Employment variations

Introduction

Employment variations occur when a full-time, part-time, continuing or fixed term employee:

  • Relieves in another position, usually a higher level position, for a temporary period of time;
  • Increases or decreases their hours of work on either a temporary or permanent basis.
  • Is seconded to a temporary vacancy in another work unit; or
  • When approved undertakes specific duties and responsibilities associated with a higher-level position for a defined period of time;

Employment variations are not appropriate in the following circumstances:

  • As a reward for good performance for work performed at the same level as the employee's substantive position;
  • As a long-term measure where a job reclassification is more appropriate; or
  • When there is an increased volume of the tasks normally undertaken by the employee.

Where the variation is temporary, the employee will return to their original substantive appointment at the expiration of the variation end date. If a variation has been approved on a continuing basis, there is no right of return to the employee's former substantive position or employment details.

Types of variation

Relieving appointments

Relieving appointments may be a result of:

  • An employee being absent on leave or secondment;
  • A delay in a new appointee after the resignation of an employee;
  • The extended absence of an employee due to illness; or
  • An employee undertaking a project or planned staff development exercise in the absence of the substantive appointee.

Relieving arrangements are intended to be temporary and of short duration. They should not be used in lieu of filling substantive positions.

Employees will be paid a relieving allowance at the minimum salary for the equivalent higher level position where the relieving period is a minimum period of five consecutive working days.

Where an employee is performing part of the duties of the higher level position, a pro-rata payment may be payable based on the percentage of duties being performed at the higher level.

Superannuation is payable on the relieving allowance. 

Incremental progression within a higher level salary band is payable after 12 months continuous service.

Relieving Appointments are to be made via the Employment Variation Form, with no further correspondence required. However a Position Description must be sent to the employee by their supervisor.

Variation in hours

Employees may request a variation in their hours of work on a temporary or continuing basis and should initially discuss their request with their supervisor.

The requirements of the workplace will be considered when evaluating a request.

Approval will only be given if the workplace will not be adversely affected by the changes proposed.

Where a permanent variation in hours is requested the Employment Variation Form can be used. In such cases the end date on the Variation Form should remain blank and the ‘Request for a Permanent Change In Hours’ check box should be marked.

Where there is to be an increase in hours, the Head of Work Unit is advised to seek funding approval.

The People Services team will confirm the altered working hours arrangements in writing to the employee.

Secondments

A secondment is commonly a temporary transfer to a vacant or new position in another work unit within the University. Secondments however may occur within the Work Unit. Secondments are generally initiated when an employee has been the successful applicant of an internal recruitment process but may also arise from informal selection processes.

Prior to a selection or appointment process being undertaken, the role being filled must be appropriately classified. Where the secondment is tied to a higher salary range, incremental progression within a higher-level salary range will be payable after 12 months continuous service. 

Before applying for an internally advertised position, employees should discuss their intentions with their supervisors.

If successful, secondment arrangements including the possible requirement to relinquish the right of return to a substantive position at the end of the secondment period will be negotiated through People and Culture  and the work units.

The People and Culture team will confirm the secondment arrangements in writing to the employee, accompanied with a position description.

Additional responsibilities

Additional responsibilities allowances may be paid on a temporary basis where it is recognised and approved by the Head of Work Unit that an employee is performing specific duties associated with a higher-level classification for a defined period of time.

Additional responsibilities should only be temporary in nature and should not be extended.

Additional responsibilities allowances must be assessed and approved by the Director People Partnering and Services prior to the employee’s acknowledgement and acceptance.

The People and Culture team will confirm the additional responsibilities arrangements in writing to the employee, accompanied with a statement of the additional duties being undertaken.

Effect on entitlements

Employees working less than full-time will be paid on a proportionate basis to a full-time employee of the same classification and salary step for the period of the variation and will also accrue leave entitlements on a pro-rata basis.

Employees should contact their superannuation fund to discuss any implications the variation will have on their superannuation contributions and entitlements.

Procedures

For any of the above employment variations activities, supervisors, in consultation with Heads of Work Unit, should complete the Temporary employment variation form.

To ensure a smooth and timely process, Supervisor must submit Employment Variation Forms well before the intended start date of any variation. This allows sufficient time for approvals, payroll adjustments, and system updates, ensuring employees receive accurate pay and conditions from the commencement of their variation.

For additional responsibilities requests, the Employment Variation Form must be sent to the Director People Partnering and Services via hradvisor@scu.edu.au, prior to the employee confirming their acceptance and acknowledgement. Once approved, the Director, People Partnering and Services will forward the form to the Head of Work Unit for their approval.

Variations must be approved in accordance with the Delegations Schedule.

Once all approvers and the employee has signed the form, forward to the form to the Work Unit’s People and Culture Business Advisor via hradvisor@scu.edu.au.