Payroll Procedure July 2014 – Children’s Services
28 July 2014
A new Payroll system has been implemented for the services in the UCVT Early Years Cluster. The two existing payroll processes have been combined into one system and new documentation has been developed. The payment of staff is now compliant with the VECTAA 2009.
1. At the commencement of each year kindergarten staff are given a letter identifying their paid hours to be worked for that year. Staff sign and return a copy of this to the Kindergarten Coordinator.
2. This data is collated into an annual form and provided to Payroll identifying hours worked per fortnight, allowances, hourly rate, award/ Agreement information, days worked and hours worked per day; and staff will be paid according to this form. This data is used to pay all educators under the VECTAA (working in Kindergartens) on Auto Pay. Staff on Auto Pay are not required to complete Time Sheets.
3. Staff employed in Long Day Care (and Admin positions) are required to complete a fortnightly time sheet. This will be submitted as previously and in the same way.
4. When staff vary their normal working hours for any reason (Sick Leave, Carer’s Leave or other) they are required to complete the Early Years Leave form and forward it to Payroll promptly.
5. When a new staff member commences; a payroll memo is developed by the Kindergarten Coordinator with the information from the Letter of Offer and forwarded to payroll.
6. When an existing staff member accepts additional working hours to their current permanent hours; an Early Years Variation Form will be completed by the staff and signed by the Kgn Coordinator and forwarded to Payroll.
7. All staff will complete the Sign In / Sign Out book every day they work in the service. They will record the time they arrive at the service and the time they leave. Staff will record every time they leave the centre during their working day – breaks, meetings, related activities such as shopping. This record is not used as part of the payroll system.
8. The Nominated Supervisor, First Aid representative, Educational Leader will be identified in the Staff Sign in and Out book.
9. A series of forms have been developed to ensure staff are able to provide payroll with accurate and timely data in relation to their working days.
These include:
Early Years Leave Application
Early Years Relief and Emergency Hours
Early Years Additional hours
Early Years Conclusion of Employment Form
Early Years Variation to employment
Early Years Time Sheet
Explanation of Forms:
Early Years Variation to employment
When the employment hours of a staff member are altered on a permanent basis this form will be completed by the Kindergarten Coordinator in negotiation with the staff member. This includes when a staff member transfers to another position within the Cluster; when a contract is completed or extended; or additional hours of employment are negotiated.
Early Years Leave Application
Staff will complete this form in the following situations:
· Sick leave,
· Carers Leave or
· Compassionate Leave
The senior staff member in the service will counter sign the form and forward it to Payroll promptly.
· Long Service Leave
The Kindergarten Coordinator will approve and forward the form to payroll.
· Annual Leave -Children’s Services Award 2010 only;
The centre coordinator will complete the form and forward it to the Kindergarten Coordinator who will approve and forward to payroll.
· Leave without Pay
The staff member will complete the form and attach an explanation for the request. Leave without Pay is not a condition in either the VECTAA or the Children’s Services Award, however UCVT will consider applications addressed in writing prior to the leave.
Early Years Relief and Emergency Hours
When an existing staff member replaces another educator and works as a relief educator for any period of time in the service where they usually work or in another cluster service; they will complete the Early Years Relief and Emergency Hours.
Ensure all areas of the form are completed including ticking the box for:
· Teacher or Assistant (under the VECTAA) and
· Educator (under Children’s Services award).
The form is signed by the educator and counter signed within the service. This form is forwarded to payroll directly.
This form is only to be used by educators on the UCVT payroll. External relief staff complete their usual documentation.
Early Years Additional hours
When staff undertake additional hours that have been approved by the PAC and the Kindergarten Coordinator as part of the services annual budget; they will complete a Early Years Additional Hours Form.
This form will be used for Professional Development days that are not normal working days; Cluster nominated quarterly staff meetings; Open Days where staff are required to participate and others. The forms are completed and forwarded to Payroll or to the Cluster Coordinator who will sign the forms prior to payment.
Early Years Time Sheet
This sheet will only be used by staff not on Auto Pay – this includes staff working in Long Day Care programs or Administration staff.
Early Years Conclusion of Employment Form
This form will be completed in conjunction with the Kindergarten Coordinator when a staff member concludes their employment with the Cluster.