Skip to Content

HR Administration Forms

Forms are to be submitted to:

Human Resources Department
Mail: H14
Fax: 9214 8565

A. Fixed Term/Ongoing Staff Appointment, Contract, and Variation Forms.

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 HR Advisor / Coordinator along with the position description.

Use the Position Description Designer to develop a position description.

A1. Request to Advertise - Paper Form
A2. Request to Appoint

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 HR Advisor / Coordinator along with the position description.

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 contract.

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 Regulation 18 for the conferral of an Adjunct, Visiting or Associate title.  The form must be authorised by the nominating organisational unit’s Dean, then by the Deputy Vice-Chancellor (Higher Education) or Pro Vice-Chancellor (Research) before submission to the Vice-Chancellor.

A9. Organisational Change

This form is to advise HR of the changes to the management reporting line, management unit and position details in accordance with an extensive management unit change. It is to be collected by HR to implement the change on the HR information system.

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.

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
D2. Salary Packaging

To notify HR Administration if you wish to make a fortnightly pre-tax deduction as payment for fees for a swinburne Child Care Centre, Parking or Swinergy - Sport & Rec Membership.

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:

  • Leave Reversals
  • Long Service Leave on half pay
  • Maternity Leave
  • Leave without pay
  • FSG Trades staff
  • TAFE Teachers' Annual 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 48/52g

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

Where an employee is ceasing work with Swinburne University (eg. resigned, retired or contract expiration) this checklist must be completed by the relevant manager prior to the departing employee’s last day and returned to Human Resources.

P9. Swinburne Employee Exit Survey

The Swinburne Employee Exit Survey can be completed by employees upon exiting the University. Completion of this survey is optional however employees are encouraged to respond as the results will provide Swinburne with useful information for improving the quality of the University as a workplace. Employees who complete the survey will remain anonymous.

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.

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. PerDiem (Travel Allowance) Claim

This form must be completed to claim an allowance for interstate (including regional Victoria) and overseas travel. Please review the applicable rates prior to lodging this form. If you have travelled for more than 5 days you will need to complete a Travel Diary.

  • HTML Document

    Travel Website

    Please refer to Swinburne's Travel website for the form

T7. Staff Reimbursement Form

As of 1 January 2011, the Student Information Centres (all campuses) will no longer be taking cash payments/deposits. As of the same date, staff reimbursements will not be available by cash through the SICs. As of this date all staff will need to submit reimbursement requests online through Swinburne People Online. Paper based payments will only be continued to be processed up to the 31st January 2011.

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.
Click here to enter SPO.

For paper based claims, for Sessional Employees and Scholarship Students, use the form below and have it signed by the relevant authorised signatory to be reimbursed for work related expenses.

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.