HRM Online .au



45637451096010Welcome2020/2021 Salary Progression Notification – Teaching Service Statement of ExpectationseduPay online PDP processCancellation of PDP documents in eduPayTeaching Experience during LWOP.Hire/Rehire (avoid duplicate employee ID)Changing Standard hours or working daysHigher DutiesSpecial PaymentsWorking with Children Check and student employmentHRWeb Updates Check this section for the latest updates to policy, procedures and forms on HRWebRecruitment Hints & TipsTutor Learning Initiative and Casual employmentSLP Hints & TipsInformation sheets for Casual employees.Retrospective Hire or Rehire for SLP employeeseduPay Hints & TipsTerm 4 Vacation period leave entriesTaxation DetailsSuperannuation Choice of fund formseduPay reimagined 2021Watch this space for exciting developments during 2021Term 1 Checklist…Use this list to identify the payroll actions for start of termThis Issue contains …00Welcome2020/2021 Salary Progression Notification – Teaching Service Statement of ExpectationseduPay online PDP processCancellation of PDP documents in eduPayTeaching Experience during LWOP.Hire/Rehire (avoid duplicate employee ID)Changing Standard hours or working daysHigher DutiesSpecial PaymentsWorking with Children Check and student employmentHRWeb Updates Check this section for the latest updates to policy, procedures and forms on HRWebRecruitment Hints & TipsTutor Learning Initiative and Casual employmentSLP Hints & TipsInformation sheets for Casual employees.Retrospective Hire or Rehire for SLP employeeseduPay Hints & TipsTerm 4 Vacation period leave entriesTaxation DetailsSuperannuation Choice of fund formseduPay reimagined 2021Watch this space for exciting developments during 2021Term 1 Checklist…Use this list to identify the payroll actions for start of termThis Issue contains …WelcomeWelcome to the 2021 school year.HRM Online is a newsletter published regularly to principals, business managers and HR administrators. HRM Online provides news and information regarding human resources policy and operations as well as HRWeb updates and Hints & Tips for ensuring your use of eduPay and Recruitment Online is effective.HR policy and procedures are available on our website – HRWeb. Answers to many queries and issues can be found by using the extensive A-Z Topic Index and reviewing relevant webpages or associated documents. HRM Online items regularly refer you to the policy, procedures or further help on HRWeb.For quick and easy access, save HRWeb into your internet browser favourites. HRWeb is available at: HRWeb links for school-based policy will automatically redirect to the Policy Advisory Library (PAL) where this policy is located. PAL is available at: Feedback or suggestions for topics to be covered in HRM Online are welcome at any time. Send your comments or suggestions to hrweb@education..au.2020/2021 Salary Progression Notification – Teaching ServiceIn accordance with the 2020/21 Salary Progression Notification – Teaching Service in the School Update, principals are requested to advise any employee who may not satisfy the requirements for salary progression in writing before 1 March 2021.Principals should note that eduPay will automatically calculate eligibility and process salary progression for all eligible employees effective from 1 May 2021. No action is required by schools for the processing of salary progression for employees on eduPay.Action:Advise employees who may not satisfy the requirements for progression in writing before 1 March 2021.Revised PDP process – Statement of expectationsDuring the 2020 school year a revised PDP process was available for employees. Where the employee elected to participate in the Statement of Expectations process and they:Met expectations – no action is required, eduPay will calculate eligibility and apply progression where eligible from 1 May 2021.Did not meet expectations – Principal to email hrweb@education..au with the Name, employee ID and a statement that performance expectations were not met no later than 30 April 2021.Action:Principal to email hrweb@education..au where an employee did not meet performance expectations no later than 30 April 2021.eduPay online PDP processFor those staff who continued to participate in the eduPay Online PDP process, their performance plans should be finalised on eduPay now for the 2020 school year. Progression outcomes recorded in the eduPay PDP (standards met; standards not met) will be used to update eduPay from 1 May 2021 for performance purposes.Action:Finalise 2020 performance plans on eduPay as soon as possible. No additional advice is required for progression purposes where the online PDP has been used.Cancellation of Performance Plans in eduPayWhere the employee has previously created a PDP plan in eduPay and subsequently elected to complete the Statement of Expectation process above, the incomplete plan in eduPay should be ‘cancelled’. This will remove the plan from the Principal or Reviewer’s PDP outstanding list. The plans can be cancelled individually or all together in one step – follow the Cancel PDP documents help guide on the Online PDP Support and Resources page on eduGate. This action is available for the PDP Administrator – typically the Principal and Business Manager in the school.Teaching Experience during Leave Without PayPrincipals are asked to email the name and employee ID of any teacher seeking to include teaching experience undertaken during leave without pay as service for progression purposes to hrweb@education..au no later than 31 March 2021. A Statement of Service is to be provided at the same time.Action:Principals are requested to:Email details, including a Statement of Service, for employees seeking to include teaching experience for salary progression purposes to hrweb@education..au Hire/Rehire – Avoid creating a duplicate employee ID All staff are issued with an employee ID when they first commence employment on eduPay. This employee ID remains the same throughout all subsequent employment periods. One employee ID record ensures payroll integrity, the service history and entitlements are carried forward to each period of employment and only one eduMail email account is created.It is imperative that duplicate records are NOT created. To help stop the creation of duplicate employee records and a new employee ID, eduPay and ROL have a number of system checks, protections and warnings built in to avoid duplication of employee records. Read these warnings carefully and take appropriate action to avoid duplication.Business Managers and HR Administrators are to follow the ROL Prepare for Hire process (section 5.5.1.5) in the ROL Recruiter User Guide available on eduGate. Before commencing the Prepare for Hire process ask prospective employees whether they have been previously employed by the Department or by another school on the local payroll. Ensure you have their date of birth and full name, including any variations of their name they may have worked under previously available – this includes whether any middle names have been included previously. Ensure your internet browser is displaying dates in the standard Australian date format (dd/mm/yyyy). A number of duplicate records occur because the date is recorded in the American date format (mm/dd/yyyy).Verify the Employee ID of the successful applicant in ROL. This step undertakes a search of previous records to identify any possible match. The search must be completed for all successful applicants to vacancies, including School Local Payroll employees. Compare the results against the details provided by the prospective employee and attach the hire to the correct person from available search results. Only where details do not match should a new employee ID be created.Deliberate alteration to prospective employee data to avoid built in system protections when hiring a person thereby creating a duplicate record is against Department policy and may be subject to further investigation.For further assistance, Business Managers and HR Administrators are to refer of the following resources:ROL Recruiter Guide Recruiter User Guide. eduPay School Appointments User GuideSchools Recruitment Unit – 1800 641 943, select option for Schools’ Recruitment Unit.Changing Standard Hours or days workedHR Administrators are asked to follow the steps in the Work Schedule User guide when entering or amending an employee’s work schedule to ensure the new change of hours or work pattern is recorded correctly.Remember to ADD a new row with the revised hours or work pattern. Normally a change of hours is not retrospective therefore check carefully that you have entered 2021 as the year in the effective date. DO NOT overwrite any previous work schedule row as this will result in large under or overpayments, previously valid leave entries may become invalid and create issues with taxation year calculations.Higher DutiesPrincipals and business managers are reminded that periods of higher duties may be assigned for more than five days and up to twelve months. Assignments of more than three months are to be determined by a merit-based process as a result of an expression of interest. This ensures transparency and equity and that the position is open to competition. Refer to the Higher Duties page on HRWeb for further information including a higher duties form that is used to document and approve the decision. The completed form is to be placed on the employee’s personnel file and be available for auditor review.Action:Principals and Business Managers are to ensure the Department policy for assigning higher duties, record management and documentation is followed and available for audit. Special PaymentsA special payment may be paid to employees in the teacher, paraprofessional and education support classes to undertake a specific task that is additional to their normal work responsibilities at their classification level and salary range or paid as an attraction/retention incentive. A Principal or Assistant Principal is not eligible to be paid a special payment.Refer to the Special Payments page on HRWeb for policy and further information, including details on the selection of eligible employees, when assigning a special payment. A form for the payment of the allowance is also available and is to be placed on the employee’s personnel file future review as required.Action:Principals and Business Managers are to ensure the Department policy for assigning special payments, record management and documentation is followed and available for audit.Working With Children Check and employment of studentsAn employee who is under 18 years of age does not require a Working With Children Check. However, eduPay will expect a valid WWCC for all employees, irrespective of age. To enable the hire to be completed on eduPay, forward a copy of the birth certificate or other suitable document confirming the date of birth by email, including name and employee ID, to the People Systems and Services team at payrollservices@education..au and request an override for the WWCC.Additional permission is required where the person to be employed is under the age of 15. Refer to the advice and documentation required on the links below from the Business Victoria website.Apply for a child employment permitChild employment laws and requirements – refer to the heading, Industries other than entertainmentProvide copies of the relevant approved authorisation for persons under 15 years of age and email to payrollservices@education..au requesting a WWCC override for these employees.HRWeb UpdatesHRWeb is regularly updated therefore it is important that principals, business managers and HR Administrators ensure they are accessing the latest policy, procedural information and forms as required.Check the Recently updated PAL topics which include both HRWeb policy updates and other updates for content held on PAL.Recruitment Hints & TipsTutor Learning Initiative and Casual employmentAlthough standard employment for the Tutor Initiative is a fixed term teacher or education support class employee on the DOE payroll, on occasions a school may need to employ a tutor as a casual replacement teacher.Where this is required, create the continuous job opening using the TUTCRT job code. The process is otherwise identical to that already completed for standard CRT employment. A reminder though, like standard CRT employment, only one continuous job opening is required for all casual tutor appointments in SLP.The Create Job Opening SLP guide has been updated for this process.School Local Payroll Hints and TipsInformation sheets for casual employeesCurrent policy recommends that information sheets be provided at least once a year to each person employed on a casual basis by the school council. In addition, schools should record the date that the information sheet is provided to each casual employee. For information, see school council employmentRetrospective Hire and Rehire of SLP employeesA large number of Hire and Rehire transactions are regularly entered, in some instances with an effective hire or rehire date more than 3 months earlier. A retrospective date such as this suggests you have employed a person and not paid them for a considerable time. It is therefore important to check the start date when completing an appointment. When the Hire/Rehire is completed through the Continuous Casual Job Opening process for SLP employees this defaults to the original job start date or the last termination date which may not be appropriate. When completing the Hire/Rehire consider whether a date prior to the current pay period is appropriate.Where a retrospective hire/rehire date is correct, all global salary increase rows between the recorded hire/rehire date and the current pay period need to be manually entered to ensure the employee is paid at the correct pay rate. It may not be possible to record retrospective timesheets for employees.Additionally, a retrospective hire/rehire date greater than 28 days prior to the current pay period will not allow an employee time to record their superannuation choice before the automated upload process enrolls them into the Department’s default superannuation fund – VicSuper Future Saver.Action:Check the hire/rehire date to ensure a current date is used for appointments.eduPay Hints and TipsTerm 4 school vacation Leave entries 2020-2021The automated leave entry process for the Term 4 school vacation was completed before the end of last year. If you have not yet completed checks for exceptions or recorded leave separately, for those who are in receipt of the Leave Purchase Allowance, update their leave entries now. Remember to also record leave for those School Council employees on the local payroll who are not employed in the ES structure (GSCFLX code) and who have taken leave during the recent vacation periodFull details on the recording of leave was included in HRM Online 11-2020 available on HRWeb.Taxation Details Business Managers are asked to ensure when entering the Tax File Number (TFN) for an employee that care be taken to record the number correctly. The One Touch Payroll upload to the ATO relies on this entry to record the information against the employee’s MyGov account and the employee’s Income Statement. The employee’s superannuation fund also relies on this number to correctly tax superannuation contributions.Only where you have been advised the TFN on eduPay is incorrect is it necessary to re-enter the TFN. It is not necessary to re-enter the TFN each time an employee is rehired as the previously recorded TFN will carry forward to the new employment period – including where the person is hired to the school local payroll at a different school. When completing the rehire, check the current tax requirements against their tax record in eduPay and only add a new row from the next available pay period if their tax requirements have changed (or have the employee update via ESS – see next item). A number of errors have been identified recently where a TFN has been re-entered resulting in issues with the ATO and Superannuation funds.Record or update tax details via Employee Self ServiceAn employee may now add their initial taxation details on appointment or update current taxation details using the functionality in Employee Self Service. The system will automatically apply the hire date for new employees or the next available fortnight for current employees when updating the records with the employee’s changes.A help document, Enter or Update Taxation Details, explaining the process for an employee to follow is available from the eduPay Help page or directly on the ESS Help page on eduGate.Action:Principals and Business Managers are asked to bring this to the attention of all staff advising that their taxation details can now be added (for the first time) or updated in Employee Self Service.Superannuation and Choice of Fund formsAll new, rehired and current employees are required to add or update their Choice of Superannuation Fund directly on eduPay using Employee Self Service. All employees are advised to read the Superannuation help document available on eduGate prior to commencing the update.All new employees are automatically allocated an eduMail address and access to eduPay with the login details being sent to the first school that has hired the employee. It is very important to provide employees with their login details. Where a hire/rehire is completed in advance, access to eduPay is available following overnight processing. Each employee is encouraged to record their superannuation requirements before they commence employment.Once the temporary password is updated via the eduPass Change Password page, the password is used for both eduMail and eduPay.Action:Principals and Business Managers are asked to provide the login details to all new staff and bring this to their attention to ensure superannuation requirements are recorded correctly.Start of Term ChecklistPayroll remindersEntering Dates – Check you have entered the correct date with 2021 where appropriate – be especially careful on work schedule changes and deduction start/end dates.Avoid incorrect pays for returning employees – Check employees who are scheduled to return from unpaid leave that(a) they have actually resumed and (b) they will be paid correctly.Avoid Overpayments. Ensure leave is approved and recorded for employees who are to commence or continue unpaid leave.Banking, Tax and Superannuation. Ask employees to update their banking and taxation details directly on eduPay using Employee Self Service. Where the employee cannot access eduPay record their banking and tax details. Do not overwrite banking or tax data or change the effective date – ADD a new row with the correct effective date and new information.Employees are to record their Choice of Superannuation requirements directly on eduPay using Employee Self Service. The Choice form is not required where the employee has completed the update directly on eduPay.Taxation and superannuation can be completed from home; however, banking can only be completed where the computer is connected to the school network.Higher Duties and Special Payments. Complete any higher duties assignments and special payment assignments commencing this term that have been approved by the Principal. Place details on the employee’s personnel file – see articles in this edition of HRM Online.Ceasing Employees. Ensure a copy of the employee’s written notice of cessation of employment which has been accepted by the principal is placed on the personnel file.Payroll Validation and Certification – validate and certify any outstanding pay periods.Leave remindersRecord/process leave for employees commencing or extending unpaid or half pay leave. Ensure 539?LWOP?APPRV is used for Leave Without Pay entries where leave has been approved by the principal. Encourage employees to apply for leave using Employee Self Service wherever possible.Review all Stop Pay entries. A Stop Pay is not leave. Stop pay is used as a temporary measure to ensure an employee is not overpaid following workers’ compensation absence or long-term unpaid leave. Determine the correct leave type for these employees (if applicable) and adjust their records accordingly.Recruitment RemindersVIT Registration. A teacher cannot undertake teaching duties without current, valid VIT registration. For each teacher, principals are to ensure all VIT cards show current and valid registration status. Review the employee’s card or check registration details on the public register.A current employee is to record and update their VIT Registration details through ESS following which the HR Administrator validates the entry on the Suitability for Employment page if required. Status of all VIT registrations on eduPay is visible on the HR Administrator (HR Admin > Manage Staff > Suitability for Employment (then select VIT on the left-hand menu)) or the Principal’s dashboard (Manager > Manage My Team > VIT)WWCC Check. It is an employment requirement for education support class employees (ESC) to hold a valid Working With Children (WWC) Check except where they hold current VIT registration. It is also an offence for a person to be engaged in child related work in a school without a valid WWC Check. As a result, eduPay will not allow the employment of the person without valid WWCC data entered. Prior to employing any ESC or other non-teaching employee ensure they have a valid and current employee type WWCC card and the card details are recorded on eduPay at the time of their hire/rehire.A current employee can record their renewed or new card details using Employee Self Service (ESS) and the HR Administrator then validates this entry on the Suitability for Employment page (HR Admin > Manage Staff > Suitability for Employment)Principal Class appointments, promotions or transfers. Principal and Assistant Principal appointments, promotions or transfers are completed by Schools People Services on return of the signed Contract of Employment. School operators must not complete Job Data transactions for principal class employees.Employment Offers. Ensure all employment offers for this year have been accepted in writing and the school’s copy of the employment offer is placed on the employee’s personnel plete the Hire/Rehire of staff as appropriate – after completing the Hire/Rehire of an employee, remember to include the banking and taxation details, or ask the employee to update directly in Employee Self Service. For fixed term teacher positions ensure the correct employment end date is used on eduPay – refer to the Fixed Term Teacher Vacancy Ready Reckoner on HRWeb. The Employment Task List should be used to assist in the hire/rehire process, available on HRWeb at: Recruitment in SchoolsPromotion and Transfer of teachers and ESC employees. Ensure any promotions and transfers (except for Principal class employees) of ongoing employees have been processed and any documentation in relation to the promotion or transfer is placed on the employee’s personnel file.Other RemindersWWCC and Volunteers. Ensure all Volunteers have a valid WWCC card in accordance with your school’s visitor policy. An employee card can be used to volunteer but a volunteer card cannot be used for paid employment.WWCC and Contractors. Ensure the assessment of the suitability of contractors to be on school premises is consistent with the Department’s Suitability for Employment Policy and your school policy. Contact the Employee Conduct Branch if advice is required.Personnel Files. For previous employees who transfer to or are rehired at your school, request the personnel file from their previous school. Where another school requests the personnel file for an employee, make sure all documentation has been securely included and send it to the new school by registered mail. For further information on personnel files, see the HRWeb topic – Records Management. ................
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