Change in employment

This section describes the responsibilities of each party involved in processing an employee’s change in employment.

Process description

Change in employment could include the following pay events:

• acting appointment *under review*
• change in hours
• change in status
• change in tenure
• conversion
• demotion
• deployment
• extension of term
• job reclassification
• position change
• promotion
• revert to basic pay

Employee responsibilities

Employees are responsible for:

• signing required document(s) (for example, letter of offer)
• providing all required information and completed documents related to their change in employment to human resources (if requested)
• taking the oath or affirmation (if applicable)
• recording any time and labour entries against the appropriate employee record (if applicable)

If an employee becomes a plan member in the pension plan, the employee must acknowledge receipt of the enrolment information and acknowledgment of plan membership form in the Compensation Web Applications.

Manager responsibilities

Section 34 managers and staffing delegation authorities are responsible for:

• signing required document(s) (for example, a letter of offer or an acting form)
• administering the oath or affirmation (if applicable) and ensuring it is signed and shared with human resources
• completing tasks in Phoenix self-service such as reviewing (including checking the status of time and labour) or creating and assigning the employee’s work schedule in manager self-service in Phoenix

In the event of an extension of employment (for example, casuals, students and terms), the section 34 manager and staffing delegation authority are responsible to complete the required documentation prior to the end date of employment to avoid impacts on an employee’s pay and ensure continuous service. An extension of employment occurs when:

• there is no break in service
• conditions of employment have changed
• an employee signs the letter of offer

Human resources responsibilities

Human resources are responsible for preparing the authoritative document(s) and for:

• validating the section 34 signature and staffing delegation authority on the authoritative document
• ensuring all required documentation is received from the hiring manager, including the authoritative document and, if required, the oath or affirmation
• ensuring accurate and timely completion of job and personal information rows in the Human Resources Management System
• ensuring that information was transferred successfully to Phoenix

Exceptions to change in employment

A letter of offer is required for the following:

• demotion
• job reclassification
• salary protection

In the event of an exception, human resources are responsible for:

• ensuring the letter of offer and acceptance, or any other authoritative documentation, is received
• sending the letter of offer and any documentation by encrypted email, fax or mail to the Pay Centre Mail Facility
• including a completed pay action request form

Finance responsibilities

Finance is responsible for providing section 33 authorization for the transaction in Phoenix.

Trusted source responsibilities

The trusted source is responsible for ensuring that signatures on paper requests transmitted from a department to the Pay Centre are authenticated upon the receipt of the letter of offer and acceptance, or any other authoritative documentation. For example:

• the section 34 signature is authenticated for all requests affecting financial results and/or the manager’s budget, before it is sent to the Pay Centre
• the HR delegated signature is authenticated for all requests being submitted by departments

Pay Centre responsibilities

The Pay Centre is responsible for checking the trusted source list.

Upon notification of data entry in the Human Resources Management System, the Pay Centre is responsible for:

• determining eligibility and enrolling the employee in applicable benefits
• validating and/or updating the time reporter (if applicable)

Upon receiving the pay action request and any additional documents, the Pay Centre is responsible for:

• validating the salary and adjusting it where required
• establishing leave with pay entitlements where required
• providing the employee with a compensation benefits letter, detailing the effects that the reduction or increase of their hours/salary will have on their pay, leave, insurances and other benefits (as applicable)

Change in tenure and employment

In the event of a change in tenure, the Pay Centre is responsible for:

• determining eligibility to the various benefit plans
• providing the employee with a compensation benefits letter, detailing the effects that the change in tenure and/or employment will have on their pay, leave, insurances and other benefits (as applicable)

Pension Centre responsibilities

If applicable, the Pension Centre is responsible for sending the Notification of plan membership form.