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HR Forms

Forms are to be submitted to:

Human Resources Department
Mail: H14
Email: HR-assist@swin.edu.au

A. Fixed Term/Ongoing Staff Appointments, Contracts, and Variation Forms

 

A1. Request to Advertise

To notify HR of a vacancy of an existing position or the creation of a new position for which internal and/or external advertising is necessary you will need to complete the A1 form below. The form will need to be signed by the appropriate levels of authority. Once completed and signed, please send the A1 to the Recruitment and Promotions team via email to staffrecruitment@swin.edu.au along with an electronic Word version of the position description.

Please note: For HEW positions you are required to complete the below "Request to Recruit or Second" form.

Use the Position Description Designer to develop a position description.

A2. Request to Appoint

To approve an initial or subsequent offer of employment to a new or current employee.The appointee will be sent a letter that, upon acceptance, constitutes the contract of employment. The form will need to be signed by the appropriate levels of authority. Once completed and signed, please send the A2 to the HR Assist team via email to HR-Assist@swin.edu.au along with the relevant documents listed on the form.

A3. Request to Vary Employment

To authorise a higher duties allowance, a time fraction change, a salary account code change, or any other variation to salary or position details for an existing employee.

A4. Application for Review of Classification (General Staff Only)

To request to reclassify an existing General Staff Position to be lodged with your HR Consultant by the Classification Committee Deadlines

A5. Application for Classification of a New Position Description (General Staff Only)

To request classification of a new General Staff Position to be lodged with your HR Consultant by the Classification Committee Deadlines.

A6. TAFE Teacher Eligibility for Above Entitlement Salary

To establish eligibility based on teaching and vocational qualifications, approved teaching and industrial experience for an agreed salary for appointees to TAFE Teacher positions. This form must be accompanied by the A2 Request to Appoint form.

A7. Application for Employment

To be completed by an applicant prior to appointment where the position has not been advertised through the normal Swinburne advertising process.

A8. Request for Conferral of Adjunct, Visiting and Associate Titles

This form should be used in accordance with the Conferral of Titles for People Associated with the University Procedure for the conferral of an Adjunct, Visiting or Associate title.  This form must be authorised by the nominating Dean / Executive Dean, then by the Senior Deputy Vice-Chancellor & Provost or Deputy Vice-Chancellor (Research & Development) before submission to Human Resources via email to HR-Assist@swin.edu.au.

A10. Request to Vary Computer Access

This form should be used when a new or current member of staff on the Swinburne payroll requires access to a computer account (including e-mail address) outside the normal access policy provisions.

A11. Swinburne Reporting Line Change

This form should be used to advise Human Resources of changes to reporting lines

A12. Request to Annualise

This form should be used to advise Human Resources of the annulisation of a fixed-term or ongoing employee.

A13. Request for Occupational Training

This form should be used to nominate someone for Occupational Training and Research Visa (Subclass 402) - Occupational Trainee stream. This visa allows people to complete workplace-based training which will provide additional oe enhanced skills in the nominated occupation, tertiary studies or field of expertise.

C. Sessional Staff Commencement/Appointment Forms
C2. Application for Sessional Academic Engagement

To appoint Higher Education Academic Sessional Staff.

C3. Application for Sessional TAFE Teacher Engagement

The following information is to be provided by the person seeking sessional teaching engagements. Swinburne requires this information to contact the person to advise them of casual work available and to pay them for authorised casual duties completed.

D. Payroll Deduction Forms
D1. Childcare Fee Deduction

This form is used to arrange pre-tax payroll deduction of childcare fees relating to a Swinburne childcare centre. Completed form should be sent to Human Resources Dept (H14)

D2. Request for Parking

This form is used to request or cancel on-campus parking and to authorise pre-tax payroll deduction of parking fees. Completed form should be sent to Facilities and Services Group (H15).

D6. Swinburne Chaplaincy Committee

This form is used to inform Human Resources of authorisation /cancellation of deductions to the Swinburne Chaplaincy Committee.

Electronic Applications


L. Leave Administration Forms
L1. Leave Application Form

NOTE: All leave bookings must be boooked online except for the following:

  • Long Service Leave on half pay
  • Parental Leave

You can book online by clicking on this link and then logging into Swinburne People Online.

If special circumstances prevent you from accessing the online system, please discuss with the appropriate HR staff member prior to completing a form.

L2. Recognition of Prior Service

To obtain recognition of prior service for staff members who are transferring from an approved organisation. This form should be lodged with Human Resources within the first six (6) months of commencement, conditions apply.

L6. Application for 48/52

To apply for the 48/52 week employment cycle.

Pre-Leave Booking Checklist for TAFE Teachers

To provide TAFE Teachers/Managers with clarity around critical tasks and activities that must be completed before any extended absence of more than 2 weeks.

Access this form by logging onto SPO. Under My HR choose Leave and then choose Pre-Leave Booking from the left menu.


P. Payroll Administration Forms
P1. Pay Method Advice Form

The P1 Pay Method Advice form below should only be used for new staff who do not have SUT IT access.

P2. Staff Photo ID Application Form

To obtain a staff ID card, please follow the instructions on the form

P3. Roster Details (part time staff only)

For part time staff to inform Human Resource of roster changes.

P4. Change of Personal Information

To notify HR Administration to a new staff member's address and changes to existing staff member's name and/or address. Please note that for name changes, a certified copy of relevant documentation (e.g. marriage certificate) must be provided. PLEASE NOTE THAT CHANGE OF ADDRESS/EMERGENCY CONTACTS CAN BE MADE ONLINE VIA SWINBURNE PEOPLE ONLINE

P5. Employee Records Access Request Form

In accordance with the Privacy Act, this form must be completed by staff members prior to Human Resources supplying or confirming any details about a Swinburne employee for credit approval.

P6. Scholarship New Starter/Variation

This form is used to inform payroll to commence paying a scholarship, and variations to a scholarship within the University.

P7. Authorise Signatories Notification

This form is for informing the Human Resources, Administration area with notification of who is authorised to sign timesheets, leave, etc for the cost code listed.

P8. Exit Checklist - no longer in use

When an employee is ceasing work with Swinburne University they should refer to our Leaving Swinburne webpage which is designed to give employees and managers a guide of the things to do before an employee’s last day of work at Swinburne. You can access the webpage here: http://www.swinburne.edu.au/corporate/hr/swin/LeavingSwin.htm

Please note the P8. Exit Checklist is no longer in use.

P11. IBL Scholarship

This form is to be used to authorise payment of an IBL scholarship.

P12. New Employee Personal Information

This form is to be used to inform Human Resources of your personal details, emergency contacts and roster (if part time staff).

P13. Academic Visitor Photo ID Application Form

Complete this form to obtain a Visitor photo ID card (not to be used for casual agency staff)

P14. Visitor Clearance

This form must be completed and returned to Human Resources in order for you to end date your visit on the Human Resources Database.

P15. PhD Student

This form is for PhD students who are required to be setup on the Swinburne IT system for the period of their PhD. This form does not account for scholarship payments, Stipend, or casual tutoring work that the student may be entitled to during their time with Swinburne.

P16. Tax Declaration
T. Timesheets and Payment Claims
T1.Timesheet General Staff Fixed Term/Ongoing

Timesheet Loader Manual

Pre-Leave Booking Checklist for TAFE Teachers

To provide TAFE Teachers/Managers with clarity around critical tasks and activities that must be completed before any extended absence of more than 2 weeks.

Access this form by logging onto SPO. Under My HR choose Leave and then choose Pre-Leave Booking from the left menu.

T. Timesheets and Payment Claims

T1.Timesheet General Staff Fixed Term/Ongoing

Note: this form should only be used as a last resort and all General Staff Fixed Term/Ongoing should use Swinburne People Online.

T2. Timesheet TAFE Teaching Staff Fixed Term/Ongoing

Complete this if you are a TAFE Teacher Fixed Term/Ongoing staff member claiming excess teaching or scheduled duties out of ordinary working hours.

T3. Timesheet Academic Staff Fixed Term/Ongoing

Complete this if you are an Academic staff member to claim payment for any additional work.

T4. Timesheet TAFE Teacher Sessional Staff
  • HTML Document

    Timesheet Creator

    Follow this link to easily create your own timesheet which will save you time and reduce errors.

An alternative to the Timesheet Creator is to download the form below. This must be completed by Sessional TAFE Teachers employees, and signed by the relevant authorised signatory, to claim payment for all hours worked.

T5. Timesheet Sessional Academic Staff

This form must be completed by Sessional Academics, and signed by the relevant authorised signatory, to claim payment for all hours worked.

T6. Travel Allowance Claim (International travel)

This form must be completed to claim minor costs for international travel only.

A Travel allowance of up to AUD $50 per day may be claimed by staff to cover minor costs and incidentals when travelling overseas.

The claim must be requested prior to the commencement of travel.

It must be authorised by the claimant's line manager, in accordance with the Delegation of Expenditure Authority Policy.

T7. Sessionals and Scholarship Reimbursement Form

Sessional Employees and Scholarship Students should use the T7 form below and have it signed by the relevant authorised signatory to be reimbursed for work related expenses.

Click here to enter SPO.

All ongoing and fixed term staff can complete approved reimbursements and travel claims Online. Please download the user guide and follow the instructions for completing reimbursements and travel claims using SPO.

T8. Travel Claim (Private Vehicle Use)

This form must be completed by Swinburne employees, and signed by the relevant authorised signatory to be reimbursed for work related expenses.

T9. Additional Work (Home or Cross Management Unit Work)

Academic Staff Only. This form is used to seek approval prior to conducting any form of Home or Cross Management Unit Work as Additional Work.

T10. Living Allowance

This form is only to be used by visiting researchers and professors from overseas. This claim is to be authorised by the claimant’s line manager, in accordance with the Delegation of Expenditure Authority Policy.

T11. HCF Reimbursement Claim

This claim form is ONLY for HCF Reimbursements. Original receipts and proof of payment must be attached to this form.

T12. Living Away From Home Declaration

This form is only to be used by Visiting Academics.