Variation of Employment

Learn how to vary an employees agreement from document drafting to the final review.

In this lesson, we'll take you through the Variation process from start to finish:

1. Draft

2. Approval

3. Employee Approval

4. HR Review

5. Complete

1. Draft

In the draft stage, you can select the type of variation, fill in changing employment information, and remuneration. At the end of the draft stage, this information will be automatically populated into the draft offer letter and employee agreement if employment agreement option is selected.

There are five types of Variations to select from:

Variation Details

Once the employee and variation types are selected you can then add in the date that this variation will take effect from. At this stage you will also have the option of applying an End Date to this variation. The end date should be used when extending a Fixed Term contract term.

Employment Details

This section will pre populate from information loaded against the employees profile. Any missing fields will need to be populated at this point to ensure the employees records are complete. Any fields that are being changes as part of the Variation of Employment can be adjusted at this stage.

Notes: Probationary period should reflect "Not Applicable" unless the employee is taking on a new role and there is reasonable need to assess the employees skills.

If a variation is selected that does not require an employment agreement, the details in the check boxes will not populate into a new third schedule of an agreement when generate drafts is selected.

Working Hours and Remuneration Details:

This section will pre populate from information loaded against the employees profile. Any missing fields will need to be populated at this point to ensure the employees records are complete. Any fields that are being changes as part of the Variation of Employment can be adjusted at this stage.

Offer of Employment

In the Offer Letter section, you can select the date when the variation offer will expire, the Signatory, and using the dropdown, select one of the various offer letter templates. These include Letter of Variations and Change in Positions for both salaried and waged employees.

Below is a large window where your selected template for the offer letter is displayed. You can view and read the letter, which will dynamically populate employee information into the square brackets [ ] within the letter template.

Important: Any text within square brackets [ ] will be replaced when the letter is generated at the Draft Documents section of the Draft stage.

Draft Documents

Lastly, in the Draft Documents section, you can click the Generate Drafts button, which will automatically populate all the information into the draft documents for that variation type. Depending on the variation selected, there may be up to three documents that are populated, Variation letter, Employment Agreement and Position Description.

Once the documents have been generated, you can now click the Send for Approval button to proceed to the approval stage of the Variation Process.

2. Approval

In the approval stage the signatory who is responsible for approving the Variation of Employment can review all drafted variation details completed in the draft stage along with the documents that have been generated.

If any changes need to be made to the variation the Send Back button can be selected at the bottom of the screen. A window will appear asking for a reason before the process is sent back to the draft stage.

Using the Signature window, digitally write your signature and click the Generate Approved Agreement button to generate approved versions of the employee's Offer Letter and Employment Agreement.

Once the approved documents have been generated and the email notification template has been selected, you can now click the Send to Employee button to proceed to the Employee Approval stage of the process.

A notification email is automatically sent to the employee's email inbox once the Approval stage has been completed.

3. Employee Approval

In the employee approval stage, the employee has the opportunity to carefully examine the variation letter, employment agreement, and other relevant details that have been sent as part of the variation. They can provide their approval by signing the documents digitally using the Signature window.

If the employee does not agree to the variation the process can be sent back using the Send Back button located at the bottom of the page. A window will appear asking for a reason before the process is sent back to the Approval stage.

4. HR Review

The HR Review stage allows the creator of the draft process to have a final review of the variation documentation.

At the end of the HR Review stage, the process owner has an option of starting a task list using the dropdown box. If a task list is not required for the employee's variation, select the Not Required option from the dropdown.

5. Complete

Once all stakeholders have approved the employees' onboarding and you have finalised the onboarding tasks and emails within the chosen task list, click the Complete button to finish the onboarding process.

If you have any questions, please reach out to our team right here. We’re happy to help.

Quality check October 15, 2024