Request an Employment Variation

Transcription

1 Overview This guide explains how to request an employment variation on behalf of an employee. The following employment changes or a combination of these changes can be made: Higher Duties Employment Fraction (Work Pattern) Account Number Change Supervisor Change Other Change (e.g. Staff directory changes such as Position Title and Location) Positions Responsible Supervisors can request a change for employees who report to them. School / Faculty / Business Area Administrators can request a change for employees in their area. Supervisors / Administrators 1. Login to FlindersPro 2. Go to the Actions tab and select Request Employment Variation The employment variation form will display. 3. Select the Employment Variation Type from the list 4. Enter the Employee s FAN and select the FAN from the list If the FAN is not known, click the +Advanced Search button where the employee s full name or two or more characters of the employee s first name or last name can be entered. a. Click Search to find the employee b. From the list that displays, select the employee 1

2 5. Click Next Note: If the employee has more than one job, select the relevant job for this employment variation. 6. Enter the From date and To date (if there is one, such as for Higher Duties) Note: 7. Click Next Requests for Higher Duties must have a To date. For all other requests, if the change is ongoing, leave the To field blank. If more than one change is required and the From or To dates are different, create separate requests for each variation. 2

3 Higher Duties Request an Employment Variation These requests must have a To date and have a duration longer than six (6) consecutive business days. If higher duties are required for longer than three (3) months contact HR Client Services. If other changes are required in addition to Higher Duties, and have the same From date, place a tick next to each Employment Variation Type. 1. Complete the Higher Duties details and click Next to continue 2. Click Submit to complete the request 3

4 Employment Fraction (Work Pattern) Request an Employment Variation Use the Employment Fraction (Work Pattern) option to request an increase or decrease to an employee s work fortnight. 1. Select Full Time or Part Time When Full Time is selected, the form will continue to the Reason for Change screen. When Part Time is selected, the form will request information about the new work pattern. a. Enter the hours and minutes that will be worked per day in the fortnight Note: See the conversion sheet to help with converting decimals to minutes. The new fraction percentage is displayed under the work pattern table. b. Select the type of conversion to part time For Family Care Purposes, enter the request end date and indicate if a Family Care part time agreement is already in place For Staff Members 55 years or over, enter the planned retirement date 2. Click Next to continue 4

5 3. Click Submit to complete the request Account Number change Use the account number change to request a change to the account number for which an employee is paid or arrange a split between two or more account numbers. 1. Type directly over the account number being displayed If a split is required, click Add Additional Account Number, enter the other account number and adjust the fraction so it adds up to 100%. Note: The Account Number needs to be valid, otherwise the form will not allow you to continue. The Next button will become active once the account number has been changed or an additional account number has been entered. 2. Click Next 5

6 3. Click Submit to complete the request Supervisor Change To change an employee s supervisor, use the Supervisor Change employment variation type. Note: The proposed new supervisor cannot initiate a supervisor change to himself / herself. 1. Enter the FAN of the new supervisor and select the person from the list If the FAN is not known, click the +Advanced Search button where the employee s full name or two or more characters of the employee s first name or last name can be entered. a. Click Search to find the employee b. Select the employee from the list that displays 2. Click Next 3. Click Submit to complete the request 6

7 Other Change (e.g. Staff directory changes such as Position Title and Location) Use the Other Change checkbox to request staff directory changes such as Position Title or Location. This option provides a free text field for entering all information relating to and justification of the proposed change. 1. Enter details about the requested variation 2. Click Submit to complete the request Next Stage Depending on the change that has been requested, the form will automatically workflow to the next stage in the process. For more information about the workflow, please view the workflow document. 7