be based on consent by
all parties, and once approved will require the drafting of a new secondment agreement to meet the new
needs of the extension.
An internal secondment may be terminated before the agreed upon end date by either the employee or
[organization name]. An external secondment may be terminated before the agreed upon end date by
either the external organization, [organization name], or at the employee’s request. The following
conditions will apply depending on the type of secondment:

Internal Secondment and External Secondment - Outgoing: Regardless of the reasons for
premature termination of secondment, [organization name] will not be responsible for providing
compensation or work for a secondee until the agreed upon date at which the employee is to
resume working at their regular position with [organization name].
THIS TOOL AND HUNDREDS MORE AVAILABLE IN THE HR TOOLBOX AT http://hrinsider.ca/.
Templates and tools from HR Insider are provided for members of our service. Members may use this document as is or as a starting point to customize their
own documents. HR Insider assumes no responsibility for the effectiveness or legality of any of its online templates or tools. Always consult your legal
counsel and management before implementing any new policies or procedures.

External Secondment - Incoming: The secondee will abide by the policies of the external
organization.

The secondee will meet with their original supervisor once every X months (e.g. 4 months) to
review changes in the former department and ensure the employee is aware of key changes
occurring within the organization or team. The secondee may be provided with the option if
appropriate to participate in any required training inorder to stay current and connected to the
original role.
Vacancies
While on an external (outgoing) or internal secondment, the secondee’s original [organization name]
position may be filled while the employee is away. The decision to fill a vacancy created by secondment
will be made jointly by HR and management.
If Human Resources and management decide to fill the position, regular [organization name] channels,
including internal secondment and external recruitment, will be used to solicit applications for the
position.
Employee Declaration
I,
, hereby acknowledge that I have read and understand [organization name]’s Secondment
Policy. I agree to abide by the terms and conditions of this policy and ensure that persons working under my supervision abide
by the terms and conditions of this policy. I understand that if I violate or fail to comply with this policy, I may face legal or
disciplinary action according to applicable laws or [organization name] policies._____________________________________
_____________________________________
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own documents. HR Insider assumes no responsibility for the effectiveness or legality of any of its online templates or tools. Always consult your legal
counsel and management before implementing any new policies or procedures.
Employee Signature
Date
______________________________________
________________________________
Manager Signature
Date
Revision History
Version
Change
Author
Date of Change
_____________________________________________________
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Templates and tools from HR Insider are provided for members of our service. Members may use this document as is or as a starting point to customize their
own documents. HR Insider assumes no responsibility for the effectiveness or legality of any of its online templates or tools. Always consult your legal
counsel and management before implementing any new policies or procedures.