HRM Online 14-2012, 18 December 20121
Payroll Important Dates
As a result of the public holidays on 25 and 26 December 2012 pay finalisation for pay period 2012-13 has been brought forward to 6.00pm Thursday 20 December 2012.
It should be noted:
- eduPay will not be available after 6.00pm Thursday 20December2012.
- All transactions for pay period 2012-13 must be completed before 6pm Thursday 20 December 2012.
- Payroll results from pay finalisation will be available after8:00 am Friday 21 December 2012.
- Payroll validation and certification will be available on Friday 21December 2012 for pay period 2012-13.
- Pay recalls close at 9:00am Monday 24 December 2012.
- No change to pay day - Thursday 27 December 2012.
Annual Leave – 48/52 Education Support Class
The automated Education Support Class 48/52 leave entry for the Christmas-New Year school vacation period was processed last weekend. HR Administrators are asked to check and action any absence entry exceptions reported from the batch processby accessing the link in the email or by directly accessing the report under Report Manager in eduPay.
Refer to the Automated Entry of School Term Break Leave User Guide available on HRWeb for more information.
Salary Progression and Performance Standards
Circular S445-2012 – Salary Progression 2013 advised Principals about salary progression in May 2013 including the notification requirements where an employee may not be meeting the performance requirements. Please refer to the circular (distributed 27 November 2012) for further information.
Note in particular the dates by which notification requirements are to be completed.
Action:Complete performance discussions and advise the employee before the required date.
Fixed-term employment commencing at start of 2013 school year - 48/52 Education Support Class
Where a school wishes to provide continuity of pay for a 48/52 ESC for an employee with consecutive periods of fixed-term employment, broken only by the Christmas holiday period, the commencement date for the new fixed-term period of employment would be 14 January 2013. This takes account of the unused annual leave entitlement that will be paid out on completion of the fixed-term period of employment that is ceasing on 21 December 2012. The date is subject to the balance of annual leave being against a full year of employment. Other circumstances may warrant the school determining a different commencement date.
WorkSafe over the Christmas School Vacation Period
Under the Accident Compensation Act 1985, WorkSafe recipients are to be paid their weekly compensation benefits in their normal fortnightly pay.
To ensure WorkSafe recipients are paid their compensation benefits over the Christmas-New Year vacation period, principals will need to make arrangements for certificates to be processed as they are received during the vacation period to ensure WorkSafe recipients receive weekly compensation payments in their regular fortnightly pay.
Action:Refer to HRM Online 12-2012 available on HRWeb for full details and recommended action to take.
Student Support Services (SSSO) Update
Benchmark position descriptions for SSSOs at the Education Support (ES) 2-3 and 2-4 levels are available on the SSS Ultranet Design Space.
Further advice on appointing SSSOs to the ES structure is also available on the SSS Ultranet Design Space within the Frequently Asked Questions section. Executive Chairs may also seek advice on appointments and commencement salaries from Andrew Bull, Employee Relations on 9637 2397.
Reimbursement of Removal Expenses
Removal expenses may be available for an eligible employee following a Promotion or Transfer. Approval must be obtained in advance of any removal being undertaken. Eligibility requirements are included in the Reimbursement of expenses guide available on the Personal Expenses page on HRWeb.
Overpayments
eduPay automatically recovers any remaining overpayment liability from an employee’s final pay. Where insufficient pay is available to cover the overpayment in the final pay the balance will remain outstanding. The Over/Underpayment Summary report should be run frequently to identify any outstanding overpayments for employees to enable timely action to be taken to recover liabilities (or increase repayment rates) before an employee ceases employment. The Terminating Employees Report should also be run on a regular basis to identify employees that are ceasing enabling the school to negotiate the full repayment of the overpayment prior to the termination date.
Refer to HRM Online 13-2012 for additional information.
eduPay Hints & Tips
HR Administrator checklist for last school week for 2012
Before Pay Finalisation at 6.00 pm this Thursday, 20 December 2012 check and action as required the following:
48/52 ESC Annual Leave automated entries: Action any exception reports and update as required.
LSL payout on termination: ascertain employee’s wishes and update the payroll accordingly (including employees who terminate and have been rehired with/without a break in employment).
Complete Rehire of any staff as appropriate – including banking and taxation details
WorkSafe recipients: take appropriate action on recording Certificates of Capacity over the vacation period
Process Leave entries:Record or finalise processing of leave applications through ESS or the EDM
Overpayments: Manage and activate/recover any outstanding Overpayments
Payroll Certification: Validate and Certify any outstanding pays
Pay Advice access: Remind employees of the ability to access their pay advices through Employee Self Service from home using the remote access link. See instructions and remote login details on HRWeb at
Automatic Payout of Long Service Leave on termination
School operators are reminded that eligible employees will be paid out for their unused long service leave on termination of employment (including the end of a fixed term period) irrespective of any subsequent period of employment (eg: rehire on same day as termination). Payment of unused long service leave can be stopped on request by removing the tick from the Payout LSL on Termination checkbox in Job Databefore pay finalisation in the fortnight the employee is to terminate. A Long Service Leave Election form is available for this purpose on HRWeb.
Actions: HR Operators are asked to:
- run the Terminating Employees Report to ascertain which employees are to cease employment (irrespective of any further offer of employment)
- ask these employees whether or not they want payment of LSL
- update the Payout checkbox in Job Data for the current termination row to reflect the employee’s decision before pay finalisation in the fortnight the termination row is effective. Long Service Leave that has been paid out cannot be reinstated.
- SAVE the transaction. (Check that your changes have been saved by refreshing the Job Data page)
This is the final HRM Online for 2012.
Season’s GreetingsBest Wishes for 2013
HRM Online 14-2012, 18 December 20121