Interim Fill

What is an Interim Fill?

The interim filled position is used when there is a need to pay two individuals in one position for a period of time of longer than three months. For example, if the reason for the interim fill is because an employee is going to be out on leave (military, educational, FMLA, etc), the Human Resource Administrator from the Department of Human Resources’ Field Operations unit assigned to the department needs to specify the length of time being requested for the interim fill.

The department plan for filling the interim filled position may include recruiting for the second individual. If this is the case, recruitment must begin within 30 days, or the department needs to originate a new request. If the department plan for filling the interim filled position does not involve recruitment, then further discussion will be needed between the department and the Human Resource Administrator where names and Employee ID numbers for employees involved in the department plan will need to be provided.

How to Request an Interim Fill

The department management places the request through the Human Resource Administrator from the Department of Human Resources’ Field Operations unit assigned to the department. The request must contain the following:

  • The position number involved in the request.
  • The current incumbent’s name.
  • A short explanation of why an interim fill is needed for the position.
  • The specific start and end dates for the interim fill.
  • The plan for filling the interim fill.

How to Request an Extension to the End Date

An extension to the end date must be approved by the Human Resources Manager from the Department of Human Resources’ Field Operations unit assigned to the department prior to the end date.