What caused this review?
Regis’ Board proactively commissioned a preliminary review of employee pay and leave entitlements to identify if there were any issues in relation to the calculation of employee pay and leave entitlements.
Following this preliminary review, a more comprehensive review was commissioned. We also made disclosures to the Australian Stock Exchange and the Fair Work Ombudsman, in addition to notifying our employees and the unions.
Who is responsible for these issues?
Regis is responsible for ensuring our systems and processes result in correct payments. We take responsibility for these process and payroll system issues and sincerely regret that they occurred.
No one person is responsible for the issues, they have occurred because of the complexity of interactions between our enterprise agreements and our processes and payroll system issues.
Why did you go back to 1 July 2015?
When employment issues such as these are identified, employers are required to review their records and rectify those issues for the previous six years.
Who have you worked with to determine the payment amount?
Our internal project team has worked closely with an experienced team of expert advisors to conduct this review. This team has taken into consideration the vast amounts of data and individual factors that contribute to an individual’s remuneration outcome.
What do I need to do?
Current Regis employees do not need to do anything in relation to the pay review.
Former employees will need to complete the verification process outlined in your letter prior to receiving payment.
Why are you asking former employees to provide bank account, superannuation and other personal details?
Before back payment is made, Regis is taking steps to verify the identity of former employees and confirm their current payment details. This will help us to ensure that your entitlements are paid to you (and not someone pretending to be you).
Please note that our process does not require you to provide any password information and Regis will not request payment of any amount from you in connection with this backpay process.
I am nervous to provide my personal details using the former employee verification process. How will my details be protected?
Regis has developed a secure portal which allows you to undertake the required identity verification process and provide up-to-date, current payment details to Regis in order for us to process your back payment. The portal uses strong encryption, and is linked from our website regis.com.au so you can be sure it is genuine.
Our support team is available to help you navigate the portal and can be contacted at firstname.lastname@example.org. Please note that our team cannot provide you with answers for any of the questions that you are asked in the portal. This is for your protection.
I would like to do more research before giving you my personal information. What can I do to protect myself online?
We encourage you to be vigilant of about potential scam activity. Some of the steps we recommend you take are outlined below:
1. Remain alert to any scam activity, especially through email, text messages or telephone calls where the sender or caller is purporting to be from Regis. We will never ask you to disclose your online account passwords or request a payment in connection with the payroll review or back pay process;
2. Do not respond to, open, or click on links in emails/text messages if you are unsure about the sender. If you are unsure about whether a remediation program communication is from Regis, please contact us at email@example.com.
3. Only access the secure portal via Regis’ official website regis.com.au and log out after your session. Do not access the portal through any links provided in emails or text messages that do not take you to regis.com.au. Be alert to misspelt website URLs;
4. Stay informed of the latest scams, and the steps you can take to protect yourself online by visiting www.scamwatch.gov.au and http://www.cyber.gov.au;
What should I do if I do receive a suspicious text or email that appears to be from Regis?
If you receive a suspicious email, text message or telephone call that appears to be from Regis, we encourage you to report it to firstname.lastname@example.org. Do not respond to the communication; delete and block the sender from your contacts. If you are concerned about any personal information being lost, you may visit IdCare’s learning centre at https://www.idcare.org/learning-centre for further information and resources on protecting your personal information.
What entitlements are affected?
Regis identified both overpayments and underpayments across a range of entitlement categories. Steps have been taken to correct the causes of these inaccuracies and ongoing pay monitoring procedures are in place.
What happens if I have lost my payment letter?
If you have lost or accidently deleted your payment letter, please contact our dedicated response team by emailing email@example.com.
Please include in the e-mail subject line “Request for payroll review outcome letter” followed by your name and employee ID. Please include in the e-mail details that will help us to confirm your identity such as your name, Regis employee identification number, when and where you last worked at Regis and your role at that location.
What happens to unclaimed payments?
Unclaimed payments will be passed on to the relevant State Revenue Office, where the funds will be held until they are claimed. Former employees who do not immediately claim their entitlements will be sent a reminder prior to amounts being passed to the State Revenue Offices.
Will Regis ask any current or former employee to pay money to it based on the review findings?
When will the remediation payment be paid?
Payments to current employees will be made on Friday, 17 November 2023.
Payments to former employees will be made after they have provided up to date records via the hyperlink contained in their letter. Payment is expected to be made within six weeks of a former employee providing this up to date information.
Which bank account will this payment be made into?
Current employee payments will be paid into the bank account into which their normal pay is paid.
Former employees are required to provide up to date bank account details for payments to be made.
Is Regis contacting former employees?
All impacted former employees have been sent a letter explaining how to access the amount owed to them. Former employees who are not entitled to a back payment because they were either correctly paid or overpaid will not be contacted.
I am a former employee and I did not receive a letter. What should I do?
Only former employees entitled to a backpayment were sent a letter.
Regis sent letters to the most up to date contact details it has on record for former employees.
If your contact details changed after your last day at Regis, please send your updated details to firstname.lastname@example.org.
Please include in the e-mail subject line “Request for payroll review outcome letter” followed by your name and employee id. Please include in the e-mail details that will help us to confirm your identity such as when and where you last worked at Regis and your role at that location. We will then assess whether you should have received a letter and respond to you as necessary.
Is Regis paying interest on back payments?
Regis has calculated and is paying interest on all back payments. This interest amount is displayed in each employee’s letter.
Is Regis paying superannuation on back payments?
Regis is paying superannuation on back payments, in accordance with the Superannuation Guarantee (Administration) Act 1992 (Cth).
Could this put the sustainability of Regis at risk?
Regis remains in a strong financial position.
How can I be confident that I am going to be paid correctly in the future?
Regis has established internal procedures for pay accuracy into the future. These procedures include ongoing verification procedures, system enhancements and engagement with external experts where required.
How can Regis be confident that the payment amounts are accurate?
The review has been comprehensive and has taken into consideration the vast amounts of data available through time and attendance, timesheet and payroll information. Where a remediation payment is due, the interest and superannuation requirements in respect of the payment have also been calculated and included.
How do I raise questions or queries I have in relation to my payment?
If you have any questions or queries that are not addressed in the FAQs, please send an email to email@example.com and include in the e-mail subject line “Request for further information” followed by your name and employee ID. Please provide a detailed explanation of your inquiry in the e-mail to help our team provide you with a response.
I believe my calculation is incorrect, what evidence do I need to provide to substantiate this?
As part of its review Regis has considered detailed data including time and attendance, timesheet and payroll records. If you believe you have information about your hours and ways of working that Regis does not currently have and that would change your calculation, you can provide this to us via e-mail at payrollreview.regis.com.au and we will conduct a further review taking this information into account.
The sort of information which may trigger a further review includes:
• written records of hours worked
• additional information regarding your role and duties being performed
Only records relating to work undertaken between 1 July 2015 and 30 June 2023 will be considered as part of this review. Depending on the information provided, Regis may request a statutory declaration from you. Please include in the e-mail subject line “Request for reassessment” followed by your name and employee ID.
Please note that reassessments cannot proceed without a detailed explanation of the error that you believe has been made, as well as copies of relevant records.
My colleague’s outcome is different to mine, but we work the same shifts. Why is my outcome different?
Everyone has individual factors that contribute to their remuneration outcome, even if their work patterns are similar. Working in the same or similar role or area of the organisation does not necessarily mean that you and your colleague should have the same or similar outcomes.
I am a former employee and no longer have an Australian bank account?
The former employee verification process allows you to provide international bank details.
I have HECS / HELP Debt. Will my payment be affected by this?
Regis is unable to provide personal tax advice. Please contact the Australian Taxation Office or your personal tax advisor for assistance with this question.
Where can I get more information?
Regis will update this webpage with information as appropriate.
You can also contact firstname.lastname@example.org or call 03 8573 0690 with questions not addressed here.
If this news has caused you to feel worried or uncertain, you can get additional support from Regis’ confidential and free Employee Assistance Program offered through AccessEAP on 1800 818 728 at any time.