HR Administration Forms
All Human Resources Administration Forms are available below. These forms are to be submitted to:
Human Resources Department, Mail H14, Fax no. 9214 8565.
 Fixed Term/Ongoing Staff Appointment, Contract, and Variation Forms.
Request to Advertise
To notify HR of a vacancy of an existing position or the creation of a new position for which internal and/or external advertising in necessary.
Request to Advertise: online form and approval workflow - contact HR Coordinator
The Request to Advertise is available on the eRecruitment System as an electronic form and authorisation. To setup the workflow - as follows - contact your HR Coordinator:
- The manager receives an email notification that the request to advertise is on the system and completes the form
- An email notiifcation is sent to Head of Management Unit (and next level if required) that the request to advertise requires approval on the system and once approved is
- Sent to HR, where is is used to automatically complete the position information for advertising, reducing the processing time required to meet the advertising deadline.
Position Description
Use the Position Designer to develop a position description and email to the HR Coordinator for advertising.
A1. Request to Advertise: paper form
 For completion in Word  For hand written completion
 A2. Request to Appoint
To authorise a new or subsequent offer of employment to a prospective or current employee. HR will send a letter of offer to the person based on the details provided on the A2 - Request to Appoint. All offers of employment must be in accordance with the Appointment Policy.
For completion in Word For hand written completion
A3. Request to Vary Employment
To authorise a higher duties allowance, a time fraction change, a salary account code change, or any other variation to salary or position details for an existing contract.
For completion in Word For hand written completion
A4. Request to Reclassify (General Staff Only)
To request to reclassify a General Staff Position to be lodged with your HR Consultant by the Classification Committee Deadlines.
For completion in Word
For hand written completion
A6. TAFE Teacher Eligibility for Above Entitlement Salary
To establish eligibility based on teaching and vocational qualifications, approved teaching and industrial experience for an agreed salary for appointees to TAFE Teacher positions. This form must be accompanied by the A2 Request to Appoint form.
For completion in Word For hand written completion
A7. Application for Employment
To be completed by an applicant prior to appointment where the position has not been advertised through the normal Swinburne advertising process.
For completion in Word For hand written completion
A8. Request for Conferral of Adjunct, Visiting and Associate Titles
This form should be used in accordance with Regulation 18 for the conferral of an Adjunct, Visiting or Associate title. The form must be authorised by the nominating organisational unit’s Dean, then by the Deputy Vice-Chancellor (Higher Education) or Pro Vice-Chancellor (Research) before submission to the Vice-Chancellor.
For completion in Word For hand written completion
A9. Organisational Change
This form is to advise HR of the changes to the management reporting line, management unit and position details in accordance with an extensive management unit change. It is to be collected by HR to implement the change on the HR information system.
 For completion in Excel For hand written completion
A10. Request to Vary Computer Access
This form should be used when a new or current member of staff on the Swinburne payroll requires access to a computer account (including e-mail address) outside the normal access policy provisions.
For completion in Word For hand written completion
Sessional Staff Commencement/Appointment Forms.
C2. Application For Sessional Academic Engagement
To appoint Higher Education Academic Sessional Staff.
For hand written completion
C3. Application for Sessional TAFE Teacher Engagement
The following information is to be provided by the person seeking sessional teaching engagements. Swinburne requires this information to contact the person to advise them of casual work available and to pay them for authorised casual duties completed.
For hand written completion
Payroll Deduction Forms.
D1. Super Pre-Tax Contributions
Please see the Superannuation page http://www.swinburne.edu.au/corporate/hr/super/ for these forms.
D2. Salary Packaging
To notify HR Administration if you wish to make a fortnightly pre-tax deduction as payment for fees for a swinburne Child Care Centre, Parking or Swinergy - Sport & Rec Membership.
For hand written completion
D6. Swinburne Chaplaincy Committee
This form is used to inform Human Resources of authorisation /cancellation of deductions to the Swinburne Chaplaincy Committee.
For hand written completion
Electronic Applications
Timesheet Loader Manual
Leave Administration Forms.
L1. Leave Application Form
NOTE: ALL LEAVE BOOKINGS MUST BE BOOKED ONLINE EXCEPT FOR THE FOLLOWING:
Leave Reversals
Long Service Leave on half pay
Maternity Leave
Leave without pay
FSG Trades staff
TAFE Teachers' Annual Leave
You can book online by clicking on this link and then logging into EWSS.
If special circumstances prevent you from accessing the online system, please discuss with the appropriate HR staff member prior to completeing a form.
For hand written completion
L2. Recognition of Prior Service
To obtain recognition of prior service for staff members who are transferring from an approved organisation. This form should be lodged with Human Resources within the first six (6) months of commencement, conditions apply.
For hand written completion
L6. Application for 48/52
To apply for the 48/52 week employment cycle.
For hand written completion
Payroll Administration Forms.
P1. Pay Method Advice Form
To inform Human Resources of changes to your banking details or to add another account. All staff have their salary paid directly into their bank account.
For hand written completion
P2. Staff Photo ID Application Form
To obtain a staff ID card, please follow the instructions on the form
For hand written completion
P3. Roster Details (part time staff only)
For part time staff to inform Human Resource of roster changes.
For completion in Excel (will help with hour calculations) For hand written completion
P4. Change of Personal Information
To notify HR Administration to a new staff member's address and changes to existing staff member's name and/or address. Please note that for name changes, a certified copy of relevant documentation (eg marriage certificate) must be provided. PLEASE NOTE THAT CHANGE OF ADDRESS/EMERGENCY CONTACTS CAN BE MADE ONLINE VIA THE EMPLOYEE WEB SELF SERVICE.
For hand written completion
P5. Employee Records Access Request Form
In accordance with the Privacy Act, this form must be completed by staff members prior to Human Resources supplying or confirming any details about a Swinburne employee for credit approval.
For hand written completion
P6. Scholarship New Starter/Variation
This form is used to inform payroll to commence paying a scholarship, and variations to a scholarship within the University.
For hand written completion
P7. Authorise Signatories Notification
This form is for informing the Human Resources, Administration area with notification of who is authorised to sign timesheets, leave, etc for the cost code listed.
For hand written completion
P8. Exit Checklist
Where an employee is ceasing work with Swinburne University (eg. resigned, retired or contract expiration) this checklist must be completed by the relevant manager prior to the departing employee’s last day and returned to Human Resources.
For hand written completion
P9. Swinburne Employee Exit Survey
The Swinburne Employee Exit Survey can be completed by employees upon exiting the University. Completion of this survey is optional however employees are encouraged to respond as the results will provide Swinburne with useful information for improving the quality of the University as a workplace. Employees who complete the survey will remain anonymous.
P11. IBL Scholarship
This form is to be used to authorise payment of an IBL scholarship.
For hand written completion
P12. New Employee Personal Information
This form is to be used to inform Human Resources of your personal details, emergency contacts and roster (if part time staff).
For hand written completion
P13. Academic Visitor Photo ID Application Form
Complete this form to obtain a Visitor photo ID card (not to be used for casual agency staff)
For hand written completion
P14. Visitor Clearance
This form must be completed and returned to Human Resources in order for you to end date your visit on the Human Resources Database.
For hand written completion
Timesheets and Payment Claims.
T1.Timesheet General Staff Fixed Term/Ongoing
This form must be completed by General Fixed Term/Ongoing Swinburne employees, and signed by the relevant authorised signatory, to claim for overtime, shift allowance, or meal allowance.
For hand written completion
T2. Timesheet TAFE Teaching Staff Fixed Term/Ongoing
This form must be completed by TAFE Teaching Fixed Term/Ongoing Swinburne employees, and signed by the relevant authorised signatory, to claim for overtime, our of core hours, or meal allowance.
For hand written completion
T3. Timesheet Academic Staff Fixed Term/Ongoing
This form must be completed by Academic Fixed Term/Ongoing Swinburne employees, and signed by the relevant authorised signatory, to claim for work conducted in addition to an individual workload model.
For hand written completion
T4.Timesheet TAFE Teacher Sessional Staff
This form must be completed by Sessional TAFE Teachers employees, and signed by the relevant authorised signatory, to claim payment for all hours worked.
For hand written completion
T5.Timesheet Sessional Academic Staff
This form must be completed by Sessional Academics, and signed by the relevant authorised signatory, to claim payment for all hours worked.
For hand written completion
T6. PerDiem (Travel Allowance) Claim
This form must be completed to claim an allowance for interstate (including regional Victoria) and overseas travel. Please review the applicable rates prior to lodging this form. If you have traveled for more than 5 days you will need to complete a Travel Diary.
Please refer to Swinburne's Travel website for the form
T7. Staff Reimbursement Form
This form must be completed by Swinburne employees, and signed by the relevant authorised signatory to be reimbursed for work related expenses.
For hand written completion
T8. Travel Claim (Private Vehicle Use)
This form is used to claim travel for staff who use privately owned vehicles for traveling between the university's 6 campuses (Hawthorn, Lilydale, Prahran, Croydon, Wantirna and Healesville) on official business within the same day.
For hand written completion
T9. Additional Work (Home or Cross Management Unit Work)
Academic Staff Only. This form is used to seek approval prior to conducting any form of Home or Cross Management Unit Work as Additional Work.
For hand written completion
T10. Living Allowance
This form is only to be used by visiting researchers and professors from overseas.This claim is to be authorised by the claimant’s line manager, in accordance with the Delegation of Expenditure Authority Policy.
For hand written completion
T11. HCF Reimbursement Claim
This claim form is ONLY for HCF Reimbursements. Original receipts and proof of payment must be attached to this form.
For hand written completion
T12. Living Away From Home Declaration
This form is only to be used by Visiting Academics.
For hand written completion
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