University of Western Sydney

Transcription

1 University of Western Sydney General Casual Timesheet Online User Guide Step 1 Log into Staff OnLine at using your MyUWSAccount details. Step 2 From the Level 1 menu, please click on the MyPay tab. This will display Payroll Details and Timesheet Expense on the level 2 menu. Choose the Timesheet & Expenses option. Select General Timesheet. Click on the MyPay tab Choose the Timesheet option. This will display a dynamic list from which you should choose General Timesheet

2 Step 3 The screen shot below shows your details (1), the link to create a new timesheet (2), the options to expand or collapse (3) and, the details displayed in (4) To add a new Timesheet, select the Click here to add a new timesheet link

3 Step 4 This process identifies current jobs which are available for you to enter timesheets for. Select the start date for your new timesheet (1); a calendar will be displayed by clicking on the button adjacent to the start date field to help you select the date for your timesheet. Depending on the browser you are using a list of all current jobs as at the start date you entered will be automatically displayed. If not you can click on the Find Employee Jobs button (2) To cancel this process at any time just click on the Back to Timesheet List link (3) You will then be shown a list of all your casual jobs which are current as at the date you have chosen. To enter the details for the timesheet, you must select the relevant job by clicking the select checkbox for the relevant job (or you can select all jobs) and then click on the Continue button. The information displayed above will provide you with more information on the specific job you can enter the timesheet for.

4 Step 5 You can now begin to enter data for your timesheet. Explanation of screen shot above: 1. At the top of the screen you will see the details for the job which you are entering the timesheet details. 2. You can see the status of the timesheet, NEW means this is the first time you are working on this timesheet, Changed will indicated you are modifying the timesheet. 3. Allows you to copy the above timesheet line and then just change some of the details as required. 4. Allows you to delete the timesheet line you have created. 5. This is where you select the date worked for the timesheet line, a dropdown calendar is available by clicking on the icon adjacent to the Work Date field. 6. This field will automatically display the Day that the work was performed. 7. This field allows you to enter your start and end times. 8. This is the number of hours (units) that you are claiming for this work date 9. This is the paycode that you are claiming the hours (units) against, click on the dropdown list to see a list of all available paycodes. 10. The repeat field, which is linked to the Expand Repeats button, allows you to set repeat a particular line on the timesheet a number of times, each a week apart, so if you had a regular work pattern you could use this facility to replicate this. You should check with your supervisor before doing this as they may not be willing to approve that type of timesheet and as a result it may be rejected and the whole timesheet will be sent back to you, not just some days.

5 11. The rate field is linked to the Show Rates button and will only have a value in it once you have pressed the Show Rates button. It displays the per unit rate for the paycode you have claimed as at the date of the claim. 12. The Save button will save the timesheet you are working on so that you can come back in and edit it at a later date. It will not submit it for approval. 13. The Save and Submit button will save the timesheet you have been working and also send it through to your supervisor for approval. 14. The Refresh button will simply update the current timesheet with the latest changes you have made. 15. The Show Rates button displays the payrate for the paycode selected for that line of the timesheet, refer item The Expand Repeats button work in conjunction with the Repeat field, refer item The Add Row button allows you to add more lines to the timesheet in the event that you need to accommodate more paycode etc. 18. The Cancel button cancel any changes you have made and returns the form to the last known state after it was last saved. Once you have clicked on the Save and Submit button you will receive the following message, provided there are no validation errors you need to fix. The Timesheet history option allows you to view timesheets that you have previously submitted. It can differentiate between timesheets that have been paid and those approved, awaiting payment. To can access this information click on Timesheet History, as indicted.

6 This presents you the option of selecting the date worked range you are enquiring about. You can use the inbuilt calendar to select your dates or you can manually enter them in the format DD-MON-YYYY. Timesheet type, allows you choose from one of three options. Choose WK8280 if you wish to view timesheets previously approved via staff online for general staff members. If you have previously submitted a manual timesheet, you should then choose FC924 Execute the query by clicking on the Find button. A report similar to that below will display. The timesheet history report list details of paid/approved timesheets. The presence of a Payroll date indicates the date the timesheet was paid. Conversely, the absence of a Payroll date indicates that the timesheet has been approved and awaiting payment.

7 Step 6 To delete or un-submit a timesheet which you have sent through for approval you will need to expand the Submitted (Not Approved) section of the main General Timesheet screen, you can do this by clicking on the + symbol adjacent to that section. This will then open up more detailed records which are in that section. You can then click in the delete or un-submit checkbox for the appropriate record and the appropriate action will be taken. If you have any questions about this process you can hrmis@uws.edu.au and someone will respond to your question promptly.