Introduction. Welcome and Introductions Changes to CASPA over the last 2 years Business Rules Common Problems Browser Issues Feedback Support

Transcription

1 CASPA Roadshow

2 Introduction Welcome and Introductions Changes to CASPA over the last 2 years Business Rules Common Problems Browser Issues Feedback Support

3 CASPA Contracts Academic Sessional Ad-hoc Academic Sessional Default Professional Hourly English Language Teacher NO ACADEMIC HOURLY

4 Changes to CASPA Everything must conform to the Enterprise Agreement

5 Changes to CASPA Everything must conform to the Enterprise Agreement No academic hourly contracts since June 2014 Academic sessional rates can be overwritten (above minimum rates) If they are cloned the rate will default back to the minimum rate

6 Changes to CASPA New Non-teaching Activities in Sessional Contracts Other Academic Activity Non Teaching Other PhD Course Coordination Non Teaching

7 Changes to CASPA

8 Changes to CASPA New Job Functions of Research and Other Partial hours within Sessional Contracts Minimum of 1 hour ½ hour increments

9 Business Procedures Strongly advised that: Contract is accepted BEFORE the casual starts work Ensure that appropriate induction is commenced and completed for the casual See CASPA website

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11 Common Problems Amend a Contract The Amendment As Of Date cannot be the start of the contract If this is necessary, set the Amendment As Of Date to the second day of the contract and request the HR Service Centre to adjust it to day one.

12 Common Problems Amend a Contract When amending for a date in the future, choose a date at the beginning of a pay period, so as to include all work for that period Yes No

13 Common Problems Amend a Contract You cannot amend a contract using an Amendments as of date for a previous pay period, as payment will have been made. If this is necessary, set the Amendments as of date to the start of the current period then call the HR Service Centre, but careful planning will usually prevent the need for this. No Yes Paid $ Paid $ Paid $ Paid $

14 Common Problems Timesheet Timelines Adherence to timesheet review and validation timelines is critical to the casual being paid on time As Contract Coordinators, you have a support role for Timesheet Validators and their Supervisors.

15 CASPA Payment Cycle Timelines Ad-Hoc Timesheets Check for Compressed timelines around public holidays (Xmas, Easter, Anzac Day etc) Deadline for Timesheet Validators Escalation Point Wednesday 5pm (If escalated) Deadline for Supervisor of Timesheet Validator Thursday 11:59 pm Work Undertaken M T W T F M T W T F M T W T F M T W T F Week 1 Week 2 Week 3 Week 4 Submission Deadline for Timesheets relating to work undertaken Monday 11pm Payroll to pause validation web service Pay Finalised Payment received for work undertaken

16 CASPA Payment Cycle Timelines Default Timesheets Timesheet Submission (Review) Deadline Monday 11:00 PM Contract Coordinator MUST review before this time NO ESCALATION Timesheet Validators Deadline Escalation Point Wednesday 5:00 PM Payment received Fortnight Worked Automated Default Timesheet Generation 3:00 ` AM Check for Compressed timelines around public holidays (Xmas, Easter, Anzac Day etc) Deadline for Supervisor of Timesheet Validator Thursday 11:59 PM

17 Common Problems Pushback Pushing back a timesheet due to incorrect hours is required The casual should amend this timesheet, NOT make a new one Making and submitting a new timesheet will leave the original timesheet sitting in the BPW Later deletion of the pushed-back timesheet will delete all timesheet hours for that time period in that contract in HR PeopleSoft INCLUDING THE HOURS ON THE SUBMITTED, APPROVED AND PAID TIMESHEET! HR PeopleSoft will then indicate that the casual has been PAID INCORRECTLY as there are no hours submitted for that pay period and will require recovery of this payment!

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19 Common Problems Timesheet Exceptions Description Less than 3 hours worked Explanation The employee has worked less than 3 hours on a particular day Outside of ordinary span of hours Worked across midnight Mandatory Break not taken Time worked on a Public Holiday HEO8+ not paid overtime Overtime not on last contract The employee has worked outside the ordinary span of hours of 8:00am 6:00pm The employee worked across midnight beginning work on one calendar day and finishing work on the next calendar day The employee worked more than five hours but did not take a break during the period worked The employee worked on a public holiday The employee is classified HEO8 or above and worked overtime hours but will not be paid overtime rates The employee has been paid <nn> hours of overtime against contract <xx> on <dd/mm/yyyy>. This is not the most recently accepted contract of the employees current contracts

20 Common Problems Timesheet Exceptions Require approval of the exception before the timesheet is approved Cannot bulk approve timesheets with exceptions

21 Common Problems Timesheet Submission Encourage staff to submit their timesheets each fortnight and NOT at the end of semester or even later Timesheet validation is difficult for hours worked or sessions taken months ago Current CASPA has issues with comparing hours submitted vs contract when bulk submission occurs This will lead to an error at HR We expect a software fix to this problem in February Consider the use of Default Sessional Contracts for staff known to be late with timesheet submission, as they won t be required to submit

22 Common Problems Timesheet Submission Hours worked on the same day on different contracts can lead to unexpected overtime costs The University is ONE employer, regardless of the department or contract. Consider asking the casual if they already have a contract and arrange work days to minimize overtime where possible

23 Common Problems Web browsers behave differently Supported browsers include: Mozilla Firefox Internet Explorer Safari The HR Service Centre will often recommend Mozilla Firefox if a casual is experiencing difficulties

24 Common Problems Web browser issues Pop up blockers Clearing the Cache or History to remove previous versions of CASPA web pages Regional settings ($ vs ) Instructions for resolving these issues for Windows users and for Macintosh users.

25 Pop-up Blocker

26 Common Problems issue sometimes treated as junk Therefore Budget Approvers, Contract Approvers, Casuals and Timesheet Validators may miss important workflow Users of the University Standard Operating System computers will have this address already added to their Safe Senders Otherwise, users will need to make this address a Safe Sender in Outlook. Instructions in the latest version of the CASPA manual on the web

27 Common Problems

28 Support Contact HR Service Centre for assistance Telephone ext On Site support available if required Training reduces errors and improves understanding of all the roles YOU support Visit Budget Approver, Contract Approver, Casual University of Adelaide 28

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