| No |
Document Name |
Use to ... |
00 |
Using the Employment Documentation
Kit Procedure
|
Work with your kit contents, including saving files for each team member and working with the documents.
This is your starting point.
|
| 01 |
Employment Relations and Holidays
Act Checklist
|
Check your existing systems comply with the law, and that your managers and team members understand the changes.
|
| 02 |
Employee Personal File Checklist |
Check that relevant documents are in place on an employee's file.
|
| 03 |
Employee Personal File Tabs
|
Organise each employee's personal file.
|
| 04 |
Team Member Handbook |
Create your own guide with key information for new/existing team members about your policies and expectations of team members.
|
|
Recruitment |
05 |
Position Analysis Form |
Analyse what is involved in a position - this will help in developing the position description.
|
| 06 |
Position Description Form |
Create a position description, which lists skills, experience and other requirements.
|
| 07 |
Reference Check Form
|
Record details of your reference checks when recruiting.
|
| 08 |
Offer of Employment Letter |
Formally advise the successful applicant of the offer of employment and start date.
|
| 09 |
Unsuccessful Applicant Letter |
Advise other applicants that they have been unsuccessful in their application for a position.
|
|
Induction |
10 |
Pre-Induction Checklist |
Make sure all the necessary items and equipment are in place before the new team member starts.
|
| 11 |
Induction Itinerary and Checklists |
Plan itinerary for the initial day(s) and check that relevant tasks have been completed as part of the employee's induction.
|
| 12 |
New Team Member Form
|
Record team member's contact details, bank details, etc.
|
| 13 |
Team Member Change of Details Form |
Record changes to team member's details.
|
| 14 |
KiwiSaver - Formal Acknowledgement Form
|
Record team member's decision to opt in or opt out of KiwiSaver.
|
| 15 |
KiwiSaver - Employee Information Summary Form
|
Record team member's decisions to opt in or out of KiwiSaver and any employee contributions made.
|
| 16 |
KiwiSaver - Letter Confirming
Continuation
|
Confirm to team member that they have opted to continue KiwiSaver.
|
| 17 |
KiwiSaver - Letter Confirming Opt Out
|
Confirm to team member that they have opted out of KiwiSaver. |
|
Trial/Probation |
18 |
Trial and Probation Guide |
Provide key information to you about trial and probation periods.
|
| 19 |
Review Form - Week 4
|
Review team member's performance at the 4 week point.
|
| 20 |
Review Form - Week 8
|
Review team member's performance at the 8 week point.
|
| 21 |
Review Form - week 12
|
Review team member's performance at the 12 week point.
|
| 22 |
Employment - Letter Confirming
Position |
Confirm appointment upon successful completion of probationary period.
|
|
Remuneration |
23 |
Salary Review Form |
Record outcome of salary review and details of increase if relevant.
|
| 24 |
Salary Document of Variation Form
|
Record change in remuneration paid to team member. |
| 25 |
Remuneration Benefits |
Record benefits such as health insurance, vehicle, commission and pension paid to team member.
|
| 26 |
Employee Expense Reimbursement
Claim
|
Claim expense reimbursement. |
|
Employment History and Skills Record |
27 |
Employment History with Current Firm
|
Record team member's employment history with current firm. |
| 28 |
Employment History Prior to Current
Firm
|
Record team member's employment history prior to them joining current firm.
|
| 29 |
Skills and Qualifications Record
|
Record employees skills and qualifications. |
|
Training and Development |
30 |
Training and Seminars Planner
|
Plan training and seminars for team using a calendar.
|
| 31 |
Training Record
|
Record training attended by individual team members.
|
| 32 |
Course Request Form |
Request a training course or seminar for a team member or a team.
|
| 33 |
Course Review Form |
Record individual's comments on a course or seminar attended.
|
|
Career Development / Performance Appraisal |
34 |
Career Development Form |
Complete (by team members and reviewers) as part of performance appraisal / career development.
|
| 35 |
Career Development - Supervisor Evaluation of Team Member
|
Complete (by supervisor) prior to career development / performance review.
|
| 36 |
Career Development Action Form |
Record action items determined during the career development process.
|
| 37 |
Career Development Review Salary
Letter |
Confirm salary increase as a result of career development / performance management review.
|
|
Leave and Sick Leave |
38 |
Annual Leave Planner
|
Plan annual leave for team using a calendar.
|
| 39 |
Application for Leave
|
Apply for any leave (annual, sick, bereavement, etc).
|
| 40 |
Holidays Cash Up Request
|
Request to cash up annual holidays.
|
| 41 |
Transfer of Public Holidays Request
|
Request and agree a transfer of a public holiday.
|
| 42 |
Absence and Lateness Record |
Record a team member's sick leave and lateness and deductions from pay (if applicable).
|
|
Grievance |
43 |
Grievance Form |
Record a grievance and the agreed solution.
|
|
Resignation and Termination |
44 |
Acceptance of Resignation Letter |
Advise team member of formal acceptance of their resignation.
|
| 45 |
Termination of Employment Letter
|
Confirm termination of employment, listing the reasons.
|
| 46 |
Employee Leaving Checklist |
Check that items are returned, paperwork is provided and security changes are considered.
|
|
Other |
47 |
Response to request for union
access to the workplace |
Formally respond to a request from a union to gain access to the workplace.
|