Harness Racing Victoria Employee Exit Policy & Procedure

Transcription

1 1. Purpose Harness Racing Victoria Employee Exit Policy & Procedure This Policy sets out the process and requirements that Managers and Employees of Harness Racing Victoria (HRV) are required to follow when an Employee ceases employment. 2. Scope This Policy applies to all HRV Employees when an Employee ceases employment, including: - termination of employment through resignation - completion of contract employment - dismissal - end of probation period - retirement, or - redundancy 3. Process This procedure aims to: - improve the efficiency of the process of terminating employment; - enable HRV to benefit from Employee feedback. (a) Notification of cessation of employment Other than cases of summary dismissal, HRV or the Employee is required to provide written advice of their intent to terminate employment. Ongoing Employees are required to give the notice period as specified in the relevant Enterprise Bargaining Agreement, employment contract or Award. (b) Exit Checklist On receipt of a notification of cessation of employment Human Resources will issue the HRV Employee Exit Checklist (Checklist) to the relevant Manager (Attachment A). The Checklist is used to guide administrative tasks to be completed when exiting and Employee, including that all relevant items are returned or attended to. Upon termination of the employment, the Employee must deliver to HRV any property or item which HRV has an entitlement to possession, namely all property of HRV including keys and swipe cards, all documents relating to HRV s business, such as documents comprising any form of information storage including financial records, customer lists Employee Exit Policy September 2016 Page 1 of 6

2 and price lists, technical manuals and operating procedures and computer software and confidential information in the Employee s possession or control which relates to HRV s business. The Employee must not retain a copy of any documents referred to in this clause. (c) Final Payment Final payments will not be processed until all items are returned or accounted for. On notification of an Employee s termination Payroll will calculate the Employee termination pay taking into account any annual leave or long service leave accruals owing to them. Any monies paid by HRV in advance of work being performed will be deducted from any accrued entitlement. If, on the termination of the Employee s employment, the Employee has not accrued an entitlement to all of a period of paid annual leave already taken the employer may deduct from any money due to the Employee on termination an amount equal to the amount that was paid to the Employee in respect of any part of the period of annual leave taken in advance to which an entitlement has not been accrued. Accrued and untaken personal leave is not paid out on termination of employment. (d) Exit Interview HRV ensures that Employees leaving the organisation have the opportunity to provide feedback on the nature and organisation of their work, either through an online exit survey, or a face-to-face exit interview (Attachment B). The purpose of the exit interview is to seek information from the Employee as to their experience of working at HRV and to identify areas of improvement. 4. Redundancy As per relevant HRV Enterprise Agreements, Employee entitlements in relation to redundancy are set out in Victorian Government Policy as varied from time to time. 5. Related Polices & Rules HRV Enterprise Bargaining Agreement Stewards Panel Enterprise Bargaining Agreement HRV Performance, Conduct & Disciplinary Policy 6. Policy Review Approved September 2016 Policy to be reviewed every 2 years Next review: September 2018 To be reviewed by Human Resources Employee Exit Policy September 2016 Page 2 of 6

3 HRV - EMPLOYEE EXIT CHECKLIST Attachment A Manager Name: Employee Name : Last Working Day: The relevant Manager is required to complete this checklist and ensure that all relevant items are returned or attended to. This Form should be printed and signed then returned to Human Resources along with relevant HRV property. By signing this Form you are confirming that all relevant items have been returned and accounted for. Final payments will not be processed until all items are returned and accounted for. 1. Company Motor Vehicle a. Car b. Car keys and spare c. Petrol Card including PIN d. Mileage log (if applicable) e. E-Tag left in vehicle 2. Remote Control for boom gate 3. HRV Credit Cards 4. Access Card / Office Keys 5. Request personal address/postal address for posting out EOY payment summary 6. Other chattels e.g. binoculars, swab fridge etc. 7. Cancel allocated alarm code (if applicable) 8. Technology a. Collect HRV Company Property i. PC, printer, fax and other accessories ii. Mobile phone, charger and other accessories b. Arrange with IT i. /Internet, network and hard drive files cleared and information transferred to appropriate files/person. ii. Access to system cancelled iii. Employee details on phone lists and internal databases updated iv. Home office cable/phone connections cancelled/transferred (if applicable) Signed Date HUMAN RESOURCES PAYROLL / ADMINSTRATION 1. Resignation Received (in writing) 1. Process final payments 2. Advise HRV Staff 2. Cancel HRV Credit Card (if applicable) 3. Employee Acknowledgement 3. Cancel employee signatories 4. Conduct Employee Exit Survey 4. Employment Separation Certificate 5. Issue Statement of Service (if requested) 5. Inactivate Ci Anywhere Signed Date Signed Date Employee Exit Policy September 2016 Page 3 of 6

4 Attachment B HRV - EMPLOYEE EXIT INTERVIEW QUESTIONNAIRE Name: Position: Date Joined: Division: Last Working Day: HRV would appreciate it if you could provide your honest feedback in assessing the areas, which may require improvement within the organisation. Upon completion please forward this form to Human Resources. 1. State the reason(s) for your resignation. 2. What factors were most important in causing your resignation? 3. What did you like most about: Your position? Your department? The Organisation? 4. What did you like least about: Your position? Your department? The Organisation? 5. What changes, if any, would you like to have made to your current position to make it more effective and satisfying? Consider workload, recognition and feedback, career opportunities, workgroup and team relations, work environment, management. Employee Exit Policy September 2016 Page 4 of 6

5 6. Do you feel that you were kept informed of changes in policies, processes and other activities in: a. Your department? Yes/No (please circle) b. The organisation? Yes/No (please circle) If you answered No to either of the above, how could communications have been improved? 7. Do you believe your promotional opportunities within HRV were adequate? Yes/No (please circle) 8. Was your salary satisfactory for the work you were performing? Yes/No (please circle) 9. What additional training and development could have been provided to you? 10. Are there any Occupational Health & Safety issues that you feel should be rectified in your area or within HRV? 11. Were the physical working conditions (eg light, desk, chairs workstations etc) satisfactory? Yes/No (please circle) Employee Exit Policy September 2016 Page 5 of 6

6 12. Please complete the following questions How would you rate HRV on each of the following points? Excellent Above Average Average Below Average Poor Fair & equal treatment by management Provided recognition of the position Development of cooperation & teamwork Resolving complaints and problems Communication within your department On the job training Employee Benefits Opportunities for growth and advancement Quality of training and development programs Relationship with coworkers Overall Job Satisfaction 13. Would you recommend HRV to a friend who is looking for employment? Yes/No (please circle) Any other comments about your employment with HRV Signature: Date: Employee Exit Policy September 2016 Page 6 of 6