Monash HR deadlines for end of year closedown

The last working day for Academic and Professional staff will be Wednesday, 21 December 2011.
The last working day for Trades and Services staff will be Thursday, 22 December 2011.
The university will re-open in 2012 on Tuesday, 3 January 2012.

Pay Dates

Pay dates for the December/January period are:

Pay Period	Pay Fortnight	Pay Day
F12	03/12/11 - 16/12/11	Thursday, 15 December 2011
F13	17/12/11 - 30/12/11	Tuesday , 20 December 2011
F14	31/12/11 - 13/01/12	Thursday, 12 January 2012

Deadlines

Advertising
Activity	Submission Deadline	Payment/Issue date	Further Information
Appointment Advertising - External (Print) Final Job Requests for advertising for 2011 to reach the Recruitment Advertising Team	11am Friday 11 November 2011	Advertisements that meet this deadline will appear in the chosen publication between 19 November and 23 November 2011
Appointment Advertising - External & Internal (Online) Final Job Requests for advertising for 2011 to reach the Recruitment Advertising Team	5pm Thursday 15 December 2011	N/A
Appointment Advertising - External (Print) Job Requests for advertising for the first opportunity in 2012 to reach the Recruitment Advertising Team	11am Tuesday 20 December 2011	Advertisements that meet this deadline will appear in the chosen publication between 7 January and 11 January 2012
Appointment Advertising - External & Internal (Online) Normal deadlines apply from:	Tuesday 3 January 2012	Normal timeframes apply

Contracts
Activity	Submission Deadline	Payment/Issue date	Further Information
Professor & Associate Professor Appointments & Contract Renewals Submission proposals to be reviewed by the appointment approval committee including: professorships, emeritus professorships, and honorary appointment as professor	11am Monday 5 December 2011	N/A	Submissions requiring committee approval, received after this date may not be considered until 2012
Offers for Direct Appointments (Under 12 months) For Hiring administrator/Manager: Complete, accurate and fully approved direct (unadvertised) appointments to reach the local HR Hub	5pm Monday 5 December 2011	Prior to the closedown	Appointments received after this date may result in offers not being issued until after the closedown. Please note any new staff member who accepts an offer via Rex just prior to or during the closedown period may not be entered onto SAP until after the closedown period. This may result in a delay to access: IT resources, the library and building security.
Offers for Advertised Appointments Positions for which a preferred candidate is identified, notification to reach the local HR Hub	5pm Monday 5 December 2011	Prior to the closedown	Appointments received after this date may result in offers not being issued until after the closedown. Please note any new staff member who accepts an offer via Rex just prior to or during the closedown period may not be entered onto SAP until after the closedown period. This may result in a delay to access: IT resources, the library and building security.

Payroll
Pay Period F11 (19/11/11 - 02/12/11)
Activity	Submission Deadline	Payment/Issue date	Further Information
Additional Payments Final 2011 requests submitted to HR Operations By:	11am Friday 25 November 2011	Prior to the close down	Includes: above engagement, performance bonuses, paid outside work, OSP. Late but urgent paperwork which must be actioned prior to the closedown will attract a late processing fee of $150.
Unpaid Appointments Submission of 'Application for SAP ID' forms to HR Operations	11am Friday 2 December 2011	Prior to the closedown	Application received after this date may not be processed until after the closedown
Pay Period F12 (03/12/11 - 16/12/11)
Activity	Submission Deadline	Payment/Issue date	Further Information
Annual Leave Loading	N/A	Thursday 15 December 2011
Fixed Term Contract Renewals/Non Renewals Renewals/Non Renewals directives (status: ready to process) to reach HR Operations	11am Monday 5 December 2011	Thursday 15 December 2011
Automated Casual/Sessional Timesheets No Change
Manual Casual/Sessional Timesheets Manual timesheets to arrive at HR Operations	11am Wednesday 7th December 2011	Thursday 15 December 2011
Hub Based Manual Timesheet Entry Time data entry undertaken by HR Hub staff	Data entry into SAP - 5pm Monday 12 December 2011	Thursday 15 December 2011
	Submission of timesheets to the hub - local deadlines apply	Thursday 15 December 2011
Visitor Payments Paperwork relating to visitor payment paid through HR to reach HR Operations	5pm Monday 5 December 2011	Thursday 15 December 2011	Please be aware that payments made through Finance may be delayed due to end of year finance processes.
All other paperwork (excluding additional payments, refer F11 above) Paperwork to reach HR Operations	11am Monday 5 December 2011	Thursday 15 December 2011
Off-line Payments Request submitted by:	4.00pm Thursday 1 December 2011	Saturday 3 December 2011	Normal off-line payment fees will apply
	4.00pm Monday 5 December 2011	Wednesday 7 December 2011
	4.00pm Wednesday 7 December 2011	Friday 9 December 2011
Pay Period F13 (17/12/11 - 30/12/11)
Activity	Submission Deadline	Payment/Issue date	Further Information
Automated Casual/Sessional Timesheets The final automated timesheets for 2011 will be issued on Tuesday 13 December. Timesheets must be fully approved by:	5pm, Thursday 15 December 2011	Tuesday 20 December 2011	Casual/sessional staff using automated timesheets will not be paid again until Thursday 12 January 2012. Any inconvenience due to this delay is an unavoidable (but normal) consequence of the end of year closedown
Manual Casual/SessionalTimesheets (includes additional hours/overtime) The final date for submission of manual time sheets to HR Operations for 2011:	11am Monday 12 December 2011	Tuesday 20 December 2011	Casual/sessional staff using manual timesheets will not be paid again until Thursday 12 January 2011. Any inconvenience due to this delay is an unavoidable (but normal) consequence of the end of year closedown.
Hub Based Manual Timesheet Entry Time data entry undertaken by HR Hub staff	Data entry into SAP - 5pm Thursday 15 December 2011	Tuesday 20 December 2011
	Submission of timesheets to the hub - local deadlines apply	Tuesday 20 December 2011
Fixed Term Contract Renewals/Non Renewals Renewals/Non Renewals directives (status: ready to process) to reach HR Operations	5pm Friday 9 December 2011	Tuesday 20 December 2011	For renewals that fail to meet the deadline please complete an extension of computer access request via service desk online (instructions - pdf) to ensure that staff members maintain computer access during the closedown.
Casual/Sessional Contracts Complete, accurate and fully approved offer details to reach HR Operations	11am Friday 9 December 2011	Prior to the close down	Please note any new staff member who accepts an offer via Rex just prior to or during the closedown period may not be entered onto SAP until after the closedown period. This may result in a delay to access: IT resources, the library and building security.
Adjunct Appointments - Notification to HR Hub Complete, accurate and fully approved 'Notification of Adjunct Appointment' forms to reach the local HR Hub	11am Wednesday 7 December 2011	Prior to the close down	For renewals that fail to meet the deadline please complete an extension of computer access request via service desk online (instructions - pdf) to ensure that staff members maintain computer access during the closedown.
Adjunct Appointments - Notification to HR Operations Notification from HR Hub to HR Operations	11am Friday 9 December 2011	Prior to the close down	For renewals that fail to meet the deadline please complete anextension of computer access request via via service desk online (instructions - pdf) to ensure that staff members maintain computer access during the closedown.
All other paperwork (excluding additional payments, refer F11 above) Paperwork to reach HR Operations	11am Friday 9 December 2011	Tuesday 20 December 2011
Off-line Payments Request submitted by:	4.00pm Monday 19 December 2011	Wednesday 21 December 2011	Normal off-line payment fees will apply
Off-line Payments Request submitted by:	4.00pm Tuesday 20 December 2011	Thursday 22 December 2011	Normal off-line payment fees will apply
Pay Period F14 (31/12/11 - 13/01/12)
Activity	Submission Deadline	Payment/Issue date	Further Information
Off-line Payments Request submitted by:	4.00pm Wednesday 21 December 2011	Wednesday 4 January 2012	Normal off-line payment fees will apply
Off-line Payments Request submitted by:	4.00pm Wednesday 4 January 2012	Friday 6 January 2012	Normal off-line payment fees will apply

Please note:

Unless otherwise stated the deadlines for F14 remain unchanged
Please allow at least three days for paperwork submited to your local hub to be processed prior to final submission in time to meet the deadlines listed.
Paperwork can be delivered between the hours of 9.00am - 5.00pm weekdays to Level 2, Building 2, 195 Wellington Road.
If using the internal mail system please allow sufficient time to ensure that paperwork arrives in advance of the stated deadline.

Queries

If you have any queries, please contact our HR Enquiries Team