The Employee Self Service allows Supervisors the ability to initiate online Employee Change Requests for their Fixed-Term and Casual Professional Team Members as follows:

  • offer of a New Fixed-Term Contract for an existing employee,
  • end a current Fixed-Term Contract,
  • reactivate an existing Casual Professional Job, and
  • end a Casual Professional Job

Once the Employee Change Request is initiated the request flows electronically through a number of approval levels before going to the employee for acceptance.  Once accepted, Payroll will process the request on the People & Culture (P&C) System.

Employee Change Request Workflow


 

Fixed-Term Contracts

 

How to initiate a Fixed-Term Contract

Staff are listed in the Supervisor's Employee Change Request menu 90 days prior to the contract end date.

An email notification will be sent to the Supervisor prompting the Supervisor to log into the ESS and, where a new contract is anticipated, initiate the request.

To initiate an offer of a Fixed-Term Contract:

Select My Team > Management > Employee Change Request

This is where employees whose contract end date falls within 90 days will be listed

  • Select Create New Record Process link for the employee who is to receive the new offer

 The Employee Change Request - New Employee Record form will appear.  Fields which are surrounded by a box can be modified.  The commence date automatically defaults into the new record.

  • Select the New Record Cessation Date from the drop down calendar
  • Position Fraction will default to the current position fraction but can be changed if required
    Note:  If position fraction is changed, attach supporting documentation to confirm days and hours to be worked
  • Select the relevant Commence Reason code from the drop down menu
  • Select the relevant Employment Status code from the drop down menu
  • Select the relevant Fixed-Term Reason code from the drop down menu
  • Enter the relevant details into the question boxes:
    • Location - College/Portfolio, Division, Supervisor Title, Name and Position Title
    • Working Rights - Australian Resident or, where appropriate, visa subclass type and visa end date
  • Attach any Supporting Documents (eg: work pattern if part time)
  • If required, select View/Change Account Codes to change and update the salary account number
  • If required, select View Current Allowance Details to view allowances
  • Select Save and Submit to submit the New Employee Record Details - a green Success message will appear

 The request will now move through the approval levels


 

How to End a Fixed-Term Contract

Staff are listed in the Supervisor's Employee Change Request menu 90 days prior to the contract end date.

An email notification will be sent to the Supervisor prompting the Supervisor to log into the ESS and, where a contract cessation is anticipated, initiate the request.

To initiate the cessation of a Fixed-Term Contract:

Select My Team > Management > Employee Change Request

This is where employees whose contract end date falls within 90 days will be listed

  • Select Cease Record Process link for the employee who is ceasing

The Employee Change Request - Cease Employee Record form will appear.

  • Enter the reason for the contract cessation in the box
  • Select Save and Submit to submit the Cease Employee Record - a green success message will appear

The request will now move through the approval levels.


 

How to view the status of a Fixed-Term Contract

As the Fixed-Term Contract request moves through the approval levels, the status of the request is displayed accordingly, Submitted, Recommend Approval, Rejected, Approved and Accepted etc.  As each approval level is actioned, an email notification is sent to the Supervisor.

To view the status of the request:

Select My Team > Management > Employee Change Request

See highlighted status in the examples below:

When the contract has been approved and accepted, Payroll is notified that the contract is ready to be processed.  Once Payroll process the new contract on the P&C System, the employee will no longer appear in the Supervisors Employee Change Request screen.


 

How to approve a Fixed-Term Contract

To approve a Fixed-Term Contract:

Select My Approvals > Approve Requests

  • Click on the Record ID link to open the request details

 

  • Review the details of the request
  • Use the scroll bar to scroll down the request and select the Approval Status from the drop down menu

    Approvers have the following options:
    • Recommend Approval will escalate the contract to the next level of approval
    • Reject will send the contract back to the Supervisor for review and if necessary to restart the process
    • Approval will forward the contract to the employee for acceptance or decline
      Note:  Final approvers will have the status option of Approval only, not Recommend Approval
  • Click on Update

  •  Wait for the green Success message

The request will be forwarded to the next workflow level.


 

How to accept an Offer of Contract

To view or action an offer of contract:

Select My HR > Employment > Employee Change Notifications

Note: If no records display, you may not be in-context of the job being offered. Click How to select a different job for more information.

Once you are in-context of the job being offered the summary details will display on the right of your screen.

  • Click the Accept/Decline link to view the full details of the contract

 After you have read the contract details and Terms & Conditions:

  • Click the Accept or Do not Accept button
  • Click Update - a green success message will appear

If accepted, your supervisor will be notified automatically by email and the contract details will remain visible in the Employee Change Notification screen for a short period of time until Payroll have processed the contract into the P&C System. After this, the details will be visible in the ESS Appointment History screen.

If you select Do not Accept your supervisor will be notified automatically by email.

If you accidentally select Do not Accept, please contact your P&C Client Services representative as soon as possible.


 

Casual Professional Jobs

 

How to reactivate a Casual Professional Job

Casual Professionals are listed in the Supervisors Employee Change Request menu 90 days prior to the Casual Job end date and up to one month after the Casual Job end date.  Casual Professionals can be reactivated on the P&C System for a period of up to 12 months from their end date.

An email notification will be sent to the Supervisor prompting the Supervisor to log into the ESS and, where appropriate, initiate the reactivation.

To initiate a Casual Professional reactivation:

Select My Team > Management > Employee Change Request

This is where employees whose casual job end date falls within 90 days will be listed

  • Select Create New Record Process link for the Casual professional employee who is to be reactivated

 The Employee Change Request - New Employee Record form will appear.  Fields which are surrounded by a box can be modified.  The commence date automatically defaults into the new record.

  • Select the New Record Cessation Date from the drop down calendar
  • Position Fraction enter 0 for Casual Professionals
  • Select the Commence Reason code CC – Reactivate Casual Details from the drop down menu
  • Select the Employment Status code CA – Casual Professional from the drop down menu
  • Select the Fixed-Term Reason code 001 – Reactivate Casual Details from the drop down menu
  • Enter the relevant details into the question boxes:
    • Location - College/Portfolio, Division, Supervisor Title, Name and Position Title
    • Working Rights - Australian Resident or, where appropriate, visa subclass type and visa end date
  • If required, select View/Change Account Codes to change and update the salary account number
  • Select Save and Submit to submit the New Occupancy Details - a green Success message will appear

The request will now move to the approval level


 

How to end a Casual Professional Job

Staff are listed in the Supervisor's Employee Change Request menu 90 days prior to the Casual Professional end date.

An email notification will be sent to the Supervisor prompting the Supervisor to log into the ESS and, where a Casual Professional cessation is anticipated, initiate the request.

To initiate the cessation of a Casual Professional Job:

Select My Team > Management > Employee Change Request

  • Select Cease Record Process link for the employee who's Casual Professional Job is ceasing

The Employee Change Request - Cease Employee Record form will appear

  • Enter the reason for the contract cessation in the box
  • Select Save and Submit to submit the Cease Employee Record - a green success message will appear

Payroll is notified that a cessation for a Casual Professional Job has been requested, and will process the casual cessation as soon as possible.  Once Payroll has processed the cessation on the P&C System, the employee details will no longer appear in the Supervisor's Employee Change Request screen.