Recruitment Approval Process

Recruitment Approval Process


Recruitment Approval Process

FAQ’s


What is a RAF?
Recruitment Approval Form

 When do I need to get a RAF?
  • Replacing an existing team member who is leaving the business
  • Replacing an existing team member who is on secondment, parental leave, career break or basically away from their role for a prohibitive period of time
  • Requesting additional resource (either a new role in the current org structure or an additional headcount for an existing role)

Who can start a RAF?
Usually the Department EA/PA can help with this. If you are not sure, please speak with your manager or Ask People Support.

Which roles do I need a RAF for?
All SSO roles as any payments made to team members will be from the Department budget. This includes Permanent, Fixed Term, Casual and Contractors (Self-employed or via an agency).  

What is the difference between Replacement RAF Form and New RAF Form?
  • Replacement RAF Form: To be completed when you are replacing a team member in your team with another team member with the same title and job description.
  • New RAF Form: To be completed when you want to create a new role in your team which doesn’t currently exist in the org chart or would like an additional resource in your team in an existing role (e.g. you currently have two Developers in your team and need a third one added)


Why do I need to attach a Job Description with all RAF Forms?
We need to ensure that we provide an up-to-date Job Description to all team members who are new to the business or new to the role. When completing a RAF form is a good time to review the current Job Descriptions for your team members and ensure they actually reflect the day-to-day reality of the role.

How do I know whether the RAF has been approved or declined?
If the RAF is signed off by everyone, you will receive a notification once completed. If it is declined, you should be informed by the Decliner as to why.

How do I make changes once the RAF has been submitted?
Once a RAF is submitted, it can only be changed as long as it hasn’t been signed by anybody. If there is anybody in the workflow who is responsible for completing information on the form, they can only amend those fields at their step of the workflow. The initiator of the RAF can change the recipient of any step of the workflow, as long as it hasn’t already been completed by the original recipient.

What is the difference between a Contractor and a Temp?

There are two different types of Contractors:


  • Self-employed Contractor: Someone who has their own registered company and GST number. They are not employed by us but are contracted by us to do a specific project for a set period of time. They provide an invoice for their services to their ‘Reporting Manager’ who needs to approve and send this to Accounts Payable for payment. We don’t pay GST on this amount, the contractor does.


  • Agency Contractor: The contract is between the agency and us- we don’t need to manage any details with the agency contractor but with the agency directly. For example; extending an agency contractor only requires notification to Payroll, actual extension paperwork is given to the contractor by the agency. The agency invoices us for payment, not the contractor.


  • Temp: Also known as a Fixed Term Employee. Like any other employee, a fixed term employee or a Temporary Employee, is paid by us and employed by us for a fixed term or no longer than 12 months for a specific reason. 



Any other questions, please contact Ask People Support on 27577 or by email.