Payroll and staff-related deadlines for end of year closedown

• Confirmation of End of Year Closedown Dates
• Pay related deadlines for end of year closedown
• Appointment related matters
• Employment advertising (other than Professorial appointments)
• Mail services and Human Resources contacts
• Chronology for end of year paperwork deadlines

Confirmation of End of Year Closedown Dates

The last working day for the university this year will be Tuesday, 23 December 2008.

The university will re-open in 2009 on Monday, 5 January 2009.

Pay related deadlines for end of year closedown

Pay Dates

Pay dates for the December/January period are:

Paperwork Deadlines for Faculties/Departments/Schools

To ensure timely processing of casual timesheets, supervisors should review casual/sessional appointments for staff working during December and January as early as possible. Staff will need to submit their timesheets promptly to enable timely processing.

As the payday for F14 has been brought forward from Thursday 1 January 2009 to Tuesday 23 December 2008 casual/sessional staff will not be paid for work performed from Friday 19 December 2008 to 9 January 2009 until Thursday 15 January 2009. Any inconvenience due to this delay is an unavoidable (but normal) consequence of the end of year closedown.

Chronology for end of year paperwork deadlines

The specific detail for all paperwork deadlines etc. is summarised in the Chronology for end of year paperwork deadlines table.

Paperwork Deadlines for Faculties/Departments/Schools

Additional Payments

Requests for additional payments must be received by 11am Thursday 20 November 2008 to be processed prior to end of year closedown.

Any additional payments forms received after Thursday 20 November 2008 which must be paid prior to end of year closedown, Human Resources Division will be establishing (if required) overtime shifts in order to process late and urgent payments. Accordingly, a $150 processing fee per request will be charged.

Off-line Payments

The off-line payment dates are detailed in the chronology. In line with normal university practice, a fee of $150 per transaction will be charged to the relevant cost centre for any off-line payment requested.

Annual Leave Loading

Annual leave loading for 2008 will be paid in F13 on Thursday 18 December 2008.

Appointment related matters

Appointments and Contract Renewals – Professor and Associate Professor

The deadline for submission of proposals for associate professorial and professorial appointments and contract renewals (including professorships, emeritus professorships and honorary appointments as professor) for consideration by the appointment approval committees is Friday 31 October 2008. Any submissions received after this date will not be able to be considered by the relevant committees until 2009.

Contract Renewals/Non Renewals - Fixed Term Staff (excluding Professors and Associate Professors

To ensure contract renewals/non renewals are actioned prior to the end of year close down expiry of fixed term contract reports will need to be monitored and the “Renewal” or “Non Renewal of fixed-term contract” form must reach HR Operations by 11am on Monday 8 December 2008 for Pay Period F13 and 11am Friday 12 December 2008 for Pay Period F14.

Letters of Offer - Fixed Term and Continuing Appointments

“Recommendation to Appoint” forms must reach HR Operations by close of business on Monday 8 December 2008 to ensure that letters of offer are generated and dispatched prior to the end of year closedown. “Recommendation to Appoint” forms received after this date will result in letters of offer being generated as early as possible in January 2009.

Late Requests for Urgent Letters Of Offer

Any “Recommendation to Appoint” forms received after Monday 8 December 2008 where the offer must be dispatched prior to end of year closedown, Human Resources Division will be establishing (if required) overtime shifts in order to process late and urgent offers. Accordingly, a $150 processing fee per offer will be charged.

Honorary Staff/ Visitors/ Other Unpaid Appointments

Expiry of honorary staff/visitors/other unpaid appointments will need to be monitored to ensure continuity of IT access where required. If any of these unpaid appointments require extension, completed “Application for SAP ID” forms must be lodged with HR Operations by 11am Friday 5 December 2008.
Correctly completed “Application for SAP ID” forms will be processed by HR Operations by Friday 12 December 2008.

Employment advertising (other than Professorial appointments)

Staff wishing to advertise job vacancies will need to be aware that the deadlines for receiving advertising requests for all internal and external publications have been changed to accommodate the Monash end of year closedown break. Please note the following adjustments to the usual weekly deadlines:

For external advertising to be placed in print from Saturday 22 November 2008 to Friday 28 November 2008, advertising requests must be received by HR Operations, Human Resources Division before 11am on Friday 14 November 2008. These advertisements will be posted on-line to Opportunities at Monash, SEEK & MyCareer by Monday 24 November 2008.

For external advertising to be placed in print on Saturday 17 January 2009, advertising requests must be received by HR Operations, Human Resources Division before 11am on Friday 9 January 2009.

Please note that there will be no recruitment advertising between Friday 28 November 2008 and Saturday 17 January 2009.

Mail services and Human Resources contacts

After Hours Mailbox

To assist in the submission of paperwork, if the regular mail services is missed, there is an after hours mail box located at the entrance of HR Operations, Building 3, 710 Blackburn Road, Clayton. This box is cleared regularly and padlocked to ensure security of information.

HR Operations Contacts

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

• Telephone +613 9902 0400 (Enquiry hours are 9am-5pm); or
• Submit an online enquiry via ask.monash

Chronology for end of year paperwork deadlines