TROUBLESHOOTING BONA FIDE LEAVE RETURN · PURPOSE The Bona Fide Certificate report is used to by...

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For Official Use Only-I2-A2 | v1.0 | Page 1 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

Transcript of TROUBLESHOOTING BONA FIDE LEAVE RETURN · PURPOSE The Bona Fide Certificate report is used to by...

For Official Use Only-I2-A2 | v1.0 | Page 1

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