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Remuneration and Benefits Procedure - Salaries
The University is dedicated to managing an efficient and accurate payroll and ensuring staff are paid on time and in accordance with the University's obligations under its Enterprise Agreements.
This procedure applies to all staff at the University. It does not apply to unpaid adjunct and honorary appointees.
ESS: is the online Employee Self Service system which provides staff members with easy and private access to personal and current employment information held by the University.
Head of unit: is the head of an academic or organisational work unit, for example Head of School, Head of Department or where applicable, a person acting as his or her nominee.
HR Business Partner: is a member of Monash HR who operates as a strategic partner responsible for providing a range of human resources services for an assigned Faculty or administrative Division. HR Business Partners are located within a HR Service Hub.
HR Operations: is the Centre of Expertise in Monash HR which includes Payroll and related services.
HR Service Hub: is the centre for human resources services and activities within a Faculty or Divisional Cluster.
Increment due date: is normally the anniversary of the date the staff member commenced their current position with the University. However, if a staff member has been promoted or if their position has been reclassified, the date of effect for those changes will become the increment due date. Periods of unpaid leave and a period on higher duties may also change the increment due date.
Relevant workplace agreement: means the Australian Workplace Agreement (AWA) or Enterprise Agreement that applies to a particular staff member. The Monash University Enterprise Agreement (Academic and Professional Staff) 2009 will apply to academic and professional staff at the University and, depending on the services provided by a trades and services staff member, the Monash University Enterprise Agreement (Trades and Services staff - Building and Metal Trades Staff) 2009 or the Monash University Enterprise Agreement (Trades and Services Staff - Catering and Retail, Cleaning and Caretaking, and Miscellaneous services staff) 2005 will apply.
Supervisor: means the person who is responsible for the supervision of staff member(s) and in most cases this will be the immediate line manager.
Salary rates are outlined in the relevant workplace agreement, including as follows.
Payment of salaries
Information regarding the payment of salaries is outlined in the relevant workplace agreement, including as follows.
The following is the process for the payment of salaries to staff.
Step 1: The staff member provides relevant bank, superannuation and taxation details to Monash HR prior to commencing employment with the University
Upon accepting an offer of employment with the University, a prospective staff member will be asked to provide the University with the following information in order to be entered on the University's payroll system:
These details should be provided to the University prior to the staff member commencing employment.
At any time a staff member may change their nominated bank account via ESS or, where a staff member cannot access ESS, by completing the Banking Details Form and submitting the form to their HR Service Hub.
Step 2: The supervisor and/or the HR Business Partner notifies HR Operations that the staff member has commenced work
The calculation of salary will commence from the date the staff member takes up duty at the University. The supervisor and/or the HR Business Partner will complete a Confirmation of Commencement of Appointee Form and email this to HR Operations on the date that the staff member commences. This Form will authorise Monash HR to commence payment of salary.
Normally one person only may hold an established position at any one time. A new appointee to a vacancy arising from resignation, retirement, transfer or promotion should not commence earlier than on the day on which the holder vacates the position. In exceptional cases, the head of unit may authorise a period of overlap.
Step 3: Monash HR pays the staff member's salary fortnightly during the period of employment
The University will pay the staff member's salary fortnightly into the bank, building society or credit union account nominated by the staff member in Step 1 above. The University's pay dates can be viewed on the Monash HR Calendar.
If a pay date falls on a public holiday or during the Christmas closedown period, the University will pay that fortnight's salary on an appropriate date prior to the scheduled pay day.
Staff can access their pay-slips via ESS. Staff who do not have access to ESS will be provided with a hard-copy payslip.
The University will make deductions from a staff member's salary for superannuation contributions on the written authority of the staff member. For further information, refer to the Remuneration and Benefits Procedure - Superannuation. Any other salary deductions requested by the staff member and agreed by the University will only be made on the written or other approved authorisation of the staff member.
For information on possible salary packaging options, please refer to the Remuneration and Benefits Procedure - Salary Packaging (under development). All deductions will be recorded on the staff member's pay slip.
Advance payment of salaries
On four weeks notice, a staff member will be entitled to the following advance payment for periods of paid leave in excess of ten days
To request an advance payment of salary, the staff member must apply for the leave using the Application for Leave Form [PDF] and complete the relevant section to request advance payment. Advance payment cannot be requested through ESS.
Underpayments and overpayments
Any underpayment or overpayment of salary will be remedied in accordance with the applicable clause in the relevant workplace agreement.
Annual leave loading
Staff at the University are eligible for annual leave loading as outlined in the relevant workplace agreement. Annual leave loading will be paid in the relevant pay period in December each year.
Annual leave loading may be exchanged for additional leave in accordance with the relevant provisions of the Remuneration and Benefits Procedure - Types of leave (annual leave).
Step 4: Monash HR stops paying the staff member's salary when the staff member's employment ceases
Staff, supervisors and relevant HR staff are required to complete Leaving Monash Procedure - Resignation and Exiting the University.
On the date a staff member's employment with the University ends, Monash HR will:
Payment will be made to the last day of attendance for duty or absence on approved paid leave, whichever is the later.
If a staff member ceases duty on the eve of the end-of-year closedown, s/he will be paid to 31 December provided s/he has accrued the appropriate University holidays.
If a fixed-term contract expires and Monash HR has not been notified that the contract will be renewed, salary payment will cease on the end date of the contract.
Salary increases are paid in accordance with the requirements of the relevant workplace agreement.
Where salary increases are granted retrospectively and a staff member's service terminates between the effective date of the increase and the date on which the increases are actually paid, the University will:
A staff member's salary will progress to the next incremental step in their classification level on the increment due date provided the staff member is performing satisfactorily. An increment will only be withheld if the staff member is found not to be making satisfactory progress towards their agreed performance plan in accordance with the relevant managing unsatisfactory performance process, including the Staff Development Procedures - Managing Unsatisfactory Performance: Academic Staff and Managing Unsatisfactory Performance: Professional staff.
Where it can be clearly demonstrated by the supervisor that a staff member is consistently exceeding the required performance level, consideration may be given to granting additional increments.
The relevant clauses relating to incremental progression in the workplace agreements are as follows.
Related Enterprise Agreement Clauses
Monash University Enterprise Agreement (Academic and Professional Staff) 2009