Requesting a new agreement or variation to condition letters, and sending to your employee

Contents

Overview

Step by step instructions - requesting documentation

How to request a variation (change to terms) letter

How to request an updated employment agreement

How to request a pay increase letter

How to request a pay increase letter - instant and customised

How to request a change to position letter

Step by step instructions - how to send a document to your employee to accept the letter

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Overview

With MyHR, it's easy for managers to seek advice and support for employee related situations across an employee's lifecycle. Our team can give guidance and prepare best practice documentation for a range of scenarios.

To view the types of support available, log into MyHR and go to HR Services on the left-side navigation menu.

Within HR Services, you’ll find two main tabs.

• The HR Services tab contains links to forms for a range of employee documentation requests, complemented by a search bar for easy navigation. Forms are arranged according to the employee lifecycle for added clarity.
• The Request management tab provides a summary of active and inactive requests that you have access to (based on your departmental permissions). You can search by employee name or request type, and can see whether a request is with MyHR for review, or ready for you.

Submitting a request under an employee's profile:

You can go to your employee's profile under the people in the left-side navigation menu. From there, you can go to the HR requests tab and create a request. The options available to you, will be the same as under the HR Services tab.

Service Leave Agreements (SLAs)/turn around times

• Standard turnaround timeframes are provided below for the different request types. MyHR support hours are Monday to Friday, 9am – 5pm.
• Missing information may result in extended turnaround. When completing a request form, please provide comprehensive information; the more details you include, the faster our team can deliver the support you need.
• Should any information be missing, or if further clarification is required, our team will reach out to you via the Ask Us chat feature.

Step by step instructions - requesting documentation

How to request a variation (change to terms) letter

Variation to terms of employment documents available within HR Services include an updated agreement, pay increase letter, change to position letter, an extension to a fixed term agreement end date, a secondment, or changes to start date, location, hours of work, or reporting line.

1. Log into MyHR and select HR Services.
2. To narrow down the menu, you can use the filters above the list (e.g. Change to terms), or select All to view all available options.
3. Choose the appropriate support option.
4. Select the employee for whom you require support.
5. Complete the form with all relevant information.
6. This submission will prompt the MyHR team to create your requested documentation. If further information is required, the MyHR team will contact you via the Ask Us feature.

How to request an updated employment agreement/contract

If you are making multiple changes to terms of employment, or if there have been legislative changes since the employee's most recent agreement/contract, an updated agreement may be more effective. 

1. Log into MyHR and select HR Services
2. Select Update agreement/contract and select the employee for whom you would like an updated employment agreement/contract for.
3. Select Next. 
4. The form is prepopulated with the information previously provided. Review the form and update all relevant fields. 
5. This submission will prompt the MyHR team to create your requested documentation. If further information is required, the MyHR team will contact you via the Ask Us feature.

Note

• The Start date field is the employee's original start date, or their first day of work.

• The Agreement start date is the effective date of the proposed changes. 

How to request a pay increase letter 

1. Log into MyHR and select HR Services.
2. Select Pay increase and select the employee for whom you would like a pay increase letter for.
3. Select Next.
4. Complete the form with all relevant information and select Submit.
5. This submission will prompt the MyHR team to create your requested documentation. If further information is required, the MyHR team will contact you via the Ask Us feature.

How to request a pay increase letter  - instant & customised

If your account is eligible, you can customise your pay increase letter in MyHR, generate it instantly, and send it to your employee for digital acceptance.

1. Log into MyHR and select HR Services.
2. Select Pay increase and select the employee for whom you would like a pay increase letter for.
3. Select Next.
4. Enter the new salary/hourly rate and effective date.
5. In the Document Content section you can edit MyHR's recommended pay increase letter template. Update the document content to add a personalised message or match your own style, or leave as is.
6. You can add your electronic signature by selecting the Add signature button in the toolbar.
7. View a draft by selecting Document preview (optional).
8. Select Generate document.

The pay increase letter is saved to an Additionals folder on the employee's profile. This folder is not visible to the employee. You can download and manually share the letter with your employee, or use our digital document acceptance feature to share via the MyHR platform.

Note: If you don't yet have access to this feature, contact customer@myhr.works if you would like to check you eligibility.

How to request a change to position letter

1. Log into MyHR and select HR Services.
2. Select Change to position and select the employee for whom you would like a change to position letter for.
3. Select Next.
4. Complete the Basic Information form with all relevant information, and select Next.
5. Under Job details form, select how you would like to add the job description:
   1. Update current job
   2. Create a new job in your library
   3. Choose from your job library
6. Make any necessary edits to the Job Description and select Next.
7. Under the Finalise form you can provide additional information or confirm whether the employee has already agreed to the change.
8. Select Submit.
9. This submission will prompt the MyHR team to create your requested documentation. If further information is required, the MyHR team will contact you via the Ask Us feature.

Step by step instructions - how to send a document to your employee to accept the variation letter

1. If you haven't already received your instant doc, you will receive a notification email when the variation document is ready for you to view.
   1. Preview the PDF or download it. If you have changes you would like made, let us know via chat.
   2. If you are happy with the letter and would like to send it to your team member digitally, select Request acceptance to move a copy of the letter into a folder that your employee has access to, and to send them an email request to digitally accept the variation letter.
      
      
2. Select the folder you would a copy of the letter created in, or click on New to create a new folder.
   
3. Once you have picked the folder, select Save here.
   
4. The letter will be copied to the location, and your team member will receive a notification to ask them to accept the variation letter.
   
5. You can view the status of the document from the current folder or from the file that your employee has access to.
   
6. Your employee will log into MyHR, view the letter, and confirm that they accept the variation letter by selecting View and accept.
   
   
7. Your employee can preview the letter or download a copy to view. To accept the variation letter, they will select Yes, I have read and accept this document and then select Accept. You'll be able to see the date stamp of when the employee accepted the file from the preview or from MyHR's document acceptance report.