All Contracts or Addendum's need to be returned to HR Shared Services (HRSS) once they have been signed.
The steps for sending and chasing the Contract / Addendum have been outlined below:
- HRSS will issue the Contract / Addendum requesting a signed copy is returned to be saved on file.
- After five working days, HRSS will chase the candidate for a copy of the signed contract/addendum, copying in the Recruiting Manager (RM)
- If no signed Contract / Addendum has been returned within 5 working days, HRSS will send an escalation email to the RM, copying in the relevant escalation contact.
- If no signed Contract / Addendum has been returned five working days later, HRSS will move the recruitment on to the next stage with no further action taken regarding the signed contract/addendum.
Online acceptance
Trac allows candidates to accept an Offer letter, Contract, Addendum and terms and conditions electronically, instead of having to print their document, sign it, scan it and email it to HRSS. The electronic signature will include the candidate's name and the timestamp for their online response.
The online acceptance functionality is not available for secondment agreements, this is due to them requiring a signature from the substantive organisation.