Unlike many we have seen (and fix!), it is best that the Letter of Appointment document not just be cut and pasted together from various templates from the internet.  The ‘cut and paste’ or ‘copied from elsewhere’ versions often feature key terms and conditions that are totally irrelevant, illegal or refer to attachments that don’t exist.

Ideally a Letter of Appointment is written in easy to understand language, has all the requisite elements and customised to both the business and specific role. A Letter of Appointment must reflect the type of employment (full time, part time, casual, fixed term, etc), and addresses the following considerations; being,

• that there is a very clear legislated requirement that all employees are provided with a written description of their employment terms and conditions (aka Letter of Appointment);
• legislation prescribes that certain terms and conditions must be included in the written agreement;
• providing a well written and compliant Letter of Appointment is an important opportunity for employers to exercise rights that are available to them; and,
• as a written contract, the Letter of Appointment is a document that can be referred to and relied upon in disputes.

2) Pay rates – Flat rate or Award Rate?

Essentially, we believe that it is worth the time and effort to ensure that rates paid to employees are correct. Unfortunately, calculating pay rates accurately is not always easy and most employers who are paying a flat rate or “above the Award” rates may not be doing so correctly. A few common errors we see are:

• Calculating rates of pay can be a challenge especially when industry allowances apply. And, the most common error that we see is that an assumption is made that an above the Award flat rate of pay includes the annual leave loading. Unless the Letter of Appointment specifically notates such, and the appropriate amount has been included in the flat rate of pay, employers may be in breach of the law. Likewise, with overtime, penalty rates and allowances.
• Also, if the employer does not specify in the Letter of Appointment that permissible flexibility has been applied to rates of pay, overtime, or hours of work, the flat rate or above the Award rate paid may not be sufficient, and again the arrangement is in breach of the law.
• Often over optimistic employers make commitments to new employees that promise incentives or bonuses that may not eventuate. These offers need to be carefully worded and communicated to the employee so the expectation of entitlement is always well managed.

Our suggestion is to never take pay rates for granted and always get them checked.  Further, if you are offering employees other benefits, such as incentives, bonuses, car allowances and so on, ensure that the appropriate tax and superannuation is applied.

Robust workplace compliance requires more than payrates and letters of appointment.  Keep reading this article that explains why policies and practices underpin success and protect you’re your business and your employees against scrutiny.

3) Painless (and precise) policies

Although Company policies may have a reputation as being at best a tedious necessity, and at worst, out of control bureaucracy, well written and compliant policies do have many useful and worthwhile features for the employer, the company and the employees.

Policies in the form that is easy to read and invoke consistent standards across the whole organisation:

1. provide a plain English interpretation of the complex employment laws as they relate to your business;
2. explain in detail the most important expectations that the business owner/s have of all employees;
3. articulates the business owner/s commitments to the employees as to how they themselves will make business decisions, carry out business operations, and handle any interactions and dealings with others internally or externally;
4. saves time and diminishes debate; minimises ambiguity and misinterpretation; and reduces wasteful re-iteration;
5. gives employees and managers confidence and assurance that they are working within acceptable parameters, therefore reducing uncertainty and anxiety because they don’t have to waste energy and time always second guessing what is considered to be right or not;
6. sets guidelines and may provide evidentiary support for significant decisions when managing employee issues or resolving disputes;
7. is an opportunity to define workplace standards as to how you expect employees and managers to behave, interact and represent to each other and externally whilst representing your business; and,
8. most importantly, certain policies are required to meet compliance and governance obligations including (and not limited to) Workplace Health and Safety, Fair Work Act, Human Rights, Corporations Law, State legislation and Industry standards.

4) Procedures save costs, reduce waste and win larger business

Most businesses need documented procedures to meet certain industry standards or to win business with larger clients. However, when it comes to Workplace Compliance, there are several benefits in having the company procedures in writing and shared with employees and managers, including:

• Saves managers and employee time and productivity not having to repeat instructions or micro manage, even new employees;
• Diminishes single point sensitivity (for example, when someone holds critical information and can’t take leave without the place falling apart);
• Provides easy accessible “how to” guides supporting policies and standards across the business;
• Reduces risk of failure, error while detailing the important and proven steps for critical processes in the business; and,
• Increases consistency, fairness and lawful treatment and interactions between staff, managers and others.

5) Protecting or exposing the owner?

The value of policies, procedures and documents is either enhanced or diminished by the standard practices within the workplace.  Practices not only set the tone of the workplace, and reflect on to the customer dealings, they may protect or expose the owner, the business and the employees from adverse implications.

When defending against claims of wrong doing in the workplace, the typical practices and protocols of owners, managers and employees within may be scrutinised. It is the day to day behaviours, actions and decisions that define what is to be considered normal or standard practice within the business. Therefore, regardless of having all the right policies, procedures, and other compliance in place, it is the practices that tell if certain behaviours, actions or decisions are being condoned, role modelled and accepted by the managers and owners.

This means that a claim can be more readily defended if the right practices and protocols, including those that meet compliance and governance standards, are the norm within the workplace.

And our final comment on the ultimate protection for you, your business, and your employees….

6) Workplace Compliance Training

Ideally all managers and business owners have been educated as to what is workplace compliance, how it impacts the business, them and their employees and what they can do about it.  Again, they don’t need to become employment law experts, however, they do need to know what and why certain compliance is mandatory.

Local business and industry associations provide masterclasses and workshops that are tailored to adult learning, the various levels of knowledge and time poor business owners and managers.