5a. Offer & Contract - Permanent
Offer & Contract (Permanent)
Process Flow Chart
Making a Verbal Offer
Step 1 HR Group
HR/ Hiring Manager contacts the applicant and extends a verbal offer.
If the Applicant Accepts, move the applicant to the "Extend Offer" hiring stage. This sends a notification to HR advising them to extend a letter of offer to the applicant
If the Applicant Rejects the verbal offer updating the applicant’s hiring stage of “Offer declined” is the only action required.
If the Applicant Rejects the Offer HR review, updating the applicant’s hiring stage as above is the only required action. As the Applicant doesn't have an Active MyNIDA employee account, no further action is required.
Raising a New Hire Action – Add Employee to MYNIDA
If the Applicant accepts the verbal offer of employment , HR needs to complete the HR Action "New Hire- Add Employee to system" to add the employee’s information to the system. If the applicant has an applicant profile within MyNIDA, this profile will be pre-filled with applicant profile data (see below).
To raise the New Hire Action- Add Employee to MyNIDA using Steps below
Step 1 HR Group
Go to Team -> HR -> HR Actions
Step 2 HR Group
Click on Start New Hire- Add Employee to System (Only if the Employee is Brand New)
Step 3 HR Group
If the applicant has an applicant profile and applied for the role via a requisition, select the Applicant’s Name and the Job Application for which you are hiring. The effective start date should be the employee’s first day employed at NIDA. Once this information is filled click Continue.
This field needs to be filled only when you are hiring the new employee
Step 4 HR Group
The page Re-directs to Employee Information page
You will be taken to the Employee Information page where you need to fill out the mandatory fields below:
Field | Description |
Date Hired | The date at which you wish for the applicant to be treated as an employee. |
Date Started | The employee’s first workday. |
First Name | Employee’s first name. |
Last Name | Employee’s surname. |
Employee ID | This field should automatically populate for all new employees. |
Award | The Enterprise Agreement or Modern Award under which this employee’s role belongs. |
Country | This field will populate from the Applicant Profile (if provided). |
Street | This field will populate from the Applicant Profile (if provided). |
Suburb | This field will populate from the Applicant Profile (if provided). |
State | This field will populate from the Applicant Profile (if provided). |
Postcode | This field will populate from the Applicant Profile (if provided). |
Primary Email | This field will populate from the Applicant Profile (if provided). |
Default Cost Centre | The department this employee will be assigned to. This field will populate from the Applicant Profile, based on the Requisition they applied for. |
Default Job | The position that this employee will be assigned to. |
Employee Type | The employee’s employment status (e.g. Casual, Full Time). |
Base Remuneration | The employee’s remuneration information. This must be entered for the employee to have an hourly rate of pay assigned to them. You must click [Add +] to add remuneration information. |
Position Status | Advise if the hire is a New Position or replacing an Existing Position. |
Manager 1 | The employee’s direct manager. Controls workflows and approvals within the system. This is likely to be the Hiring Manager of the requisition. |
Manager 2 | A secondary manager for approval processes. This is usually set as Manager 1’s manager. |
Pay Calculation Profile | Controls award interpretation rules that ensure the employee is paid correctly. This should match the Award chosen above. |
Pay Period Profile | Controls the length of the Timesheets assigned to the employee. There are two primary Pay Periods used at NIDA:
NIDA – Casual - Weekly pay for Casual employees. NIDA – Perm - Fortnightly pay for Full/ Part Time employees. |
Security Profile | Controls the functionality available for the employee to use in the system. This should default to “Employee”. This should not be updated at this time.
Note: You will have the ability to assign a higher level of access during the employee’s Onboarding if required. |
Timesheet Profile | Controls the timesheet functionality available to the employee. Use one of the three profiles beginning with “NIDA”: NIDA Casual – Editable Times for casual staff; NIDA Perm – Editable Times for part-time staff; and NIDA Perm – Non-Editable Times for full-time staff. |
Holiday Profile | Most employees will be assigned the Holiday Profile titled “NSW”. |
After filling in all the required Information, submit the HR Action for approval. HR will approve or reject this request. Once approved, the employee’s information will be visible to you via Employee Information, and you will be advised via a system notification. HR will also get a To Do Item to commence the HR Action: Offer of Employment.
HR Action: Extend Offer of Employment
Once the New Hire Action, Adding Employee to system is completed, HR will extend a contract to the selected Applicant following the steps below.
Step 1 HR Group
Go to Team -> HR -> HR Actions
Step 2 HR Group
Click on HR Actions, and you will have multiple options as shown below:
Step 3 HR Group
For the Offer of Employment, you have
Offer of Employment- Full Time
Offer of Employment- Part Time
Step 4 HR Group
HR to select the appropriate Offer of Employment. In the example below we are extending a full-time offer
For Reference: We started with an Offer of Employment – Full Time
Click on Start – Which allows you to start the Offer of Employment.
Once you click on Start – You get a Box asking you to Choose an Employee to whom you would like to offer.
Choose an Employee
Choose a Start Date (this will ideally match the Start Date selected on the employee’s New Hire HR Action)
Click on Continue
Step 5 HR Group
On clicking Continue, you will be re-directed to the page as shown below. Navigate through the various pages of the contract by clicking the < Page x of x > arrows on the left side of the screen.
Fields to be Filled:
First page (page 1 of contract):
Effective From
Date
Address
Final page (schedule)
End Date
Basis of max term employment
Award
Award Classification
Base Salary
Superannuation
Remuneration
Notice Period
Click on Submit on the right side of the screen:
The approval process for extending an offer of employment (permanent) is:
Manager 1> HR> HR Director
The approval process for extending an offer of casual employment is:
Manager 1> Manager 2
Once all approvals in the workflow have been completed, the applicant or casual employee will be issued a contract of employment to sign.
Note: Casual hiring is usually completed by the employee’s direct manager. Most other recruitment (especially for PT/ FT staff) will be processed by HR, allowing for Manager 1 to review contract information before moving through the process.
If the requisition is rejected by a user, the offer letter approval will revert to the previous approver/ requestor for modification. Once modified, the information is sent for approval again.
Receiving a Letter of Offer
The applicant/ casual employee will receive an email with the below information:
Upon logging in to MyNIDA, the employee will be able to Modify their letter of employment and digitally sign their name on the contract. This is done by entering the current date, then clicking Sign.
If the employee rejects the contract, both the Manager and HR receive a notification. Depending on required changes by the employee, HR can modify the document, then re-submit to the Director of HR for approval, linking the process back to the above.
If the employee modifies the contract to include their signed name and date, the offer is deemed accepted and notifications are sent to HR, Manager 1, Facilities, and IT advising them of the new starter. After this, the onboarding checklist is automatically created.
This process continues in Onboarding.