Requesting a variation letter and sending to your employee

Overview

With MyHR, it's easy for managers to seek advice and support for employee related situations across an employees 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.

How to request a variation letter

1. Log into MyHR and select HR Services.
2. To narrow down the menu, you can use the filters above the list (e.g. Employee issues), 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 send a request to your employee to accept the letter

1. If you haven't already received your instant doc, you will receive a notification email when the pay increase letter 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.