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Manager Approvals Summary of HR delegations and Monash HR systems.

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Presentation on theme: "Manager Approvals Summary of HR delegations and Monash HR systems."— Presentation transcript:

1 Manager Approvals Summary of HR delegations and Monash HR systems

2 Introduction This document lists a range of staff activities and identifies the delegation and mechanism for approving the activity. Monash HR is in the process of automating our transactional activities and as a result new systems and a number of new processes have been developed. This document has been prepared to acknowledge that it can be challenging for managers to keep up with what they are required to approve and through which automated system or process. The intention is that this guide can be a quick and ready reference for managers on their responsibilities. The approval delegations listed here relate to deans or divisional directors, heads of unit and supervisors. A full listing of all staffing delegations (including senior management approvals) is included in the HR Authorities and Delegations Register. Further information on each process is available through the relevant HR policy or procedure accessible on the Workplace Policies and Procedures webpage.Workplace Policies and Procedures webpage Definitions Dean or Divisional Director: means the dean of the faculty or director of the division (or equivalent) or his or her nominee in any case where the dean or director has formally nominated a person to act as his or her nominee for the purpose. Head of unit: is the head of an academic or organisational work unit, for example head of school, head of department or where applicable, a person acting as his or her nominee. Supervisor: means the person who is responsible for the supervision of staff member(s) and in most cases this will be the immediate line manager. 2

3 3 Monash HR Systems The three Monash HR systems that you will be required to authorise actions in are as follows. ESS: ESS: is the University’s online Employee Self Service system which provides staff members with easy and private access to personal and current employment information held by the University. It is connected to the University’s payroll system and is used for managing staff information, issuing pay slips, leave approvals, casual/sessional timesheet approvals and managing the renewal of fixed-term contracts. PDO: PDO: is Performance Development Online, an online performance planning and review tool that supports the University’s performance development process. REX: REX: is Recruitment Express - the University's online recruitment system, which administers requests to advertise, selections and appointments and generates employment contracts. All of these systems are linked through to the University’s payroll system, SAP. In most circumstances, you will receive an notification of the action required. Manager’s Inbox notification ESS PDO Rex Monash HR system SAP Payroll System

4 4 Recruitment ActionScopeDelegated Authority Monash System Notification or action Requesting recruitment for a new or vacant position Academic staff (A to D) Professional staff (HEW 1 to 9) Dean or Divisional Director REXEnter information directly into Job Request screen in REX. Approval to advertise a new or vacant position Academic staff (A to D) Professional staff (HEW 1 to 9) Dean (or PVC Gippsland in consultation with the Dean) or Divisional Director REXNotification from “Job approval”. Reminders from “hr-jobs”. Follow the instructions in the . Selection of successful candidateHead of School/ Department Deputy Head of School/Department Academic staff - level E (recommendation to the Provost and Vice-Chancellor) Academic staff (A to D) Professional staff (HEW 1 to 9) Dean or Divisional Director Advise HR Business Partner of preferred candidate by . Direct appointmentsAcademic staff (fixed-term level A to C) - for approval All other direct appointments – for endorsement only Dean or Divisional Director REXNotification from “Job approval”. Reminders from “hr-jobs”. Follow the instructions in the . Approval of relocation or removal costs for incoming staff All staffDean or Divisional Director Liaise directly with HR Business Partner. Requesting a temporary staff memberTemporary appointmentsDean or Divisional Director Authorise on recommendation of head of unit.

5 5 Casuals or sessionals ActionScopeDelegated Authority Monash System Notification or action Requesting a casual or sessional position/s be filled Casual or sessional staffHead of unitREXEnter information directly into Job Request screen in REX. Approval to advertise a new or vacant position Casual or sessional staffHead of unitREXNotification from “Job approval”. Reminders from “hr- jobs”. Follow the instructions in the . Selection of successful candidateCasual or sessional staffHead of unitAdvise HR Business Partner of preferred candidate by . Approval of casual/sessional timesheets – confirmation of hours worked Casual or sessional staffSupervisorESSNotification from “Timesheet”. Follow the instructions in the . Approval of casual/sessional timesheets – confirmation of expenditure Casual or sessional staffHead of unit (or person with authority to approve expenditure) ESSNotification from “Timesheet”. Follow the instructions in the .

6 6 Adjunct or honorary appointments ActionScopeDelegated Authority Monash System Notification or action Nomination of an adjunct positionAdjuncts (A to E)Head of unitREXEnter information directly into Job Request screen in REX and attach Adjunct Appointment Nomination Form.Adjunct Appointment Nomination Form Approval or endorsement of an adjunct position Adjuncts (A to D) (for approval) Adjuncts (E) (recommendation to the Provost and Vice-Chancellor) DeanREXNotification from “Job approval”. Reminders from “hr- jobs”. Follow the instructions in the . Renewal of an adjunct positionAdjuncts (A to E)Dean-Currently a manual process coordinated by the HR Business Partner Termination of an unpaid adjunct appointment Adjuncts (A to E)Dean-Liaise with HR Business Partner Approval for moving from an unpaid adjunct appointment to paid adjunct appointment < 0.2 fraction Adjuncts (A to E)DeanREXNotification from “Job approval”. Follow the instructions in the . Nomination of an honorary (professional staff) position Honoraries (professional staff) Head of unitREXEnter information directly into Job Request screen in REX. Approval of an honorary (professional staff) position Honoraries (professional staff) Dean (Faculties) or Executive Director, Monash HR (Divisions) REXNotification from “Job approval”. Follow the instructions in the .

7 7 Probation and confirmation of appointment Renewal of fixed-term contracts ActionScopeDelegated Authority Monash System Notification or action Conducting mandatory mid-year performance review Academic staff (A to D)SupervisorPDO notification from “PDO Support”. Follow the instructions in the . Recommendation to Appointment Review Committee whether to confirm, not confirm or extend probation Academic staff (A to D)Head of unitAuthorise the staff member’s Request for Confirmation of Appointment FormRequest for Confirmation of Appointment Form Confirmation of appointment at the completion of a probationary period Professional staffSupervisor and head of unit HR Business Partner will contact the supervisor as the probation end date approaches. ActionScopeDelegated Authority Monash System Notification or action Approval to renew a fixed-term employment contract All staffHead of unit and Dean ESSNotification from “Monash HR”. Follow the instructions in the . Approval to not renew a fixed- term contract All staffHead of unitESSNotification from “Monash HR”. Follow the instructions in the .

8 8 Leave approvals* ActionScopeDelegated Authority Monash SystemNotification mechanism Approval of annual leave, personal leave, pre-natal leave, 48/52 leave (and variants) and conference leave All staffSupervisorESSNotification from “Batch Account for System Jobs”. Access the Workflow screen in ESS to authorise. Approval of compassionate leave (up to 5 days) All staffSupervisorAuthorise an Application for Leave FormApplication for Leave Form Approval of compassionate leave (greater than 5 days), long service leave and study leave All staffDean or Divisional Director Authorise an Application for Leave FormApplication for Leave Form Approval of parental leaveAll staffDean or Divisional Director Authorise a Maternity Leave Application FormMaternity Leave Application Form Approval of long service leaveAll staffDean or Divisional Director Authorise an Application for Leave FormApplication for Leave Form Approval to convert leave loading to additional holidays All staffSupervisorAuthorise an Application for Exchange of Annual Leave for Extra Leave FormApplication for Exchange of Annual Leave for Extra Leave Form *Note: All other forms of leave require Executive Director (Monash HR) or senior management approval.

9 9 Performance development and increment payments ActionScopeDelegated Authority Monash System Notification mechanism Agree a staff member’s performance plan at the start of the performance planning cycle All staffSupervisorPDONotification from “PDO Support”. Follow the instructions in the . Conduct mid-cycle performance review Academic staff on probationSupervisorPDONotification from “PDO Support”. Follow the instructions in the . Conduct end-of-year performance review All staffSupervisorPDONotification from “PDO Support”. Follow the instructions in the . Acknowledge completion of the performance planning and review cycle Academic staffHead of unitPDONotification from “PDO Support”. Follow the instructions in the . Decision to withhold an increment on the basis of unsatisfactory performance All staffHead of unitLiaise directly with HR Business Partner. Approving accelerated increments All staffDean or Divisional Director Liaise directly with HR Business Partner.

10 10 Additional payments* ActionScopeDelegated Authority Monash SystemNotification or action Endorsing an above engagement profile payment Academic staff at 1.0 fractionHead of unitAuthorise a Personal Activity – Above Engagement Profile Payment Request Form.Personal Activity – Above Engagement Profile Payment Request Form Approving an above engagement profile payment up to $15,000 in a calendar year Academic staff at 1.0 fractionDeanAuthorise a Personal Activity – Above Engagement Profile Payment Request Form.Personal Activity – Above Engagement Profile Payment Request Form Approving allowances for higher duties or special duties Professional staff (HEW1 to 9) Dean or Divisional Director Authorise a Higher Duties Allowance Application Form.Higher Duties Allowance Application Form Approval of overtime or additional hours Professional staffSupervisorAuthorise a Additional hours/ overtime sheetAdditional hours/ overtime sheet * Note: All other additional payments require Executive Director (Monash HR) or senior management approval.

11 11 Variation of employment arrangements ActionScopeDelegated Authority Monash System Notification or action Translation of teaching and research academic to an education-focused role Academic (A to E)DeanHR Business Partner will provide as approval memo for authorisation.approval memo Approval of change to employment fraction All staffDean or Divisional Director Authorise a Work Schedule and Change to Fraction FormWork Schedule and Change to Fraction Form Approval of flexible working hoursAll staffSupervisorAgree directly with the staff member. Endorsement of a home-based work arrangement Professional staffSupervisor and Dean/Divisional Director (requires Executive Director, Monash HR approval) Authorise a Home-based Work Agreement (currently under review). Approval of a voluntary reduced working year arrangement All staffDean or Divisional Director Authorise a Voluntary Reduced Working Year Scheme Application FormVoluntary Reduced Working Year Scheme Application Form

12 12 Other ActionScopeDelegated Authority Monash System Notification or action Authorisation of paid outside workAll staffDean or Divisional Director Authorise a Paid Outside Work Disclosure and Approval FormPaid Outside Work Disclosure and Approval Form Approval of a job share arrangement Professional staffHead of unitLiaise directly with HR Business Partner. Approval of staff study supportContinuing and fixed-tern staff Dean or Divisional Director Authorise a Staff Study Support Program FormStaff Study Support Program Form


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