temporary & contractor essentials australia

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1 temporary & contractor essentials australia need to know Randstad temporary and contractor essentials pg 2 Who should I contact if I have a query about an upcoming assignment? Does Randstad have standards and protocols that I need to follow? need to know - money matters pg 3 How will my pay rates be decided? When do I need to complete Payroll and Taxation forms by? What do I need to know about completing manual timesheets? What do I need to know about completing e-time sheets? How can I manually claim expenses or disbursements? How can I claim e-time expense claims or disbursements? How and when will I receive payments? What do I need to know about superannuation? What is Randstad s Rewards program and how can I benefit from it? Does Randstad have a Customer Service Hotline that I can call about money matters? need to know - equal employment opportunity pg 8 What is Randstad s position on EEO? What are Randstad s fundamental EEO principles? What are the likely consequences of inappropriate behaviour? How are complaints investigated? Should I approach the client employer if I need to make a complaint? Is it acceptable to approach the person involved? What should I do if I can t approach the person involved? What happens next? Who should I contact to find out more? need to know - workplace health and safety pg 10 How does occupational health and safety affect me? What steps does Randstad take to prevent accidents and injuries at client sites? How can I take responsibility for my own safety in the workplace? Who should I contact if I have health and safety concerns at a client site? What are the client s responsibilities? Will I receive site specific inductions by client employers? What should I do if I suffer a workplace accident? Am I eligible for Worker s Compensation? What is Randstad s policy in relation to smoking and alcohol in the workplace? Who should I contact to find out more? 1 updated August 30 th 2011

2 welcome Welcome to Randstad, one of the world s leading staffing and HR services companies. In Australia, New Zealand and Singapore, Randstad has a network of offices providing a diverse range of work opportunities across the public and private sectors. Whether you are seeking temporary or contract work, there is a good chance we will be able to assist you. Throughout your association with Randstad, your Consultant will contact you to advise of current and upcoming positions. We are proactive in the job search process and actively market you to our clients for future positions. If your priorities or direction change with regard to temporary or contract work, please let us know. Our temporary & contractor essentials handbook has been designed to provide you with useful information you need to know when you are on a temporary or contract assignment with randstad. Should you have any queries about the information enclosed in the booklet, please do not hesitate to contact your Consultant to discuss. We are committed to providing you with a rewarding, safe and satisfying work experience - it s good to know you. need to know randstad temporary and contractor essentials who should i contact if i have a query about an upcoming assignment? Your consultant will brief you on each assignment prior to your commencement. If you have any queries feel free to raise these with your consultant. does Randstad have standards and protocols that i need to follow? Yes, we are focused on excellence and committed to fostering high levels of professionalism, so before you get started on an assignment it is important to familiarise yourself with our standards and protocols. 2 updated August 30 th 2011

3 Randstad expects you to respect the rights of others and to treat them fairly. Harassment of any kind is not acceptable and could result in the conclusion of an assignment. Similarly, should you find yourself in an uncomfortable situation, do not hesitate to contact your Consultant. When you enter different work environments you will be exposed to confidential or personal and sensitive information. Please ensure you keep all information confidential, even once your assignment has finished and do not breach your contract of service with Randstad and its clients. When accessing a client s computer network which includes , the internet and various software programmes, please remember they must be used for business purposes only and that confidentiality of passwords and information is paramount. The use of any systems for personal use or offensive / obscene material is unacceptable and may result in the conclusion of your assignment. Except in the case of an emergency, please make personal phone calls only during breaks. Leave mobile phones off and diverted to your voic during work hours. Be aware that all work places strictly enforce a non- smoking policy. Strive for success. Permanent opportunities often develop from temporary and contract assignments. If you encounter any difficulties or have a complaint, please address it with your consultant immediately rather than approaching the client. need to know money matters how will my pay rates be decided? Your hourly/daily rate will be agreed upon with your consultant prior to the beginning of each assignment. when do i need to complete payroll and taxation forms by? Payroll and Taxation forms (requiring your Tax File Number if applicable) must be completed at interview or prior to the commencement of a contract assignment. If your tax file declaration is not received within 14 days, your withholding tax rate will be charged to the highest tax bracket. 3 updated August 30 th 2011

4 If you are to be paid as a Company you must provide your Consultant with your Certificate of Currency, evidence of Insurances and Registration documents for a business or company name. See your Contract of Service Terms and Conditions or Independent Contractor Agreement for more information on what is required. what do i need to know about completing manual timesheets? You will be asked to submit a time sheet on a weekly basis during your assignment. A time sheet will be ed to you by your consultant for completion. At the end of each week please have your time sheet authorised by your supervisor/ manager and fax it to us on the number that is on the time sheet. When on assignment, we require your time sheet no later than the cut-off time stated on the time sheet. Time sheets must be signed by yourself and the client prior to your pay being released. In the event that the client representative is not available, please have your time sheet signed by another authorised representative. Alterations to your Friday finish time, or any weekend hours must be faxed through on an amended timesheet by the time stated on your timesheet. the do s and don ts of filling in your manual time sheet DO use black pen. Red and blue pen or pencil does not transmit clearly through the fax machine. DO complete the section titled Week Ending. The full week ending date (ie. Friday or Sunday s date) of the week that you are working must be inserted in this section. DO use block (capital) letters and write clearly / legibly. DO use a 24 hour clock to record your hours. DO only use hours and minutes when recording your work time. Do not use percentages/decimals. DO check that the Time Sheet is the right way up in the fax machine before transmission. DO insert one character (letter or number) per space. DO insert the time if you work less than 1 hour, for example 30 minutes. DO leave sections blank or use 00:00 if you have not worked a particular day. DO ALWAYS include your contractor ID number and Booking Number on the time sheet. DO ensure that the authoriser (client) has signed the time sheet before faxing. 4 updated August 30 th 2011

5 DO NOT put crosses through boxes or any sections of the time sheet. DO NOT insert the words AM or PM in the start and finish times. DO NOT continually re-fax, fax or photocopies of time sheets the clarity of information deteriorates making it difficult to read. Use a new Time Sheet each week you work for us. DO NOT use liquid paper or white out on Time Sheets. DO NOT write on the Time Sheet other than in the sections provided. what do i need to know about completing e-time sheets? Randstad s e-time sheeting system allows you to submit your time sheet via our website. This system, which removes the need to fax the time sheet, allows the whole process to be completed on-line. Once your time sheet is submitted and authorised, you will receive an notification that your time sheet has been received. Please ask your Consultant if e-time sheeting is available to you. When using e-time sheeting, please remember the following points: DO enter your hours using a 24 hour clock DO ensure that you are inserting the hours in the correct columns. DO check the address to ensure it is correct. DO confirm with the client that you can receive external s to receive confirmation of receipt of your time sheet. If you cannot, use your personal address or a suitable alternative. DO ensure that you submit your time sheet for each week by the time stated on your time sheet in order to avoid delays with your pay. how can i manually claim expenses or disbursements? In order to claim expenses or disbursements manually, a Randstad Expense Claim form must be completed, signed by the client authorised representative and faxed to the number stated on the time sheet along with accompanying receipts and tax invoices. The approved Expense Claim form can be obtained from your Consultant. 5 updated August 30 th 2011

6 how can i claim e-time expense claims or disbursements? If you are using e-time you will need to submit your expenses on your on-line time sheet each week. Receipts must be kept for each expense and a copy sent to both the client for approval and Randstad for our record by Monday of each week. Please ensure that the receipts you provide clearly state the date and the amount paid and match up with what you have submitted on e-time. If you are faxing through your receipts, please make use of the e-time Expense Claim cover sheet on which you must fill out your name and which time sheet the expenses relate to. Your Employee ID number and Booking number must be stated on each page of the e-time Expense Claim cover sheet and receipts. If you have not received a copy of this, please contact your consultant. how and when will i receive payments? Payment will be made by electronic funds transfer (EFT) into your bank account following the receipt of your time sheet. A Pay Advise or Recipient Created Tax Invoice (RCTI) detailing your rate of pay and gross wage will be sent to your home address or ed to your nominated address. what do i need to know about superannuation? Randstad makes a contribution of the applicable State Guarantee Levy to a superannuation fund on all ordinary time earnings, when you earn more than $450 (gross) in any one month. With the introduction of Super User Choice effective 1 July 2005, you are now able to select the superannuation fund that your employer contributions are remitted to. You will receive a Standard Choice form within 28 days of your first salary payment from Randstad or within 28 days from the date you request one. You are able to nominate your own superannuation fund by completing this form and returning it to the nominated address on the Super User Choice form. In addition to the completed Standard Choice form you will also need to provide us with the following: The full name and contact details of the fund; The account name in full; The number or other unique identifier (if any) that the fund uses to refer to your account; The Australian Business Number (ABN) and Superannuation identifier or number; What method can be used to make contributions to the fund and any necessary details to enable the payment to be made; 6 updated August 30 th 2011

7 A written statement provided by or on behalf of the trustee of the fund, that the fund is a resident regulated fund that can accept Randstad s contributions. Provided the superannuation fund you have nominated is a complying fund and all documentation is completed correctly, all future contributions will be directed to that fund. If a fund choice has not been made all employer contributions will be remitted to Randstad s default fund. The default fund will be nominated on the Standard Choice Form supplied to you. Currently we remit to the Superannuation Fund monthly. After a period of 12 months you may change your choice of fund. This can done only once within a 12 month period. Please note: If you are paid as a company Super User Choice does not apply to you. If you are registered as a Company or Trust it is your responsibility to pay, to an approved fund, the required amount of superannuation. If you are paid under an Award, Australian Workplace Agreement (AWA), Enterprise Bargaining Agreement (EBA) or a defined benefit fund, Super Choice may not apply to you. Please ask your Consultant or contact the Customer Service Hotline if you are unsure. If you have any questions please contact the Australian Tax Office on , visit or contact our Customer Service Hotline on or via customerservice@randstad.com.au. what is randstad s rewards program and how can i benefit from it? Randstad s Rewards program is the loyalty program designed to recognise and reward you for your ongoing association with us. In association with Recruitment Super, Randstad Rewards program has been developed with you in mind. The Randstad Rewards program includes: Salary Packaging; Superannuation Package including income protection as well as death and disability insurance; Discounted home and personal loans. You are eligible for the Randstad Rewards program after six months of continual placement on assignment with Randstad (Conditions Apply). Brochures on the Randstad Rewards program are available from your consultant or contact the Customer 7 updated August 30 th 2011

8 does randstad have a customer service hotline that i can call about money matters? Yes, if you have any queries, contact the Customer Service Hotline on or customerservice@randstad.com.au. Your queries will be answered between 8.30am to 5.30pm (EST) weekdays. Advise us if there are any changes to your address, telephone number or bank account details to ensure you receive your Pay Advise, Recipient Created Tax Invoices (RCTI s) or Remittance Advice. If your call is answered by voic , leave your full name (including spelling), Employee ID number, contact phone numbers including your area code and the reason for your call. Your call will be responded to promptly. need to know - equal employment opportunity what is randstad s position on EEO? As an equal opportunity employer, Randstad is committed to ensuring a workplace free of discrimination, harassment, bullying and victimisation. This commitment is based on the value we place in you and our determination to comply with all relevant equal opportunity laws. what are randstad s fundamental EEO principles? no discrimination. Randstad aims to ensure, through the application of all company policies, practices and procedures, that no discrimination takes place and that you enjoy equal access to opportunities during your association with the company. The basis of employment decisions is merit based. no harassment. Randstad will not tolerate sexual, racial, religious or other kinds of harassment in the workplace. no bullying. Randstad will ensure that no bullying occurs in the workplace. no victimisation. Randstad will not tolerate victimisation or unfair treatment of anyone who makes a genuine EEO complaint. Randstad is committed to a high level of equal employment opportunity compliance by ensuring that all complaints are handled in a timely and professional manner. 8 updated August 30 th 2011

9 what are the likely consequences of inappropriate behaviour? Where instances of discrimination or harassment are found to have occurred, they will be investigated in a fair and confidential manner. Warnings or disciplinary action will be taken where unlawful conduct is found to have occurred. how are complaints investigated? Complaints are investigated in an impartial, confidential and timely manner the guiding principles of Randstad s complaints handling procedure. impartiality. If you make a complaint, it will be investigated in a fair and impartial manner. No judgements or assumptions will be made, and no action will be taken until the investigation is complete. If a complaint is made against you, your rights will be protected and you will be given an opportunity to tell your side of the story. confidentiality. If you make a complaint, the details will remain confidential between you and the investigating team. Those involved in an investigation, must maintain strict confidentiality with regard to all aspects of the process or face disciplinary action. timeliness. Each complaint will be finalised within as short a period of time as possible. Where necessary, all information will be passed on to the relevant manager immediately. The complainant will receive a progress report within two working days of having lodged the complaint. should i approach the client employer if i need to make a complaint? No, you must not approach the client as an alternative to, or as well as, utilising this procedure, unless specifically given prior authorisation to do so by Randstad s EEO Representative. Failure to follow this direction, or taking deliberate action which compromises this complaint handling procedure, (such as failure to maintain confidentiality of the process) may result in disciplinary action. is it acceptable to approach the person involved? Yes, in many situations, the first appropriate step is to tell the person who is the cause of the complaint how you feel. If the complaint is about their behaviour, tell them that it is unacceptable, offensive or hurtful. If it is about a work decision, tell them why you think it is unfair or inappropriate. Sometimes people behave inappropriately without realising, or make decisions without considering the repercussions. Telling the person will give them a chance to stop or change what they are doing. If you decide to take this action, it is important that you inform our EEO Representative. 9 updated August 30 th 2011

10 what should i do if I can t approach the person involved? If you don t feel that you can t approach the person directly, then explain the problem to your Randstad consultant or our EEO Representative. They will advise on what your options are and, if you wish to make a formal complaint, will advise you on how to do so. You may also wish to put your complaint in writing yourself and provide it to Randstad s Risk and Safety Division. If you don t feel comfortable talking to your consultant (or your complaint is in regard to your consultant), you can then contact the Risk and Safety Division to assist you through the above process. what happens next? Our EEO Representative will then talk to the person about whom the complaint is made to hear their side of the story and will also interview any witnesses. Where necessary, Randstad s management will investigate complaints in conjunction with client employers, where a complaint relates to a conduct of a person other than a direct employee of Randstad. You will then be consulted regarding the outcomes of the investigation and ways of addressing and resolving the problem. who should i contact to find out more? Further information about EEO related matters can be obtained from your EEO Representative. Phone: eeo@randstad.com.au need to know - workplace health and safety how does workplace health and safety affect me? You are an important asset to Randstad, which is why we take all reasonably practicable steps to ensure your health and safety in the workplace when working on a client site. Workplace health and safety is largely about common sense and we ask you to co-operate with Randstad and our clients to ensure your own personal safety and to make sure that your actions do not endanger those around you. 10 updated August 30 th 2011

11 what steps does randstad take to prevent accidents and injuries at client sites? Randstad assesses client sites for safety requirements before sending anyone onto those sites to ensure clients are providing a safe workplace. Clients are required to treat you as they would their own employees for all health and safety matters. This may include making you aware of their Health & Safety Policy, assessing any health and safety risks which may affect you and recording any accidents or injuries that involve you. how can i take responsibility for my own safety in the workplace? Your safety, and the safety of the people you are working with, depends on your awareness of safe working practices and the need for a safe working environment. Although Randstad acknowledges its obligations to you, safety is a co-operative effort. You can take responsibility for your own safety by: advising your consultant prior to starting an assignment if you have any preexisting injuries or disabilities which will not allow you to perform your role in a safe manner; informing you consultant if your ability to perform duties safely in the workplace changes; making sure you know how to do the job safely before you commence; being aware of any safety risks associated with the intended tasks; following safety instructions; reporting anything you feel is unsafe about the equipment, task or work environment; avoiding the use of equipment that you are not fully trained to use or unsure how to operate; discussing any aspect of job safety that you are concerned about with your supervisor or Randstad consultant. who should i contact if i have health and safety concerns at a client site? Contact your consultant immediately if: you identify a hazard; you are asked to undertake additional duties for which you have had no instruction; you are assigned to a new position; 11 updated August 30 th 2011

12 you are directed to use equipment different to that originally required of the job; you are asked to use equipment that is not part of your current job or you are asked to use equipment that you have not been trained on. remember - Do not use any equipment/machinery without having received instructions on its safe use, this includes unblock, maintain or service the equipment/ machinery what are the client s responsibilities? Randstad s clients are responsible for the provision of a safe working environment and systems of work. They must ensure that equipment provided to you is in a safe condition for use and provide instruction, training and supervision as necessary to ensure your safety. will i receive site specific inductions by client employers? Yes, your induction will include: orientation of facilities; fire/evacuation/emergency procedures; specific training/induction on equipment being used. what should i do if i suffer a workplace accident? If you are unfortunate enough to suffer an accident resulting in an injury you must notify your consultant immediately and provide all relevant details relating to the incident. You must provide a medical certificate to Randstad to cover all time lost from work due to workplace related injury or illness. It is a requirement that if you are injured you must actively participate in an established rehabilitation program to ensure a successful return to work. am i eligible for worker s compensation? Randstad is responsible for Worker s Compensation. This does not apply to Independent Contractors who are responsible for their Workers Compensation policy and income protection. 12 updated August 30 th 2011

13 what is randstad s policy in relation to smoking and alcohol in the workplace? Randstad has a so smoking policy on its premises. Whilst on a clients site you are required to observe the client s smoking policy. The consumption of alcohol within Randstad or a client site without the full knowledge and consent of the manager is strictly forbidden. Similarly, attendance at work or work functions under the influence of alcohol or drugs is strictly forbidden. Please Note: Any failure to comply with safe working instructions could lead to the cessation of your assignment. who should i contact to find out more? If you are unable to contact your consultant or local office, call: For OHS inquiries: ohs@randstad.com.au For Workers Compensation / ACC claims: Ph: Fax: updated August 30 th 2011

14 Fair Work Information Statement From 1 January 2010, this Fair Work Information Statement is to be provided to all new employees by their employer as soon as possible after the commencement of employment. The Statement provides basic information on matters that will affect your employment. If you require further information, you can contact the Fair Work Infoline on or visit The National Employment Standards The Fair Work Act 2009 provides you with a safety net of minimum terms and conditions of employment through the National Employment Standards (NES). There are 10 minimum workplace entitlements in the NES: 1. A maximum standard working week of 38 hours for full-time employees, plus reasonable additional hours. 2. A right to request flexible working arrangements to care for a child under school age, or a child (under 18) with a disability. 3. Parental and adoption leave of 12 months (unpaid), with a right to request an additional 12 months. 4. Four weeks paid annual leave each year (pro rata). 5. Ten days paid personal/carer s leave each year (pro rata), two days paid compassionate leave for each permissible occasion, and two days unpaid carer s leave for each permissible occasion. 6. Community service leave for jury service or activities dealing with certain emergencies or natural disasters. This leave is unpaid except for jury service. 7. Long service leave. 8. Public holidays and the entitlement to be paid for ordinary hours on those days. 9. Notice of termination and redundancy pay. 10. The right for new employees to receive the Fair Work Information Statement. A complete copy of the NES can be accessed at Please note that some conditions or limitations may apply to your entitlement to the NES. For instance, there are some exclusions for casual employees. If you work for an employer who sells or transfers their business to a new owner, some of your NES entitlements may carry over to the new employer. Some NES entitlements which may carry over include personal/carer s leave, parental leave, and your right to request flexible working arrangements. Modern awards In addition to the NES, you may be covered by a modern award. These awards cover an industry or occupation and provide additional enforceable minimum employment standards. There is also a Miscellaneous Award that may cover employees not covered by any other modern award. Modern awards may contain terms about minimum wages, penalty rates, types of employment, flexible working arrangements, hours of work, rest breaks, classifications, allowances, leave and leave loading, superannuation, and procedures for consultation, representation, and dispute settlement. They may also contain terms about industry specific redundancy entitlements. If you are a manager or a high income employee, the modern award that covers your industry or occupation may not apply to you. For example, where your employer guarantees in writing that you will earn more than the high income threshold, currently set at $118,100 per annum and indexed annually, a modern award will not apply, but the NES will. Transitional arrangements to introduce the modern award system may affect your coverage or entitlements under a modern award. Agreement making You may be involved in an enterprise bargaining process where your employer, you or your representative (such as a union or other bargaining representative) negotiate for an enterprise agreement. Once approved by Fair Work Australia, an enterprise agreement is enforceable and provides for changes in the terms and conditions of employment that apply at your workplace. There are specific rules relating to the enterprise bargaining process. These rules are about negotiation, voting, matters that can and cannot be included in an enterprise agreement, and how the agreement can be approved by Fair Work Australia. Page 1 Fair Work Ombudsmen ABN Fair Work Information Statement

15 You and your employer have the right to be represented by a bargaining representative and must bargain in good faith when negotiating an enterprise agreement. There are also strict rules for taking industrial action. If you have enquiries about making, varying, or terminating enterprise agreements, you should contact Fair Work Australia on Individual flexibility arrangements Your modern award or enterprise agreement must include a flexibility term. This term allows you and your employer to agree to an Individual Flexibility Arrangement (IFA), which varies the effect of certain terms of your modern award or enterprise agreement. IFAs are designed to meet the needs of both you and your employer. You cannot be forced to make an IFA, however, if you choose to make an IFA, you must be better off overall. IFAs are to be in writing, and if you are under 18 years of age, your IFA must also be signed by your parent or guardian. Freedom of association and workplace rights (general protections) The law not only provides you with rights, it ensures you can enforce them. It is unlawful for your employer to take adverse action against you because you have a workplace right. Adverse action could include dismissing you, refusing to employ you, negatively altering your position, or treating you differently for discriminatory reasons. Some of your workplace rights include the right to freedom of association (including the right to become or not to become a member of a union), and the right to be free from unlawful discrimination, undue influence and pressure. If you have experienced adverse action by your employer, you can seek assistance from the Fair Work Ombudsman or Fair Work Australia (applications relating to general protections where you have been dismissed must be lodged with Fair Work Australia within 60 days). Termination of employment Termination of employment can occur for a number of reasons, including redundancy, resignation and dismissal. When your employment relationship ends, you are entitled to receive any outstanding employment entitlements. This may include outstanding wages, payment in lieu of notice, payment for accrued annual leave and long service leave, and any applicable redundancy payments. Your employer should not dismiss you in a manner that is harsh, unjust or unreasonable. If this occurs, this may constitute unfair dismissal and you may be eligible to make an application to Fair Work Australia for assistance. It is important to note that applications must be lodged within 14 days of dismissal. Special provisions apply to small businesses, including the Small Business Fair Dismissal Code. For further information on this code, please visit Right of entry Right of entry refers to the rights and obligations of permit holders (generally a union official) to enter work premises. A permit holder must have a valid and current entry permit from Fair Work Australia and, generally, must provide 24 hours notice of their intention to enter the premises. Entry may be for discussion purposes, or to investigate suspected contraventions of workplace laws that affect a member of the permit holder s organisation or occupational health and safety matters. A permit holder can inspect or copy certain documents, however, strict privacy restrictions apply to the permit holder, their organisation, and your employer. The Fair Work Ombudsman and Fair Work Australia The Fair Work Ombudsman is an independent statutory agency created under the Fair Work Act 2009, and is responsible for promoting harmonious, productive and cooperative Australian workplaces. The Fair Work Ombudsman educates employers and employees about workplace rights and obligations to ensure compliance with workplace laws. Where appropriate, the Fair Work Ombudsman will commence proceedings against employers, employees, and/or their representatives who breach workplace laws. If you require further information from the Fair Work Ombudsman, you can contact the Fair Work Infoline on or visit Fair Work Australia is the national workplace relations tribunal established under the Fair Work Act Fair Work Australia is an independent body with the authority to carry out a range of functions relating to the safety net of minimum wages and employment conditions, enterprise bargaining, industrial action, dispute resolution, termination of employment, and other workplace matters. If you require further information, you can contact Fair Work Australia on or visit The Fair Work Information Statement is prepared and published by the Fair Work Ombudsman in accordance with section 124 of the Fair Work Act Copyright Fair Work Ombudsman. Last updated: July Page 2 Fair Work Ombudsmen ABN Fair Work Information Statement