Manager Approvals
Summary of HR delegations and
Monash HR systems
Introduction
This document lists a range of staff activities and identifies the delegation and mechanism for approving the activity.
Monash HR is in the process of automating our transactional activities and as a result new systems and a number of new
processes have been developed. This document has been prepared to acknowledge that it can be challenging for managers
to keep up with what they are required to approve and through which automated system or process. The intention is that this
guide can be a quick and ready reference for managers on their responsibilities.
The approval delegations listed here relate to deans or divisional directors, heads of unit and supervisors. A full listing of all
staffing delegations (including senior management approvals) is included in the HR Authorities and Delegations Register.
Further information on each process is available through the relevant HR policy or procedure accessible on the Workplace
Policies and Procedures webpage.
Definitions
Dean or Divisional Director: means the dean of the faculty or director of the division (or equivalent) or his or her nominee
in any case where the dean or director has formally nominated a person to act as his or her nominee for the purpose.
Head of unit: is the head of an academic or organisational work unit, for example head of school, head of department or
where applicable, a person acting as his or her nominee.
Supervisor: means the person who is responsible for the supervision of staff member(s) and in most cases this will be the
immediate line manager.
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Monash HR Systems
The three Monash HR systems that you will be required to authorise actions in are as follows.
ESS: is the University’s online Employee Self Service system which provides staff members with easy and private access to personal
and current employment information held by the University. It is connected to the University’s payroll system and is used for managing
staff information, issuing pay slips, leave approvals, casual/sessional timesheet approvals and managing the renewal of fixed-term
contracts.
PDO: is Performance Development Online, an online performance planning and review tool that supports the University’s performance
development process.
REX: is Recruitment Express - the University's online recruitment system, which administers requests to advertise, selections and
appointments and generates employment contracts.
All of these systems are linked through to the University’s payroll system, SAP.
In most circumstances, you will receive an email notification of the action required.
• Manager’s
Email Inbox
Email
notification
Monash HR
system
• ESS
• PDO
• Rex
SAP Payroll
System
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Recruitment
Action
Scope
Delegated
Authority
Monash
System
Notification or
action
Requesting recruitment for a new or
vacant position
Academic staff (A to D)
Professional staff (HEW 1 to 9)
Dean or Divisional
Director
REX
Enter information directly
into Job Request screen in
REX.
Approval to advertise a new or vacant
position
Academic staff (A to D)
Professional staff (HEW 1 to 9)
Dean (or PVC
Gippsland in
consultation with the
Dean) or Divisional
Director
REX
Notification email from “Job
approval”. Reminders from
“hr-jobs”.
Selection of successful candidate
Head of School/ Department
Deputy Head of School/Department
Academic staff - level E
(recommendation to the Provost and
Vice-Chancellor)
Academic staff (A to D)
Professional staff (HEW 1 to 9)
Dean or Divisional
Director
Direct appointments
Academic staff (fixed-term level A to
C) - for approval
Dean or Divisional
Director
All other direct appointments – for
endorsement only
Follow the instructions in
the email.
Advise HR Business
Partner of preferred
candidate by email.
REX
Notification email from “Job
approval”. Reminders from
“hr-jobs”.
Follow the instructions in
the email.
Approval of relocation or removal costs
for incoming staff
All staff
Dean or Divisional
Director
Liaise directly with HR
Business Partner.
Requesting a temporary staff member
Temporary appointments
Dean or Divisional
Director
Authorise on
recommendation of head of
unit.
4
Casuals or sessionals
Action
Scope
Delegated
Authority
Monash
System
Notification or action
Requesting a casual or sessional
position/s be filled
Casual or sessional staff
Head of unit
REX
Enter information directly into
Job Request screen in REX.
Approval to advertise a new or
vacant position
Casual or sessional staff
Head of unit
REX
Notification email from “Job
approval”. Reminders from “hrjobs”.
Follow the instructions in the
email.
Selection of successful candidate
Casual or sessional staff
Head of unit
Approval of casual/sessional
timesheets – confirmation of
hours worked
Casual or sessional staff
Supervisor
Advise HR Business Partner of
preferred candidate by email.
ESS
Notification email from
“Timesheet”.
Follow the instructions in the
email.
Approval of casual/sessional
timesheets – confirmation of
expenditure
Casual or sessional staff
Head of unit (or
person with authority
to approve
expenditure)
ESS
Notification email from
“Timesheet”.
Follow the instructions in the
email.
5
Adjunct or honorary appointments
Action
Scope
Delegated
Authority
Monash
System
Notification or action
Nomination of an adjunct position
Adjuncts (A to E)
Head of unit
REX
Enter information directly into
Job Request screen in REX
and attach Adjunct
Appointment Nomination Form.
Approval or endorsement of an
adjunct position
Adjuncts (A to D) (for
approval)
Dean
REX
Notification email from “Job
approval”. Reminders from “hrjobs”.
Adjuncts (E)
(recommendation to the
Provost and Vice-Chancellor)
Follow the instructions in the
email.
Renewal of an adjunct position
Adjuncts (A to E)
Dean
-
Currently a manual process
coordinated by the HR
Business Partner
Termination of an unpaid adjunct
appointment
Adjuncts (A to E)
Dean
-
Liaise with HR Business
Partner
Approval for moving from an
unpaid adjunct appointment to
paid adjunct appointment < 0.2
fraction
Adjuncts (A to E)
Dean
REX
Notification email from “Job
approval”.
Nomination of an honorary
(professional staff) position
Honoraries (professional
staff)
Head of unit
REX
Enter information directly into
Job Request screen in REX.
Approval of an honorary
(professional staff) position
Honoraries (professional
staff)
Dean (Faculties) or
Executive Director,
Monash HR
(Divisions)
REX
Notification email from “Job
approval”.
Follow the instructions in the
email.
Follow the instructions in the
email.
6
Probation and confirmation of appointment
Action
Scope
Delegated
Authority
Monash
System
Notification or action
Conducting mandatory mid-year
performance review
Academic staff (A to D)
Supervisor
PDO
Email notification from
“PDO Support”.
Follow the instructions in
the email.
Recommendation to Appointment
Review Committee whether to
confirm, not confirm or extend
probation
Academic staff (A to D)
Head of unit
Authorise the staff
member’s Request for
Confirmation of
Appointment Form
Confirmation of appointment at
the completion of a probationary
period
Professional staff
Supervisor and head
of unit
HR Business Partner will
contact the supervisor as
the probation end date
approaches.
Renewal of fixed-term contracts
Action
Scope
Delegated
Authority
Monash
System
Notification or
action
Approval to renew a fixed-term
employment contract
All staff
Head of unit and
Dean
ESS
Notification email from
“Monash HR”. Follow the
instructions in the email.
Approval to not renew a fixedterm contract
All staff
Head of unit
ESS
Notification email from
“Monash HR”. Follow the
instructions in the email.
7
Leave approvals*
Action
Scope
Delegated
Authority
Monash System
Notification
mechanism
Approval of annual leave,
personal leave, pre-natal leave,
48/52 leave (and variants) and
conference leave
All staff
Supervisor
ESS
Notification email from
“Batch Account for
System Jobs”.
Access the Workflow
screen in ESS to
authorise.
Approval of compassionate leave
(up to 5 days)
All staff
Supervisor
Authorise an Application
for Leave Form
Approval of compassionate leave
(greater than 5 days), long
service leave and study leave
All staff
Dean or Divisional
Director
Authorise an Application
for Leave Form
Approval of parental leave
All staff
Dean or Divisional
Director
Authorise a Maternity
Leave Application Form
Approval of long service leave
All staff
Dean or Divisional
Director
Authorise an Application
for Leave Form
Approval to convert leave loading
to additional holidays
All staff
Supervisor
Authorise an Application
for Exchange of Annual
Leave for Extra Leave
Form
*Note: All other forms of leave require Executive Director (Monash HR) or senior management approval.
8
Performance development and increment payments
Action
Scope
Delegated
Authority
Monash
System
Notification
mechanism
Agree a staff member’s
performance plan at the start of
the performance planning cycle
All staff
Supervisor
PDO
Notification email from
“PDO Support”. Follow the
instructions in the email.
Conduct mid-cycle performance
review
Academic staff on probation
Supervisor
PDO
Notification email from
“PDO Support”. Follow the
instructions in the email.
Conduct end-of-year performance
review
All staff
Supervisor
PDO
Notification email from
“PDO Support”. Follow the
instructions in the email.
Acknowledge completion of the
performance planning and review
cycle
Academic staff
Head of unit
PDO
Notification email from
“PDO Support”. Follow the
instructions in the email.
Decision to withhold an increment
on the basis of unsatisfactory
performance
All staff
Head of unit
Liaise directly with HR
Business Partner.
Approving accelerated
increments
All staff
Dean or Divisional
Director
Liaise directly with HR
Business Partner.
9
Additional payments*
Action
Scope
Delegated
Authority
Monash System
Notification or
action
Endorsing an above engagement
profile payment
Academic staff at 1.0 fraction
Head of unit
Authorise a Personal
Activity – Above
Engagement Profile
Payment Request
Form.
Approving an above engagement
profile payment up to $15,000 in a
calendar year
Academic staff at 1.0 fraction
Dean
Authorise a Personal
Activity – Above
Engagement Profile
Payment Request
Form.
Approving allowances for higher
duties or special duties
Professional staff
(HEW1 to 9)
Dean or Divisional
Director
Authorise a Higher
Duties Allowance
Application Form.
Approval of overtime or additional
hours
Professional staff
Supervisor
Authorise a Additional
hours/ overtime sheet
*Note: All other additional payments require Executive Director (Monash HR) or senior management approval.
10
Variation of employment arrangements
Action
Scope
Delegated
Authority
Monash
System
Notification or
action
Translation of teaching and
research academic to an
education-focused role
Academic (A to E)
Dean
HR Business Partner will
provide as approval memo
for authorisation.
Approval of change to
employment fraction
All staff
Dean or Divisional
Director
Authorise a Work
Schedule and Change to
Fraction Form
Approval of flexible working hours
All staff
Supervisor
Agree directly with the
staff member.
Endorsement of a home-based
work arrangement
Professional staff
Supervisor and
Dean/Divisional
Director
Authorise a Home-based
Work Agreement
(currently under review).
(requires Executive
Director, Monash
HR approval)
Approval of a voluntary reduced
working year arrangement
All staff
Dean or Divisional
Director
Authorise a Voluntary
Reduced Working Year
Scheme Application Form
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Other
Action
Scope
Delegated
Authority
Monash
System
Notification or
action
Authorisation of paid outside work
All staff
Dean or Divisional
Director
Authorise a Paid Outside
Work Disclosure and
Approval Form
Approval of a job share
arrangement
Professional staff
Head of unit
Liaise directly with HR
Business Partner.
Approval of staff study support
Continuing and fixed-tern
staff
Dean or Divisional
Director
Authorise a Staff Study
Support Program Form
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