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Employment of staff and consultants

Salary scales

For general and academic salary scales (not including the on-costs) for casual and fixed term contracts see Salary rates. These salary scales indicate what the employee will get in direct salary, they do not show the total cost of the appointment to the cost centre. In costing appointments you must take into account all the on costs. Contact the Administrative Officer - Human Resources for advice on which overhead categories apply.

Appointing a contractor

Before employing a contractor for a service of $400 or more you must raise a consultancy agreement - see process flowchart (pdf 21Kb).

Please read the University Guidelines for the use of contractor agreements for full details.

Appointing and paying casual/sessional staff

You will need to be aware of the new forms that need to be completed when engaging a casual/Sessional employee:

1. The new form includes a superannuation choice form that must be completed by the applicant.
2. You as supervisor must verify that you have offered the individual an AWA option.

Please do not use any old (pre-June 2005) forms that you have as they will not be accepted by HR.

Note that all processing of appointment and payment documents for Gippsland based staff must occur through the Gippsland campus, then forwarded to the Faculty HR Office at Clayton, not to the Human Resources Division.

If you have any questions please feel free to contact the Faculty HR Office - either Pam Harrison or James Donovan.

Conditions

Casual contracts for general staff are for a maximum of 12 months. After this period an ongoing position or contract, within the approved HEW categories, will need to be established.

Sessional or casual contracts for academic staff (including research assistants) are for a for a maximum of12 months.

Appointment process

1. Download the Employment of casual/sessional staff form from the Monash Staff forms (Recruitment section).

   The casual/sessional appointee completes:

   • Section 2 (Staff member's details)
   • Section 4 (Declaration by staff member)

   The supervisor completes:

   • Employment category
   • Employment type
   • Cost centre/fund
   • Section 3 (Offer of employment)
     
     
2. If the appointee has not worked for the university previously, s/he must also complete a Banking Details form (found on the Monash Staff forms (Recruitment section) page). This form should be accompanied by a completed Tax File Number Declaration form, which is not available electronically, but can be obtained from the Administrative Officer - Human Resources.
   
   
3. Submit the forms to the Administrative Officer - Human Resources.

Time sheets and payment

Casual and sessional staff members will need to complete Casual Academic Sessional Time Sheet (found on the Monash Staff forms (Recruitment section) page) and submit it to their campus finance officer in sufficient time to arrive at the Staff Office, each Thursday before the fortnightly pay-run.

Various timesheets include:

• Sessional Academic Time sheet
• Research Time sheet
• Casual Time sheet
• Trades & Services Time sheet
• Additional Hours/Overtime Time sheet

If you have questions concerning the appropriate time sheet to use ask the Administrative Officer - Human Resources.

Appointing fixed term staff (academic and general)

(Note that all processing of appointment and payment documents for Gippsland-based staff must occur through the Gippsland campus, even when approvals occur though Clayton.)

Conditions

Fixed Term contracts are for staff employed for a fixed period of time, full-time or part-time, with a fixed number of hours of duty. Such contracts must be consistent with the HECE award, which only allows fixed term (rather than ongoing) contracts under certain conditions. For advice, contact the Faculty HR Office.

All fixed term contracts should go through the Faculty HR Office for approval.

Appointment process

1. Download a Recommendation to Appoint Form (found on the Monash Staff forms (Recruitment section) page).

   The fixed term appointee completes:

   • Section 2 (Staff member's details)

   The supervisor completes:

   • Section 2 (Staff member's details)
   • Cost centre/fund
   • Section 3 (position details)
   • The Indicative Work Schedule Notification Form for part-time staff if required
     
     
2. If the appointee has not worked for the university previously, s/he must also complete a Banking Details form (found on the Monash Staff forms (Recruitment section) page). This form should be accompanied by a completed Tax File Number Declaration form, which is not available electronically, but can be obtained from the Administrative Officer - Human Resources.
   
   
3. Submit the forms to the Administrative Officer - Human Resources.