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Offer of Employment

Offer of Employment

Blueprint Summary

The Offer of Employment Blueprint illustrates the process that is followed to present the successful candidate with a Letter of Appointment and ultimately distribute the Take-on Pack to the candidate.

Letter of Appointment

The Line Manager/ HR Representative will submit a request to the HR Department to generate a Letter of Appointment for the candidate. The HR department will formulate the letter based on specifications as stipulated in the Job Requisition and/ or additional supporting documentation as defined by the Division internally.

The HR Department will then send the letter to the Line Manager/ HR Representative and communicate this to the candidate.

Offer Acceptance/ Rejection

The candidate needs to review the letter of appointment and either accept or reject the offer.

If desired, the candidate may request a breakdown of his/ her proposed package structure from the Line Manager/ HR Representative. The Line Manager/ HR Representative will then submit this request to the Payroll Department to formulate the package structure.

Once the HR Department has received the signed Letter of Appointment, the HR Department should send the new employee the Take-on Pack.

Process flow



Process Specification

Process Owner

Stakeholder(s)

Recording Requirements

Storage Requirements

Reporting Requirements

Audit Requirements

Notifications

Reminders

Transparency & Communication

Knowledge & Skills

System

Workflows

Legislation & Governance

Templates, Forms, Guides and Work Instructions


THE Process

The Process

Inputs are all of the Elements deemed necessary to complete the process successfully.

  • Job Requisition
  • Letter of Appointment

Outputs are all of the desired Outcomes when the Process has been completed successfully.

  • Signed Letter of Appointment
  • Employee Take-on Pack

Tasks are the Step-by-Step Actions to be taken to complete the Process.

 

Letter of Appointment
The Responsible Line Manager needs to submit a request to the HR Department to generate a Letter of Appointment for the successful candidate.

The HR department will formulate the letter based on specifications as stipulated in the Job Requisition and other required supporting documentation as per Divisional Requirements. The format of the Letter of Appointment needs to follow the standard structure as prescribed in Template – Letter of Appointment.

Once completed, the HR Department will then send the Letter of Appointment to the Line Manager who then needs to distribute this to the candidate for review and acceptance.

The Letter of Appointment is only valid for a maximum period of 48 working hours after distribution to the candidate. In cases where 48 hours have lapsed, the HR Department needs to review the Letter of Appointment and regenerate the document if required.

 

Offer Rejection
In cases where the candidate has reviewed the Letter of Appointment and has decided to reject the offer, the responsible Line Manager or HR Representative will be notified by the candidate.

The HR Department will then investigate the matter as to why the offer has been rejected and make adjustments to the Letter of Appointment if necessary. Adjustments to the Letter of Appointment are restricted to the specifications as outlined in the Job Requisition and/ or other Divisional specific supporting documentation.

 

Offer Acceptance
In cases where the candidate has reviewed the Letter of Appointment and has decided to accept the offer, the Line Manager or HR Representative needs to receive the signed Letter of Appointment from the candidate and then distribute it to the HR Department.

 

Estimated Package Breakdown

If a breakdown of the package offered is requested by the candidate, the Line Manager/HR Representative needs to submit a request to the Payroll Department to formulate an Estimated Package Breakdown (also known as a “dummy” or ”sample payslip”) for the candidate.

The structuring should strictly be based on the specifications as per the Job Requisition and Letter of Appointment.

During package structuring It is important to take into account that, if the applicant is offered an annual amount and opts for a guaranteed thirteenth payment to be applicable, the thirteenth payment should be regarded as part of retirement funding income (used to calculate retirement fund contributions).

Furthermore, if the candidate belongs to/will belong to a medical aid, the correct amount of dependents should be loaded on the payroll calculator in order for the medical aid tax credit to calculate correctly.

Once completed, the HR Department will then send the Salary Structuring to the Line Manager/ on site HR Representative who will then distribute this to the candidate.

 

Take-on Pack
As soon as the HR Department has received the signed Letter of Appointment, the HR Department can then proceed to forward the Take-on Pack, either directly or via the Line Manager, to the candidate for completion.