Instructions Reactivate Casual Job

Transcription

1 BACKGROUND INFORMATION Team Leaders have the ability to reactivate jobs for casual employees via the Employee Self Service (ESS). The online jobs will flow electronically through an approval process (only one approval level for casuals) following which Payroll will process the job on the Human Resources (HR) system. There is the option to have multiple approvers, however, this far, most have chosen to have only one approver for casual reactivations. Please note that casual employee s are not required to accept or decline a casual reactivation. In system terms, an Occupancy is a record of an individual s employment details on the HR System. By Reactivating a Casual Job, you (as Team Leader) are effectively adding a new line to the employee s occupancy within the HR System. As you go through the process, you will see the words New Occupancy, which in essence is Reactivating a Casual Job for the purposes of entering timesheets online. Team Leaders are given access to a menu called Occupancy Change Request (OCR). Casual employees will appear on the OCR list 90 days prior to the job end date and will remain on the list up to 30 days after the job end date. PROFESSIONAL CASUAL REACTIVATION Professional Casuals are reactivated on the HR System for a 12 month period, with their end date being up to 12 months after their nominated start date. For Example: if the active period is ceasing on the 23 rd of April 2011 and the Casual Job is to be reactivated, the new end date may be up to 23 rd April 2012, being 12 months after the start date. Professional Casuals can have their jobs reactivated 90 days prior to their end date and up to 1 month after their end date. For Example: If a Professional Casual end date is 7 th May 2011, the casual job will appear on the Team Leaders OCR list from the 6 th February 2011 (90 days prior to the end date), and if the casual is not reactivated they will stay on the list until 6 th June 2011 (1 month after the end date), at this point if the job is not reactivated the casual will drop off the Team Leaders Occupancy Change Request list. SCENARIO EXAMPLE Below are screen shots showing an example of an on-line Casual Job Reactivation (New Occupancy) process to give you an idea of the detail that is displayed on the screens available to the Team Leaders and Approvers. The following example will be based on Miss E Orange having their casual job reactivated. For the purposes of this example only, the contract will flow through 1 level of approval. Once the job is approved, Payroll will process the job reactivation on the HR System. HR Systems March 2017 Page 1 of 5

2 Step 1 TEAM LEADER Team Leader logs into the ESS and views their Occupancy Change Request screen where a list of casual jobs due to end within the next 90 days will be displayed. If the Team Leader anticipates a casual job reactivation is required they can initiate the request. We recommend that Team Leaders check their Occupancy Change Request list on a regular basis so that they can monitor the end dates of casual jobs. The Team Leader will log into the ESS. Select My Team menu. Select Occupancy Change Request. Employees with contracts ceasing within the next 90 days will be listed on the right panel. Select New Occupancy Process to open the contract detail screen. Step 2 TEAM LEADER The Team Leader completes the New Occupancy Details' form. Only those fields which are surrounded by a box can be modified. Team Leaders have the ability to compare the current contract details against the new contract details. The commence date automatically defaults into the new record and this will always be the day after the current contract end date. The screen shot example below, displays a Casual Reactivation. Select the New Occupancy Cessation Date from the drop down calendar. Note: This date will be up to 12 months after the start date. Position Fraction Enter 0 for casual staff Select the Occupancy Commence Reason code from the drop down menu. For this purpose, this will always be CC Casual Details Reactivated. Select the Occupancy Status this will be CA for Casual Professional. Select the relevant Fixed Term Reason code from the drop down menu. For this purpose, this will always be CC Casual occupancy reactivation. Enter relevant details into the question boxes: Location (Major Cost Centre/Faculty, then School, Division or Department) Supervisor title, name and position title Visa status either Australian resident or, where appropriate, visa subclass type and visa end date. Enter any Additional relevant information. Select View or Change Account Codes to change and update the salary account number, if required. Select Insert to submit the New Occupancy Details - a Success! message will appear. HR Systems March 2017 Page 2 of 5

3 The request will now move through the approval levels. The Team Leader can view the progress/status of the request by selecting My Pending Requests from the top menu bar. HR Systems March 2017 Page 3 of 5

4 Step 3 APPROVER (Dean of School) An notification is sent to the 1 st level of approval. For casual reactivation there is usually one level of approval. ie: The Dean of School selects My Approvals > Approve Requests menu in the ESS. To approve the transaction, the Dean of School selects Record ID. This level of approval has the ability to Approve the transaction or Reject. Approve will send the transaction to Payroll for processing onto the HR System. Reject will send the reactivation back to the Team Leader to review the issues and restart the process. If the detail of the proposed reactivation meets requirements, the Dean of School will select Update and a Success! message will appear. HR Systems March 2017 Page 4 of 5

5 Once a casual reactivation is approved, the transaction will no longer be visible in the Team Leader s My Pending Requests menu, but the status will be displayed on the Team Leader s Occupancy Change Request screen as Approved Accepted. Payroll is then notified that the casual reactivation is ready to be processed. Once Payroll has processed the casual reactivation on the HR System, the employee details will no longer appear in the Team Leader s Occupancy Change Request screen. HR Systems March 2017 Page 5 of 5