Step 1 - Navigate to Recruitment
Step 2 - Initiate an Online Engagement
The Online Engagement screen will appear and will show two tabs.
The “Find an Existing value” tab which will list all current casual or sessional staff engagements that have been raised by you within your School, Department or Element.
To Find an Existing Value
If you have raised an Online Engagement and have saved but not submitted the engagement raised, OR you wish to view the status of an engagement already submitted, select “Search”.
A list of employees will appear. From the list of employees, select the Applicant ID of the relevant employee on the left hand side.
To Add a New Value
If you wish to raise a new Engagement.
Select the “Add a New Value” tab, and select the button.
Note: It is an offence to employ a person who does not have the right to work in Australia. Please seek evidence of their work rights.
Note: It is important to know if the employee has a Griffith ID and this is entered, otherwise the employee will be sent unnecessary forms to complete as part of their engagement/onboarding.
If the person does have a Griffith ID (i.e. current or previous Griffith staff member or current or previous Griffith student), select “Yes” to the question.
The following message will appear as an information only prompt to establish a reminder of Griffith University’s Identity verification process. Click “OK” to acknowledge this reminder.
(Click Image to Zoom)
If, the applicant has previously reported to you, please select Yes” to the second question.
(Click Image to Zoom)
Choose from the list of employees who have previously reported to you. To select an employee, click on the circle on the left hand side and select “Continue”. The employee’s details will appear.
(Click Image to Zoom)
If the employee does not appear in the list, but you know their Griffith ID, select the checkbox as per below and enter the Griffith ID of the employee in the field provided and select “Continue”.
(Click Image to Zoom)
If you or the employee does not know their Griffith ID, please contact HR Services on 3735 4011 or email hrservices@griffith.edu.au
However, if the applicant has not previously reported to you, please select “No” to the second question. A section will appear for you to enter the Griffith ID. Enter the Griffith ID and press tab on your keyboard.(Please note that the S is NOT required)
Personal Information screen will appear. Select ‘Hourly Casual Employee’ from the employee types for new hire.
You will also be required to enter the employee’s first name, last name, email address, date of birth and gender.
Note: Only use one email address and not the Griffith address if not currently active.
Step 3 - Enter Applicant Details
If you select that the employee does not have a Griffith ID, or for a previous employee who has had a break in service greater than 12 months, you will be required to provide the employee’s personal information as part of the engagement process.
The below screen will appear.
Select ‘Hourly Casual Employee’ from the employee types for new hire.
Enter the employee’s personal details including first name, last name, email address, date of birth and gender. When entering the employee’s address, please note that it must be a home address including Suburb, State and Country. PO Box addresses are not permitted in accordance with the Australian Taxation Office.
Note: Only use one email address and not the Griffith address ifnot currently active.
If the employee is new to Griffith University, is a current or previous Griffith student only, or is a previous employee of Griffith who has not been employed at Griffith for a period greater than 12 months, they will be required to complete onboarding tasks including bank and tax information, emergency contact details etc.
Once this engagement is initiated, the onboarding must be completed by the employee before they can be paid at Griffith.
If the employee is current or has been employed at Griffith University within the last 12 months, they will not be required to complete onboarding tasks.
If you select that the employee does not have a Griffith ID, or for a previous employee who has had a break in service greater than 12 months, you will be required to provide the employee’s personal information as part of the engagement process.
The below screen will appear.
Select ‘Hourly Casual Employee’ from the employee types for new hire.
Step 4 - Enter Job Information
If you are the supervisor completing the online engagement, select “Yes” for “Will you be the Supervisor for this Job?” Your appointment details will then populate on the online engagement. These details, if incorrect, can be overridden by using the hourglass to look up the correct information.
If you are not the supervisor completing the online engagement, select “No” to the question and enter the Supervisor ID, if known, or search by clicking on the magnifying glass:
Please note: The Final Approver (or Head of Element approver) information will auto-populate based on the Supervisor ID. If you wish to select a different Head of Element approver, click on the highlighted link to choose from a list of appropriate alternate approver for your group.
(Click Image to Zoom)
On completion of Supervisor selection, complete the required information, including:
- Start Date of Engagement End Date of Engagement
- Department – Will auto -populate
- Location – Will auto-populate
- Will the Employee be working from another State?
- If Yes to another State, complete the State and/or other Country
Please note: if the person you are employing is a citizen or resident from a country that may be subject to sanctions (http:/www.dfat.gov.au/sanctions/sanctions-regimes).If you answer yes to this question please do not proceed with raising engagement but make contact with Payroll on 07 3735 4011 for further advice.
(Click Image to Zoom)
Step 5 - Selecting Work Type
If you are engaging a casual staff member in one of the following:
- Invigilator
- Gumurrii
- Models
Select the appropriate radio button, the hourly rate of pay will prepopulate and cannot be altered.You will then be required to enter the costing information
General Casual
If you are engaging a casual staff member other than Invigilator, Gumurrii or Models, select the “General Casual” radio button. The Salary Administration Plan, Grade and Step will appear on the screen to be entered.
- Click on the hourglass to select the relevant Salary Administration Plan (e.g. GEN for general staff).
- Click on the hourglass to select the relevant Grade (e.g. HEW Level or Research Assistant).
- Click on the hourglass to select the relevant Step on the salary scale (e.g. Step 1 of HEW Level 4).
Once all three components have been selected, the hourly rate will appear in light grey.
If you wish to pay above the populated hourly rate, or a negotiated hourly rate (e.g. $200) tick the “Override Hourly Rate” checkbox. The hourly rate amount will disappear for you to enter the hourly rate with the new amount. The step on the salary scale will also disappear and nothing should be entered into this field.
Note: The 25% casual loading will still be paid on top of the override rate.
You will then be required to enter the costing information (including Speedtype and Class).
Please enter the salary costing information (including Speedtype and Class) for the engagement. You can select the hourglass to search for the Speed Type, Class and Account if you are unsure of the correct account. Please enter 100% if only one costing account is
being used, or click the button if the salary is being costed to two or more accounts. The total percent to allocate must equal 100%.
Once all data is entered you can “Save for Later” or “Submit”
Note: “Save for Later” will place the record in a draft stateallowing for further updates to be made at a later point and will not place the task into the approval workflow process.
“Submit” will place the record into the approval workflow process.
Step 6 - Save / Submit Online Engagement
Save for Later
If you are partially through the new engagement process, you can
select the button at any stage.
To access your saved engagements, simply return to Step 2 and
select the tab.
Submit
Selecting the button will generate a workflow to the specified Supervisor/Course Convenor for approval or decline of the engagement and a second workflow approval step to include the Head of School/Department. If you have listed yourself as the Supervisor of the Applicant, and you are also the Head/Financial delegate then this workflow will be auto-approved.
Engagement History
The Engagement History will show in real time the status of the engagement e.g. Saved, Submitted, or Approved plus any Comments provided.
Note: Comments are visible to all parties in the engagement processincluding the originator, supervisor and sessional staff member who is being hired.