Quick Reference Guide (QRG) Create a timesheet for an hourly contract

Transcription

1 CASPA Quick Reference Guide (QRG) Create a timesheet for an hourly contract This guide demonstrates how to create a timesheet for a staff member on a professional hourly contract. To ensure timely processing of the timesheet and payment in the next pay period, timesheets need to be submitted punctually at the end of each fortnight, according to the timelines at If timesheets are not submitted by 11 pm of the Monday following the timesheet pay period, payment for the hours worked may not be processed until the following pay period. This guide demonstrates the recording of duties on an hourly basis. Academic staff may wish to view Complete a Sessional Timesheet QRG on this website. You will need the following details to complete this process: Hours worked and duties performed on each day. Step 1. Log in to the Unified portal page by navigating to: Then follow the links Staff > Unified > Login 2. The Unified portal page is displayed:

2 3. We need to create a new timesheet. Select Casual Employment Online (CASPA) and then Timesheet Management. 4. The Timesheet Management window is displayed. (The default display for a casual staff member is My Timesheets.) Click the Create new Timesheet link. 5. The Timesheet Management window is displayed. From the Period drop down list, select the dates for the timesheet you wish to complete. The available periods are the current and previous pay periods that have not yet been paid, based on the contract start date. Future periods are not visible. 6. Click the Continue button. Printed: Tuesday, 19 February :05 AM 2

3 7. The Capture Timesheet page is displayed. Weekends are not displayed by default. If the casual is working over the weekend, click the Show Weekends checkbox. Some timesheet rows may be greyed out if they are outside the contract period. In the example above the contract started on 01/08/2012. Some timesheet rows may be highlighted in blue, indicating a public holiday. 8. We need to enter the details of time and duties for each day worked. Enter the Start Time, Break Start, Break End and Finish Time. Times must be entered in a 12 hour format with am or pm, eg 9am If you need to include minutes, then use a colon, eg 9:15am Choose the Activity from the drop down list. Only activities in the list can be used and these come from your contract. If the hours worked were the same as the previous period, click the Default from previous timesheet button to automatically enter the times. If there are only minor differences, use this button to pre-enter the times and then individually edit the required times. Please read the Timesheet Validation rules at the end of this document. Printed: Tuesday, 19 February :05 AM 3

4 9. Your timesheet might look something like this. The Validator will default based on the contract and cannot be changed at the timesheet. 10. You may need to add another row for this day to record the time spent on another duty in the same contract, on the same day. Otherwise, proceed directly to step 12. Click the Add button. 11. Compare your window with the one shown below. There are now two rows for the one day to allow for multiple duties. Enter the duties for the new row if it was created and for any other rows of work completed for both weeks. 12. Click the Submit button. If you wish to save the timesheet for later completion, perhaps each day, see the Progressively Update Your timesheet QRG on this website. Printed: Tuesday, 19 February :05 AM 4

5 13. The following message box may be displayed if your timesheet submission is within the cut-off period for this timesheet. The following message box may be displayed if your timesheet submission is past the cut-off time. This explains that your pay may not be processed until the next pay period. Timesheets need to be submitted by midnight of the Monday following the pay period end date. 14. Click OK. 15. Following submission, the timesheet will need to be approved. This will be done by the Timesheet Validator for this contract. In some cases, it will be workflowed via the Contract Coordinator first. Printed: Tuesday, 19 February :05 AM 5

6 16. TIMESHEET ENTRY VALIDATION A variety of rules will be processed during timesheet entry to enforce sensible data input, including: Start time cannot be later than the end time and vice versa; Times must be in a 12 hour format, not 24 hour format, and am or pm is required for all entries; Overlapping hours across contracts is not permitted. A casual staff member cannot be paid for two or more duties at the same time. This also applies to one contract, where you have multiple rows for one day. The total number of contracted hours or sessions cannot exceed the limit specified in the contract. If this is necessary the contract must be amended. OTHER KEY DATA POINTS Some timesheet entries will be accepted, but will require the Timesheet Validator to approve as exceptions, including: No break taken; Work of less than 3 hours; Work on a public holiday. OTHER TIPS If entering time over midnight eg Mon 9pm Tue 7am, the time entered would be Monday Start Time = 9am, Monday End Time = 00:00am, Tuesday Start Time = 00:00am, Tuesday End Time = 7am The Reset button will remove any time that has been entered into the timesheet. If the timesheet has been previously submitted, the submitted values will not be reset. The Delete Timesheet button will delete a timesheet that has been previously submitted. This will also require the Timesheet Validator to validate the timesheet. Some staff will wish to enter their timesheet details each day. To save the timesheet progressively select the Save button that is located on the top right hand corner of the timesheet. This will also close the timesheet. To enter the next day s details, the casual will need to retrieve the timesheet from the Business Process Worklist. Printed: Tuesday, 19 February :05 AM 6