Here is part 2 on our series on creating employee contract templates. This part of the series will guide you through drafting the hours of work agreement up to the termination of an employee’s contract.
4. Draft the hours of work agreement as mentioned in the employment contract.
An Hours of Work agreement is essential for part-time employment contracts. Have your new hire fill out their name, position, agreed hours, breaks and total hours.
The new employee and their manager need to sign off on this agreement to start the employment contract.
There are still 3 steps in this list. HR needs to have every part of an employment contract prepared for new and existing employees.
5. Prepare variation of employment contract templates to offer employees in the future.
Employee working situations change over time. Prepared HR departments will have employment contracts for all occasions. Be sure to have your roster forms, timesheet templates, full-time hours of work variation forms and part-time variation employment contracts ready.
Forms similar to the hours of work agreement mentioned above can be used here. A similar process needs to be followed too: have the employee write down their change in hours, have them and their manager sign off on the new agreement, have the signed and filled out form sent back to HR and implement the changes into the system.
All that’s left is to prepare offboarding process for leaving employees.
6. Create a termination of employment letter for leaving employees.
There’s a number of termination letters you need to have prepared. The Fair Work Australia website has templates for leaving employees, serious misconduct and redundancy.
Notice needs to be given for compliant termination, whether the decision is being made by the employer or the employee.
The reason for the termination must be provided. Previous written warnings must be included if the termination is for unsatisfactory performance.
Similar to the original letter of engagement, a termination letter must include similar information. A termination letter must also include meeting conducted prior to termination, names of others at the meetings, advice given to the employee, number of official warnings, dates of warnings, reasons for termination, notice period and date of termination of employment.
A prepared HR department will have all of these forms ready for new employees. These documents prepare HR for every part of the employment lifecycle.
Managing up to 40 documents can be difficult. That’s why an automation system makes onboarding and offboarding new employees so much easier.
7. Manage your employment contract templates in the cloud for faster employee onboarding.
A cloud-based onboarding and offboarding program such as HROnboard manages all of these steps for you.
Condense these 40 forms down to one template that you can fill out with fields and checkboxes. Email forms to new employees and have new employees to email completed forms back.
The relevant departments can be notified of new hires. This allows other departments to prepare induction programs and uniforms. Forms such as tax file declarations and superannuation can be completed online before the new hire’s first day. This makes new hires feel like a productive part of the team on their first day.
Changes to employment contracts can be emailed and completed online. A change in hours or even a shift from part-time to full-time can be completed electronically in a paperless system.
Employment contracts can be stored online. Both employers and employees can login to their own portals to review their offers at any time.