We’ve recently updated our People and Culture Employee Records Management Procedure including making changes to how paperwork related to your team members’ employment should be stored.
Importantly, these changes mean that documentation should no longer be sent to the HR Advice Line and People and Culture team at Kingston Centre.
We know that people management often involves a lot of paperwork so we’ve summarised below some of the guidelines for handling and storing employee-related documents:
- Variations and contracts are created in eRecruit. The Shared Services team will print a copy and place it on the employee file. There is no need for managers to send anything to Shared Services.
- Managers are responsible for providing employees with a copy of any contract variation.
- Scope of practice is recorded electronically in the eCredentialling system. Paper records are not required to be retained.
- Training records are recorded electronically in Chris21. Paper records are not required to be retained.
- Professional registrations are recorded electronically in Chris21. Paper records are not required to be retained.
- ‘Give me 5’ dates are to be uploaded onto ESS at least once a year. Paper records are not required to be retained.
- Requests for most leave types can be entered into Kronos directly. Paper records are not required to be retained.
- Applications for the following leave types should be submitted to Payroll Services using the Kronos Staff Leave Application Form:
- Long Service Leave
- Purchased Leave
- Annual Leave No Loading
- Four Clear Days Leave
- Leave Without Pay
- Sabbatical Leave
- Parental leave documents should be sent to the parental leave coordinator at parentalleave@monashhealth.org
The following documents are not to be sent to Shared Services but are kept locally by managers, either in hard or soft copy:
- Medical certificates, doctor’s reports, independent medical examination (IME) reports – only for the purposes of Fitness for Work and Return to Work purposes
- Statutory declarations
If you have sent employee documents to the People & Culture team/HR Advice Line via internal mail in the last 12 months, please email the HRAdvice Line at hradvice@monashhealth.org to arrange their return.
If you’re unsure where to send or store an employee-related document, you can read the People & Culture Employee Records Management Procedure and the People & Culture Probation Procedure available on PROMPT.
Approved by Karen Lowe