TROUBLESHOOTING BONA FIDE LEAVE RETURN · PURPOSE The Bona Fide Certificate report is used to by...
Transcript of TROUBLESHOOTING BONA FIDE LEAVE RETURN · PURPOSE The Bona Fide Certificate report is used to by...
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QRG.HR21
BONA FIDE AND LEAVE RETURN
CERTIFICATE REPORTS
AUDIENCE
• Managers (delegates)
• Administration Support
PURPOSE
Use this guide to access and approve the Bona Fide Certificate and Leave Return Certificate
reports.
HOW TO ACCESS Click on the required report for more details on the purpose, frequency, process, and
approval steps.
Click to find answers to the most commonly
asked questions when running the Bona
Fide Certificate and/or Leave Return
Certificate reports.
LEAVE RETURN BONA FIDE
TROUBLESHOOTING
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Email advice
received.
Access HR21
and choose
Approval Page
under the
Managers
menu.
Select the
Bona Fide
Certificate
report for the
pay period to
view online.
Verify report
information is
true and
accurate. Note
any inaccurate
details.
Follow your
agency’s HR
procedures to
correct any
issues and
approve as the
delegate.
Approvals are
retained
electronically
in HR21.
QRG.HR21
BONA FIDE CERTIFICATE REPORT PROCESS
Using your mouse click on topics Access, View Report, and Approve to learn more about accessing
and approving the Bona Fide Certificate report.
ACCESS VIEW REPORT VERIFY APPROVE SAVE EMAIL ADVICE
Home
PURPOSE The Bona Fide Certificate report is used to by managers of employees in the autopay
pay type to verify that team members under their delegation have been paid in
accordance with their employment contract, i.e. hours paid, classification, position,
and cost centre.
NOTIFICATION Fortnightly email notification, received on Thursday or Friday of pay week.
AVAILABILITY Access HR21 fortnightly to view and approve the report.
Return
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BONAFIDE ADMIN (REL-04)
Administration staff who are nominated as Bonafide
Admin are able to access Bona Fide Certificates in
HR21 and review the details on behalf of a delegate.
The Bonafide Admin does not have
delegation to approve the Bona Fide
Certificate, but is able to review, add
comments, and follow up any actions relating
to the information contained in the report.
QRG.HR21
ACCESSING THE BONA FIDE CERTIFICATE REPORT Return Home
ACCESS HR21 SELECT APPROVAL PAGE VIEW REPORT LIST 1 2 3
Log-in to HR21. Select Approval Page from the Managers
menu.
Select the Bona Fide Certificate (B) report for
the pay period from the list at the bottom of
the screen.
ACCESS TO REPORTS
Access to Bona Fide Certificate reports
is controlled by the reporting
relationships maintained in CHRIS 21.
If you do not have access to a Bona Fide
Certificate report for your employees, please
contact your local HR team.
The Bonafide Admin must select the delegate
from the Staff List before proceeding to the
Approval Page.
Next
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QRG.HR21
VIEWING THE BONA FIDE CERTIFICATE REPORT Return Home
SELECT PAY PERIOD ENDING DISPLAY REPORT VIEW EMPLOYEE LISTING 4 5 6
Select the report with the Period End date for
the relevant fortnight, for example 26/05/2017. Click Report.
The Bona Fide Certificate report is displayed in
a new window.
KEY INFORMATION LISTED ON THE BONA FIDE CERTIFICATE REPORT
HEADING(S) DESCRIPTION
Emp Class The employee’s salary classification for the pay period.
Contract Days/Hours The number of contracted days/hours worked per week for the pay period.
Hours Paid The number of actual hours paid for the pay period.
Leave Displays long term leave arrangements, i.e. Maternity Leave or Assignment to Agency (secondment to another agency).
Allowance Displays allowances paid on an annual basis, i.e. First Aid. Where more than one allowance is paid to an employee, they will appear
more than once on the report.
Separation Date The date the employee terminates with the Agency, where applicable.
Cost Centre The cost centre, or primary cost centre, of the employee for the pay period.
If a Pop-Up blocker is preventing you
viewing the report, click here for assistance.
Next
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QRG.HR21
APPROVING THE BONA FIDE CERTIFICATE REPORT Return Home
VERIFY DETAILS ADD COMMENT CERTIFY REPORT 7 8 9
Review the report information to ensure it is
accurate and up-to-date.
Tick the approval Checkbox then click
Update/Submit.
Note any amendments and follow up action
taken in the Comments text box.
BONAFIDE ADMIN (REL-04)
The Bonafide Admin can also record Comments
for the delegate to verify during the review
process.
Comments that are saved by a Bonafide Admin
in HR21 are visible to the delegate and the local
HR team.
Comments can not be deleted once saved.
The Bonafide Admin can also add Comments for
the delegate to review by clicking
Update/Submit to save. The comments are then
visible in the grey box.
TIPS FOR VERIFYING REPORT DETAILS
When reviewing the report, note any
inaccurate details and follow your agency’s
local HR procedures to complete the
necessary paperwork to correct the issue(s)
identified and submit it for processing.
This includes notifying HR or Payroll of
any potential under or overpayments.
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Email advice
received.
Access HR21
and choose
Approval Page
under the
Managers
menu.
Select the
Leave Return
Certificate
report for the
month to view
online.
Verify report
information is
true and
accurate. Note
any missing
leave taken.
Ensure leave
not listed is
submitted for
processing and
approve the
report as the
delegate.
Approvals are
retained
electronically
in HR21.
QRG.HR21
LEAVE RETURN CERTIFICATE REPORT PROCESS
Using your mouse click on topics Access, View Report, and Approve to learn more about accessing
and approving the Leave Return Certificate report.
ACCESS VIEW REPORT VERIFY APPROVE SAVE EMAIL ADVICE
Home
PURPOSE The Leave Return Certificate report is used by managers of employees in the
autopay pay type to verify that leave physically taken by team members under their
delegation has been recorded in CHRIS 21. Leave records listed on the report should
therefore be checked against a leave planner, calendar, or other tracking document
the delegate is maintaining for their team.
NOTIFICATION Monthly email notification, received on Thursday or Friday after the last pay of the
month.
AVAILABILITY Access HR21 monthly to view and approve the report for the period two months in
arrears (i.e. a December report will show leave for the month of October which
allows for late applications).
Return
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ACCESS TO REPORTS
Access to Leave Return Certificate
reports is controlled by the reporting
relationships maintained in CHRIS 21.
If you do not have access to a Leave Return
Certificate report for your employees, please
contact your local HR team.
QRG.HR21
ACCESSING THE LEAVE RETURN CERTIFICATE REPORT Return Home
ACCESS HR21 SELECT APPROVAL PAGE VIEW REPORT LIST 1 2 3
BONAFIDE ADMIN (REL-04)
Administration staff who are nominated as Bonafide
Admin are able to access Leave Return Certificates
in HR21 and review the details on behalf of a delegate.
The Bonafide Admin does not have delegation
to approve the Leave Return Certificate, but is
able to review, add comments, and follow up
any actions relating to the information
contained in the report.
The Bonafide Admin must select the delegate
from the Staff List before proceeding to the
Approval Page.
Select the Leave Return Certificate (L) report
for the month from the list at the bottom of
the screen.
Select Approval Page from the Managers
menu. Log-in to HR21.
Next
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QRG.HR21
VIEWING THE LEAVE RETURN CERTIFICATE REPORT Return Home
SELECT MONTH DISPLAY REPORT VIEW EMPLOYEE LISTING 4 5 6
Select the Period End for the relevant reporting
month, for example 31/07/2017. Click Report.
The Leave Return Certificate report is displayed
in a new window.
KEY INFORMATION LISTED ON THE LEAVE RETURN CERTIFICATE REPORT
HEADING(S) DESCRIPTION
Leave Code The type of leave taken, i.e. ANN = Annual (Recreation) Leave and LSL = Long Service Leave.
Leave Start/End Leave Start and End dates.
Leave Days/Hrs Taken The number of actual days and hours taken.
Leave Cert Indicates if a medical certificate was provided as supporting documentation to the leave application.
Leave Approved By If the leave was submitted through HR21 Self Service, the approver’s name will be listed on the Leave Return Certificate.
Advanced Pay Indicates if Advanced Pay was requested as part of the leave application.
If a Pop-Up blocker is preventing you
viewing the report, click here for assistance.
Next
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QRG.HR21
APPROVING THE LEAVE RETURN CERTIFICATE REPORT Return Home
VERIFY DETAILS ADD COMMENT CERTIFY REPORT 7 8 9
Review the report information to ensure all
leave taken by applicable employees is listed
for the period nominated.
Tick the approval Checkbox then click
Update/Submit.
Note any amendments or follow up action you
have taken in the Comments text box, if
applicable.
BONAFIDE ADMIN (REL-04)
The Bonafide Admin can also record Comments
for the delegate to review during the approval
process.
Comments that are added by a Bonafide Admin in
HR21 are also visible to the delegate and the local
HR team.
Comments can not be deleted once saved.
The Bonafide Admin can also add Comments
for the delegate to review by clicking
Update/Submit to save. The comments are
then visible in the grey box.
Leave listed on the report should be checked
against a leave planner, calendar, or other
tracking tool you are maintaining for your team.
Where leave taken is not listed, follow
your agency’s local HR procedures to
ensure a leave application is completed,
approved, and submitted for processing.
TIPS FOR VERIFYING REPORT DETAILS
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The Questions and Actions Required outlined below are applicable for both Bona Fide Certificate and Leave Return Certificate reports.
QUESTION REASON ACTION REQUIRED
1 Why are there employees in the autopay
pay type missing from the report?
Reasons for employee(s) not showing on a report include:
1. The reporting Relationship assigned in CHRIS 21 is
incorrect
2. No Relationship exists in CHRIS 21
To update the Relationship, complete a
HR-01 Position Management Form and
submit for processing. Contact your local
HR team for further information, if required.
2
I have noticed that employee(s) in a
different agency or business unit are
showing on the report. Is there a reason
why?
The reporting Relationship assigned to them in CHRIS 21
may be incorrect
To update the Relationship, complete a
HR-01 Position Management Form and
submit for processing. Contact your local
HR team for further information, if required.
3
I am not the correct delegate to authorise
the employees listed on the report. Can
the report be re-allocated to another
delegate?
Reports can be manually re-allocated to another delegate
by your local HR team.
Contact your local HR team to request a
report be re-allocated to another delegate.
4 Why have I received more than one report
for approval in a single reporting period?
If a delegated position is vacant at the time the reports are
generated, your local HR team may manually assign a report
to you for verification and approval on behalf of the
delegate.
Verify and approve the details in the report
on behalf of the delegate. Contact your
local HR team for further information, if
required.
5
I have a large unit comprising staff
employed under various Awards. Why
aren’t all my employees displayed on the
report?
The reports only show employees in autopay. Employees
who are not in the Autopay/SAAS pay types (i.e. manual
timesheet or roster cycle employees will not appear on
these reports).
No further action is required. You have
previously verified their hours worked and
leave taken on their authorised timesheet.
6 I approved the report before
remembering to save a comment. Can I
edit my approval to add a comment?
Once a report has been approved, the approval checkbox
and comments can not be edited.
Complete the necessary paperwork to
action any changes required to the details
listed on the report. Contact your local HR
team for further information, if required.
QRG.HR21
TROUBLESHOOTING Return Home