Important service provision information for the 2015/2016 Christmas close-down period - Corporate Services

Published: Monday 14th December 2015

Message from Chief Operating Officer and Deputy Vice-Chancellor (Corporate Services) Dr Stephen Weller: With the 2015 Christmas close-down period approaching, the following information provides advice of service provision during this time by Corporate Services.

OFFICE OF CHIEF OPERATING OFFICER

The Office of the Chief Operating Officer will close at 5pm Friday 19 December 2015 and re-open on Monday 4 January 2016.

Dr Stephen Weller will be on leave from Thursday 17 December 2015 to Monday 11 January 2016. Kathryn Blyth, Academic Registrar and Director, Student Administration, will be acting Chief Operating Officer during this period.

FINANCE

The NSW Finance office will close at 3pm on Wednesday 23 December 2015 and re-open on Monday 4 January 2016. The VIC and QLD Finance Offices will close at 3pm on Thursday 24 December 2015 and re-open on Monday 4 January 2016.

GOVERNANCE (INCLUDES SECRETARIAT AND GENERAL COUNSEL)

The Governance office and Office of General Counsel (OGC) will close at 3pm on Wednesday 23 December 2015. OGC will re-open on Monday 4 January 2016 with a small number of staff and both offices will be back to business on Monday, 11 January 2016.

Please make sure that any item for review by OGC or signing by an ACU Director or the Chief Operating Officer is lodged with OGC as soon as possible.

HUMAN RESOURCES

Human Resources (HR) will be closed from Thursday 24 December 2015 to Friday 1 January 2016 in NSW and from Friday 25 December 2015 to Friday 1 January 2016 in other states. HR in all states will re-open on Monday 4 January 2016. This closure has an impact on the timing of some salary payments and associated pay processing deadlines. The closure and the Christmas/New Year period also needs to be considered in the context of Managers and Supervisors effectively managing any recruitment activity leading up to and during this period.

Recruitment

With colleagues taking leave, it’s a challenging time to coordinate selection committees and administrative support. Also, with the external candidate market tending to ‘slow down’ from early December to the end of January, attracting and engaging suitable candidates for ACU’s employment opportunities can also be difficult.

The Recruitment Services team in Human Resources can assist Managers and Supervisors to find the best candidate for your role however to ensure an effective and successful recruitment and selection process they do require sufficient time. For the team to both deliver a timely offer to a future staff member and receive confirmation of acceptance of offer prior to Christmas, ideally all required approved offer documentation should be with Recruitment Services by Monday 14 December 2015.

If you would like to discuss your recruitment planning and needs please contact Recruitment Services by initially emailing recruitment@acu.edu.au.

Payroll Processing Deadlines – changes for December/January

Due to the University closure, there is a need to adjust the normal deadlines for the submission of salary payment documentation, such as casual staff time sheets and other salary claim forms. To enable timely salary payment over the Christmas period, it is important that all staff and supervisors are aware of the following deadlines.

Deadlines for salary payments in December/January:

Pay Period Ending

Deadline

Salary Payment Date

Friday 18 December 2015

5pm Tuesday 15 December 2015

Wednesday 23 December 2015

Friday 1 January 2016

5pm Monday 21 December 2015

Wednesday 6 January 2016

Due to the compression of the normal salary payments and associated work together with the processing of termination payments prior to the University closedown, it will not be possible to process claims received after the published deadlines, nor process any requests for manual payments.

Your Salary Payments – changes in December/January

Pay Period Ending

Salary Payment Date

Friday 18 December 2015

Wednesday 23 December 2015

Annual Leave Loading 2015 (for eligible staff)

Wednesday 23 December 2015

Terminations and contract end payments (up to Friday 18 December 2015)

Thursday 24 December 2015

Friday 1 January 2016

Wednesday 6 January 2016

Terminations and contract end payments (up to Friday 1 January 2015)

Saturday 9 January 2016

Friday 15 January 2016

Wednesday 20 January 2015

Please note that any salary increments, promotions or commencement of higher duties that fall due in the first pay period in January 2016, and any commencement of employment documentation and/or variations of employment acceptances received after Monday 21 December 2015, will be processed in the second pay period in January 2016 i.e. fortnight ending Friday 15 January 2016 and paid on Wednesday 20 January 2015 including any necessary back pay.

INFORMATION TECHNOLOGY (IT)

The National Service Desk be available from 11am to 3pm AESDT on Tuesday 29 December, Wednesday 30 December and Thursday 31 December. It will be otherwise be closed from 3pm on Thursday 24 December until 4 January 2016.

Please Note: All calls to the Service Desk during these times will need to dial the full telephone number including the QLD area code (07) 3623 7272.

INFRASTRUCTURE

The Office of the Executive Director Infrastructure will close at 5pm Wednesday 23 December 2015 and re-open on Monday 4 January 2016.

MARKETING AND EXTERNAL RELATIONS (MER)

The NSW MER office will close from 5pm on Wednesday 23 December 2015 and re-open on Monday 4 January 2016. The remaining MER offices will close from 5pm Thursday 24 December 2015 and re-open on Monday 4 January 2016.

OFFICE OF PLANNING & STRATEGIC MANAGEMENT (OPSM)

OPSM will close at 12pm on Wednesday 23 December 2015 and re-open on Monday 4 January 2016.

PROPERTIES

The North Sydney Properties office will close at 5pm on Wednesday 23 December 2015 and re-open on Monday 4 January 2016. All other Properties offices will close at 3pm on Thursday 24 December and re-open on Monday 4 January 2016.

For all emergencies, access needs or assistance through the Christmas shut down period contact the ACU National Security Centre on 1300 729 452 or x8888. The National Security Centre is equipped with trained personnel who have relevant contact details to assist and support with any issues on campus in this period.

STUDENT ADMINISTRATION

Student Administration services in all states will close at 1pm on Thursday 24 December 2015 and re-open on Monday 4 January 2016.

On behalf of all staff within Corporate Services, I wish the University community a very Merry Christmas and a Happy New Year.

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