This month…
HRM Online
 HR Administrator Dashboard
 ROL login page updated
 Recording Performance
outcomes for 2016
 Salary Progression and Higher
Duties
 Extra Hours – eduPay processing
Issue 3-17, 18 April 2017
eduPay HR Administrator Dashboard for Business
Managers/HR Administrators
The eduPay HR Administrator Dashboard is based on the dashboard for corporate
managers and principals and is now available to business managers and school HR
Administrators.
Included on the Dashboard are details about the status of education support class
employees and their Working With Children Check cards, VIT card registration status
for teaching employees, a view of pending leave approvals and a quick access pagelet
to easily access quick links and reports. The Announcements section provides
reminders or additional information for important payroll related tasks or
recommendations.
For further assistance in using the HR Administrator Dashboard, refer to the HR
Administrator Dashboard Guide on the Manager Self Service (MSS) Help page on
eduGate.
Action: Review the status of staff for WWCC and VIT validity regularly and take
action on errors or pending entries. Check the Announcements section on
your dashboard for new items on a daily basis.
Recruitment Online – login page updated
The applicant login page for Recruitment Online (ROL) has been updated to include a
link to Department of Education and Training public service positions.
An applicant may now select from ‘Search School Jobs’ or ‘Search Public Service Jobs’
by clicking the appropriate button. The public service roles include senior
management, administration and allied health positions.
Action: Principals are asked to bring this feature to the attention of all staff.
Recruitment Tips…
 Provisional Appointments
 Principal and Assistant Principal
recruitment
 Principal/Certifier rights and
access to ROL
 VIT Permission to Teach
SLP on eduPay…
 SLP and Superannuation
HRWeb updates
 Check this section for the latest
updates to policy, procedures
and forms on HRWeb.
eduPay Tips…
 Start of Term checklist
 Hire/Rehire – using the correct
salary grade and job code
 Keeping home address details
current…
 Changing name details and job
titles in eduPay.
2016 Performance and Development - recording outcomes
Principals are asked to record the performance outcome for each of their employees
into the Performance Assessment Tool (PAT) on eduPay.
Other bits of info to
note…
eduPay has automatically calculated the ‘expected eligibility’ for each employee at 30
April 2017 and this is displayed in the End-cycle Assessment tab in PAT. Changes to an
employee’s job data may result in the expected eligibility being recalculated following
overnight system processing.
 Remember, in addition to normal
overnight processing, the payroll
is now calculated at 12 and 3pm
daily. You are able to check
transaction results approximately
30 minutes after these processing
times
It is expected that salary progression payments for eligible employees will be
processed centrally on eduPay and paid early May 2017. No action is required by
schools for the actual processing of salary progression for employees on eduPay.
For help in using PAT, refer to the Performance Assessment Tool Guide for the School
Principal available on eduGate.
Action: Principals are asked to ensure performance outcomes have been recorded for
all staff by 30 April 2017. When complete, Finalise the tool.
 Make sure you are using the
latest version of any
forms/templates – latest version
available on HRWeb
Salary Progression and Higher Duties
 HRWeb – your complete HR
resource. CTRL+D saves the page
as a favourite for quick access in
Internet Explorer.
The salary progression process on eduPay only adjusts an employee’s base salary level.
Where an employee is in receipt of Higher Duties on 1 May 2017 a manual check is
required to identify if the employee is also eligible for progression at the higher duties
 Not sure on how to complete an
eduPay transaction? Refer to the
eduPay User Guides available on
eduGate
Human Resources Web Site www.education.vic.gov.au/hrweb
Send feedback to: [email protected]
level. The same progression eligibility provisions apply in relation to progressing at the higher duties level. Refer to
the Remuneration Guide available on HRWeb for further information.
Where the employee is eligible for progression at the Higher Duties level, end date the current HIGHERDUTIES
element on 30 April 2017 and add a new HIGHERDUTIES element from 1 May 2017 reflecting the new salary step.
For assistance in updating eduPay, refer to the Allowances User guide on eduGate.
Action: Determine whether an employee is eligible for progression at the higher duties level and if applicable
update eduPay with the revised step from 1 May 2017.
Extra Hours – eduPay processing
A review of eduPay has identified that some schools have made payments to full time leading teachers, classroom
teachers and paraprofessionals for additional hours of work using the ‘Extra Hours at Current Rate’ element on
eduPay.
The ‘Extra Hours at Current Rate’ element on eduPay is intended to be used in circumstances where a part time
employee is required to work additional hours on an intermittent or ad hoc basis (not exceeding a total of 38 hours
in any week). The ‘Extra Hours at Current Rate’ element should not be used in any circumstances for full time
employees or part time employees who are required to work additional hours on a regular basis.
Note: As an alternative to time off in lieu, a principal and education support class employee may agree to payment
for time in lieu owed, which would be paid using the ‘Extra Hours at Current Rate’ element on eduPay.
The time in lieu arrangements should be used in any circumstances where a full time or part time employee is
required to work additional hours beyond 38 hours in any week. Where a part time employee is required to work
additional hours on a regular basis (not exceeding a total of 38 hours in any week) a temporary change to the
employee’s eduPay work schedule should be made (i.e. a temporary time fraction increase).
Information regarding attendance and hours of work provisions is available on HRWeb at: Attendance and
Working Hours
For information regarding the processing of transactions on eduPay refer to the relevant eduPay User Guide on
eduGate or contact Schools People Services on 1800 641 943.
Recruitment Tips
Provisional Appointments
Principals and HR Administrators are reminded that a transfer or promotion of an ongoing employee into an ongoing
vacancy is provisional and is subject to review and is not confirmed until the Merit Protection Boards advises that no
review has been lodged or that any review has been resolved.
Where the successful applicant for a position (ongoing or fixed term) is a current fixed term employee or a person
external to the Department, or an ongoing employee is temporarily transferred to a position, the appointment is not
provisional and therefore is not subject to review.
Refer to the Grievances topic on HRWeb and the Recruiter Help Manual for further information.
Principal and Assistant Principal recruitment
Principals
Principals and HR Administrators are reminded that they do not undertake advertising or appointment actions in
Recruitment Online and eduPay with respect to Principal vacancies and appointments.
Where a Principal vacancy arises, the relevant regional office will advise the Schools Recruitment unit to advertise
the Principal vacancy on Recruitment Online.
Principal contracts are prepared centrally and are issued directly to the successful applicant. Successful applicants
are required to sign the contracts (2 copies) and return both to the regional office for the Regional Director’s
approval. The regional office will forward completed signed contracts to Schools Recruitment where, on receipt,
action will be taken to complete the eduPay appointment process.
Assistant Principals
An Assistant Principal vacancy is advertised by the Principal or HR Administrator on Recruitment Online. If the
successful applicant for an Assistant Principal vacancy is a current ongoing employee, the appointment is
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2
provisional. In this case, the recruitment officer updates Recruitment Online to the Prepare for Hire stage only.
Following advice from the Merit Protection Boards to indicate no appeal has been received or an appeal has been
resolved, complete the Recruitment Online appointment process. Do not complete the appointment on eduPay.
Contracts for Assistant Principals are prepared centrally and are emailed to schools to provide to the successful
applicant. After the contract has been signed by the successful applicant and the Principal, the signed contract is
forwarded to the Schools Recruitment Unit for action to be taken centrally to complete the eduPay appointment
process.
Principal/Certifier rights and allocating access to Recruitment Online
Where a new or acting principal has been appointed to the school, the Principal Rights/Certifier access request form
must be completed to enable access to both eduPay and Recruitment Online. The Principal Rights/Certifier access
request form is available on HRWeb. Completed forms are emailed to the Service Desk at
[email protected]
Principals may delegate recruiter access for Recruitment Online to HR Administrators or other staff who undertake
additional HR and/or recruitment responsibilities. To assist Principals with this process, refer to the MSS –QRG
Security Management Guide on HRWeb.
VIT Permission to Teach (CRT) Registration
A person who holds permission to teach as a casual relief teacher (PTT CRT) may only be employed as a casual relief
teacher in one or more Victorian Government schools. The school(s) where the individual has permission to teach
will be specified on their VIT card. Where a school wishes to make an offer of fixed term employment to a person
who only holds PTT CRT, the Principal or HR Administrator must contact VIT prior to making the offer to discuss
whether can be amended to allow the fixed term employment to occur.
For further information regarding Permission to Teach, contact VIT on 1300 888 067 or review the VIT Permission to
Teach information on their website.
School Local Payroll (SLP) on eduPay
SLP and Superannuation
Superannuation Guarantee Contribution (SGC) and element enrolment
HR Administrators are required to provide the superannuation choice of fund information for all employees who
have been transitioned or hired on SLP on eduPay to People Systems and Services (PSAS) by the Wednesday before
each pay finalisation using the SGC spreadsheet available in the Training Materials – Module 4 – Hire on eduPay on
the eduGate School Local Payroll page.
Do not duplicate previously supplied information or provide changed superannuation data for upload as this may
cause errors to your employees’ SGC processing. For employees who wish to change their superannuation choice
follow the Changing your chosen superannuation fund process indicated below.
Send the completed spreadsheet directly to PSAS at [email protected]. This information will be
used to enroll your SLP employees into superannuation.
If the school’s SGC data is not provided by the Wednesday prior to pay finalisation, SLP employees will be enrolled
into VicSuper in the next available pay fortnight.
Superannuation Guarantee payments for each employee are an additional 9.5% of an employee’s ordinary time
earnings (wages) and may be calculated and deducted as arrears from the school account once the SGC element is
recorded on eduPay. Business Managers are to ensure sufficient funds are available in the school’s bank account to
make these payments.
Changing your chosen superannuation fund
Where a current employee paid through SLP on eduPay wishes to change their Superannuation Choice of Fund, they
should do so by logging into Employee Self Service>My Pay Details>Superannuation Details and update their fund
details. For more information and assistance in updating SGC, see the HRWeb page SuperStream – Updating Choice
of Superannuation.
SLP Employees who have chosen a Self-Managed Superannuation fund (SMSF).
On receipt of valid information, People Systems and Services will arrange to have the SMSF created for SLP on
eduPay and will enroll the employee into the fund once it is available from their hire date or the next available pay
HRM Online 3-17, 18 April 2017
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period. It is important that you create the SMSF in the Employers’ Online (VicSuper) school portal before the first
payment is made for the employee.
For assistance in creating the SMSF on your school portal, contact VicSuper Employers on 1300 878 737
(1300 VSUPER).
HRWeb Updates
HRWeb is regularly updated therefore it is important that principals and HR Administrators ensure they are
accessing the latest policy, procedural information and forms as required.
There have been instances where non-current versions of forms/templates have been used when employing staff.
Please ensure any ‘stocks’ of forms you may have are the most current version from HRWeb including any versions
that may have been saved on staff computers.
The following updates have been made recently:
 Pathways at DET – Application forms updated for Term 3 enrolments
 Diversity and Equity – Same sex Attracted Employees policy guide updated
eduPay Tips
Start of Term Checklist
Payroll reminders
 Overpayments – manage and activate any outstanding overpayments.
 Cessation of Employment. Where applicable copies of either the employee’s resignation/retirement notice
or letter and the Principal’s written acceptance of that resignation/retirement are placed on the employee’s
personnel file.
 Unused Long Service Leave on termination. Adjust the ‘payout LSL on termination’ checkbox in Job Data on
eduPay as required. Eligible employees will be paid out for LSL unless the box is unchecked. Long Service
Leave that has been paid out cannot be reversed and reinstated.
 Review Stop Pay records. A Stop Pay is a temporary measure to avoid possible overpayments for an
employee and not an approved form of leave. Determine the correct absence code for the employee and
update eduPay accordingly.
Leave reminders
 Complete the exception report and record leave for education support class employees during the last
school vacation period.
 Record/process leave for employees commencing unpaid or half pay leave.
Recruitment Reminders
 Complete the Hire/Rehire of any staff as appropriate – remember to include the banking and taxation
details. For fixed term teacher positions ensure the correct end date is used on eduPay – refer to the Fixed
Term Teacher Vacancy Ready Reckoner on HRWeb. The Employment Task List should be used to assist in the
hire/rehire process, available on HRWeb at: Recruitment in Schools
Note: Completion of the Employment in a Government School – Validation of Personal Information form is
required for any newly employed person to confirm the personal information entered on ROL. Appointment
action cannot be completed until the form and mandatory documentation is provided in order to ensure
that the person is eligible to be employed in the teaching service.
 Check end dates for fixed term teachers. Ensure employment end dates for fixed term teachers include the
appropriate school vacation period when completing a Hire/Rehire. If an amendment is required, request
the change from the Schools’ Recruitment Unit.
 Employment Offers. Ensure all employment offers for hire/rehires next term have been accepted in writing,
the hire or rehire transactions have been completed on eduPay and the school’s copy of the employment
offer and acceptance is placed on the employee’s personnel file.
 VIT Registration and Working With Children Check. Ensure all employees returning from leave continue to
hold current and valid VIT Registration and WWC Check cards. Update eduPay with revised information as
necessary.
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 Promotion and Transfer of teachers and education support class employees. Ensure any promotions and
transfers of ongoing employees have been processed and any documentation in relation to the promotion
or transfer is placed on the employee’s personnel file.
 Record Higher Duties. Ensure all higher duties forms for assignments commencing next term are approved
by the Principal, processed on eduPay and a copy placed on the employee’s personnel file.
Hire/Rehire transactions – selecting the correct job code
To ensure all teaching service employees are paid correctly on Hire or Rehire, HR Administrators need to ensure
they select the correct job code, salary grade and step when completing the appointment on eduPay. A guide to
assist in making the correct selections is available on eduGate with the School Appointments User Guide. Refer to
the Valid Job Code, Salary Grade and Step Teaching Service guide.
Reminder – ensure Home Address details are current…
It is important that employees keep their address details accurate at all times. Address details are used for the PAYG
Payment Summary distribution and other HR/Payroll purposes. The home address is required, however a ‘mailing
address’ should only be entered if it is different to the home address.
Action: Principals and HR Administrators are asked to remind all staff to check the Personal Information > Home
and Mailing Address page in Employee Self Service and update their address details where necessary.
Changing name details and job titles in eduPay
The recent upgrade to eduPass, which manages the computer identities of Department employees, has resulted in
all changes to names and job titles for employees being managed in eduPay.

If you update your name in eduPay using the ‘Preferred Name’ page, this will result in a new eduMail email
account address. For example: Your full or legal name is currently recorded on eduPay and your email
address matches this – [email protected], you change your preferred name to ‘Kate
your email address will change to [email protected] and be updated in the Global Address
Listing immediately. Employees will need to advise any contacts external to the Department of their new
email address to ensure they continue to receive emails.

The job title in eduPay is used to determine which Departmental communications, systems and intranet
pages are relevant to their role. For example if the job title of Business Manager is selected, the employee is
automatically enrolled into the bulk mail lists appropriate for that role and allow access to pages and other
systems appropriate for that role on eduGate. This information is updated in eduPay by the
Principal/Business Manager or HR Administrator only.
Action: Principals to bring this to the attention of their staff.
Business Manager/HR Administrator to ensure all employees have the correct job title on the eduPay Job
Data – Job Information tab.
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