Timekeeper Approver User Manual
Contents
1. Only a limited number of periods will initially be available Click the clear button E DE and then the retrieve button fel to select earlier pay periods To raise timesheets for a specific financial year click the clear button eh type the financial year e g 11 12 into the Fin Yr field and then click the retrieve button fre Note Timekeeper forms cannot be raised for future pay periods or for before the casual employee s placement commencement date The pick pay period list is closed and the timekeeper form for the selected pay period will appear in the timekeeper forms list on the timekeeper page as shown below Timekeeper Forms ie All Current Approved amp Outstanding Period From 25 FEB 2012 TKRODS 11 FEB 2012 ETE fTKRO09 28 JAN 2012 10 FEB 2012 24 FEB 2012 TKROOS Current Incomplete Approved qa Repeat steps 1 to 2 for each additional required pay period Timekeeper Approver Access Overview and User Manual Publication Date v2 2 31 4 5 THE UNIVERSITY er OF QUEENSLAND AUSTRALIA Entering a Timekeeper Form A Timekeeper approver may be required to enter complete the timesheet details as per a paper based timesheet submitted by the casual employee and reviewed by supervisor To complete and approve a Timekeeper form in Aurion complete the following steps Step Step 1 Instruction How to complete and approve a Timekee2. Enter the timesheet details as per the paper based timesheet submitted by the casual employee and reviewed by supervisor Fh Actual Casual Professional Staff Timesheet for Name es ee mpioyeeno TT view C Daily C Weekly Period Delte Les Timeframe Saturday 25 Feb 2012 through Friday 9 Mar 2012 inclusive Status Jr yr Hours Worked Pick Value Add Line Date Mon 27th Feb I Tue 28th Feb Start Time Break From Break To Finish Time nit Site Fund Function j FFT Finance 9 00 12 30 13 00 15 30 10 00 13 00 fi 3 30 16 00 a a ooo DEO OL DO Oo Df Oooo DEO 2 _ Df ee Of Additional Allowance Claims Add Line Date Allowance Units Claimed OpUnit Site Fund Function Project FFT Finance Comments F Raised Using Empty Approved By Restart Save Validate Approve Cancel Ruleset Casual Professional Staff Timest Process Pay Save Vaidate Approve Cancel TEE RE The fields on the timekeeper form will differ depending on the timekeeper form category refer to section 6 5 Timekeeper Form Categories The Date field is a drop down pick list The Payment Type Contact Hours Work Category and Time Type fields can be entered typed directly or alternatively fields can be picked from a list using the Pick Values button that will appear when the fields are clicked in The work times fields Start Time Break From Break To Fini
3. Mail Sent ev OB My Aurion is the portal to The University of Queensland s Human Resource Management i i System 1 Choose atopic from the left panel or the task bars above My Leave Apply Predict Loading y GC 2 View topic options using the expand arrow 3 Select a record and details will appear in the right panel My Settings Mail amp Supervisor y GE Additional user information is available from the User Guides topic located at the bottom of each page Pay Advices 7 nr Your phone number is 3365 4444 Your E mail is d day Quq edu au Your supervisor is Donna Callaghan Upcoming Training te N You have 8 Pay Advice messages in your message box You have 7 Report messages in your reports folder m You have 3 messages in your TK Science Biomedical Science Inbox User Guides dl Your leave balances are mye Recreation 97 20 hours 13 43 days Navigation Personal Sick amp Carers 434 55 hours 59 99 days gt CJ Leave Carer s non cumulative 36 15 hours 5 00 days Pay Details Long Service 466 12 hours 64 30 days gt Personal Details gt Upcoming training recorded for you is Mail 19 July 2011 Email and Letter Writing Etiquette gt CJ Timekeeper Training Note The Home detail panel on the right hand side of the Home portal displays the number of Timekeeper messages that are currently awaiting approval Timekeeper Approver Access Overview and User Manual Publication Date v2 2 9 Step
4. Aurion Aurion 10 AURLOTR ENVIRONMENT l i alidation was successful Have you finished updating this Timekeeper Form We mme Click the Approve button to approve the timekeeper form Step 5 If you select to validate the timesheet without approving it you are returned to the Timekeeper page and the status of the pay period is updated to Validated Step 6 To approve a validated Timekeeper form click the Detail Form button once more for the required pay period and then click the Approve button provided to the right of the Validate button in the bottom right hand corner of the timesheet Timekeeper Approver Access Overview and User Manual Publication Date v2 2 34 THE UNIVERSITY er OF QUEENSLAND AUSTRALIA Step Instruction How to complete and approve a Timekeeper form in Aurion Step 7 Once the timesheet is approved you are returned to the Timekeeper page and the status of the selected pay period is updated to Approved Current la Step 8 Click the Summary button to see a summary of the total hours claimed by the casual employee in the pay period and the resulting payroll transactions Timekeeper Approver Access Overview and User Manual Publication Date v2 2 35 4 6 THE UNIVERSITY er OF QUEENSLAND AUSTRALIA Decline a Timekeeper Form An approver would normally only decline a Timekeeper form at the request of a supervisor Some organisational units instruct their casual
5. Casual Professional Staff Times Process Pay Note the casual professional staff timesheet does not display all columns in Aurion The comments field is accessible by clicking the Le Symbol If you have been requested to decline the Timekeeper form or after reviewing a Timekeeper form you have found that the information recorded is not correct the Timekeeper form is to be declined and sent back to the employee for correction Click the Cancel button to decline the timesheet Timekeeper Approver Access Overview and User Manual Publication Date v2 2 36 THE UNIVERSITY OF QUEENSLAND AUSTRALIA Once the timesheet is declined you are returned to the Timekeeper page and the status of the selected pay period is updated to Incomplete Timekeeper Approver Access Overview and User Manual Publication Date v2 2 37 THE UNIVERSITY a OF QUEENSLAND AUSTRALIA 5 Reports 5 1 HR Portal Access to the HR Portal is via the following webpage https hrportal hr uq edu au HR Portal is also accessible from the Current Staff website and selecting the HR Portal link Enter your UQ Sign In username and password in the provided fields and click the Sign In button o UNIVERSITY ee F QUEENSLAND ortal S T AUSTRALIA Finance gt Logout Casual Employees Costing Home This section contains reports to highlight information for This section contains reports to highlight information for casual employees costing
6. Jackson 06 JUN 2011 09 39 My Settings Mail amp Supervisor Timekeeper Form for 15 01 2011 to 28 01 2011 Pending Upcoming Training Type Timekeeper Pay Advices O Q User Guides Timekeeper Form Details 7 Navigation Show Form Update G Leave Pay Details 3 Employee JACKSON Samuel 2065869 The following grids are accessable from the Message Details detail panel e Message Details This grid displays the message details of the selected mail item including the message type from whom the message was received and any comments the casual employee included when submitting their Timekeeper form for authorisation e Timekeeper Form Details This grid displays the pay period covered by the Timekeeper form and the staff member s employee number e Summary This grid displays the total contact hours worked by the employee in this pay period e Daily Summary Week 1 This grid displays the total contact hours worked by the employee in week one of this pay period e Daily Summary Week 2 This grid displays the total contact hours worked by the employee in week two of this pay period e Resulting Payroll Transactions This grid displays the payroll transactions including the pay code hourly rate and the gross before tax amount to be paid for each contact hour block Timekeeper Approver Access Overview and User Manual Publication Date v2 2 11 THE UNIVERSITY or OF QU
7. are responsible for updating the costing information chart string on Timekeeper forms and approving the form for processing and payment To update and approve a Timekeeper form an approver must perform the following steps 1 When the supervisor s have authorised an employee s Timekeeper form an email notification is sent to the nominated Timekeeper mailbox On receipt of this notification the approver clicks on the link in the email to log on to MyAurion open the Timekeeper mailbox and select the MyAurion mail item that contains the employee s Timekeeper form Approvers can also use Aurion to access the Timekeeper forms for the casual employees in their organisation unit Timekeeper forms awaiting approval are listed in the Pending Claims report in the HR Portal 2 Open the employee s Timekeeper form and enter update the costing information if required Approve the Timekeeper form for processing of salary payment or Decline the Timekeeper form and send it back to the employee for amendment if required Note the following e If the workflow for your organisational unit requires employees to submit their Timekeeper forms directly to a Timekeeper mailbox and bypass the review process performed by supervisors the approver is responsible for verifying that the contact hours claimed are a true reflection of the hours worked by the casual employee e lf acasual professional employee at HEW Level 8 or above has recorded overti
8. employees to submit their Timekeeper forms directly to the Timekeeper approver for review and approval When an error is found the approver is required to decline the Timekeeper form for correction and resubmission by the casual employee To decline a Timekeeper form in Aurion complete the following steps Step Step 1 Step 2 Instruction How to decline a Timekeeper form in Aurion Refer to section 4 1 Accessing Pending Timekeeper Forms to navigate to the appropriate pending Timekeeper form Locate the relevant pay period and click the Detail Form button provided to the right of the selected row The detailed timesheet for the selected pay period is displayed as shown below rp Actual Casual Professional Staff Timesheet for Nome SE O employeee vem C Daly Weekly Period mployee No iew aily eekly Pe Timeframe Saturday 11 Feb 2012 through Friday 24 Feb 2012 inclusive Status Incomplete Hours Worked Add Line Break From BreakTo Finish Time OpUnit Site _ Fund Function Proj FFT Finance r OE 16 00 I Tue 14thFeb WORK 1230 16 00 I Mon 20th Feb WORK 12 30 16 00 I frue2istFeb WORK 12 30 16 00 Additional Allowance Claims Add Line Date Allowance Units Claimed Opunit Site Fund Function Project FFT Finance Comments B Raised Using Empty Approved By Restart Save Validate Approve Cancel Ruleset
9. information e Pending Claims e Costing Combinations Search Current Approved Entries e OpUnitSite Search Current Pay Transactions e FundFunction Search Costing Previous Pay Transactions Project Search Total Hours e Position Costing Validation Casual Placements including placement costing Placement Costing Validation Casual Employees Need additional help Authorised by Director of HR Contact the ITS Help Desk ation Systems Phone 3365 6000 ABN 63 942 912 684 Email itsupportdesk uq edu au CRICOS Provider No 00025B http www ug edu au current staff index html page 108545 and request Timekeeper Reports HR Portal J If you do not have access to the HR Portal complete the Aurion access form From the HR Portal homepage the Casual Employees reports menu is accessed by clicking the drop down arrow or Casual Employees in the left menu pane Timekeeper Approver Access Overview and User Manual Publication Date v2 2 38 i gt Logout Home Casual Employees Pending Claims Current Approved Entries Current Pay Transactions Previous Pay Transactions Total Hours Casual Placements including placement costing p UNIVERSITY RE F QUEENSLAND orta S R AUSTRALIA THE UNIVERSITY er OF QUEENSLAND AUSTRALIA Logout Casual Employees Pending Claims This report shows the status of submitted MyAurion timesheets when an employee sent their timesheet a
10. log on to MyAurion to process the Timekeeper form J Note the following e Some staff members are the supervisor of an employee and also an approver for a Timekeeper mailbox In their role as supervisor they should authorise the employee s form and submit it to the Timekeeper mailbox Another Timekeeper approver must approve the form e Some organisational areas elect to instruct their casual employees to submit their Timekeeper forms directly to the Timekeeper mailbox bypassing the review process performed by supervisors In this instance the approver is responsible for verifying that the contact hours claimed are a true reflection of the hours worked by the casual employee Timekeeper Approver Access Overview and User Manual Publication Date v2 2 8 THE UNIVERSITY er OF QUEENSLAND AUSTRALIA 3 1 Accessing Pending Timekeeper Forms in MyAurion To access pending Timekeeper forms in MyAurion complete the following steps Instruction How to access Pending Timekeeper Forms in MyAurion From the MyAurion tab click the Home button to access the grids in the Home summary panel on the left hand side of the Home portal as shown below Welcome to Aurion Doris Day MyAurion Favourites Settings Help ae MyAurion Home Personal Details Job Leave Pay amp Banking TimeKeeper Training DAY Doris 2016198 Senior Finance Officer Sch Biomedical Sciences School St Lucia Campus Mail Inbox New Ay 4060 Welcome to Aurion
11. string for salary charges For example an academic conducts three lectures during the fortnight and the salary for each lecture may be allocated to a different chart string If you do not need to update the Timekeeper form prior to its approval please refer to section 4 2 Approve a Timekeeper Form as the approval process differs to that described below To update and approve a Timekeeper form in Aurion complete the following steps Step Step 1 Instruction How to update and approve a Timekeeper form in Aurion Refer to section 4 1 Accessing Pending Timekeeper Forms to navigate to the appropriate pending Timekeeper form Locate the relevant pay period and click the Detail Form button provided to the right of the selected row The detailed timesheet for the selected pay period is displayed as shown below D Actual Casual Professional Staff Timesheet for Name me 1 empioyeeno TT View C Daly C Weekly Period Delte Lines Timeframe Saturday 11 Feb 2012 through Friday 24 Feb 2012 inclusive Status ncomplete adi JEA ELE Hours Worked Add Line Tue 14th Feb Pa T Start Time Break From Break To Finish Time nit Site Fund Function j FFT Finance E WORK 12 30 16 00 WORK 12 30 16 00 7 Mon 20th Feb WORK 12 30 16 00 frue2istFeb WORK 12 30 16 00 Additional Allowance Claims Raised Using Empty Approved By I Restart Save Validate Approve Cancel R
12. the Home summary panel Timekeeper Approver Access Overview and User Manual Publication Date v2 2 14 THE UNIVERSITY wr OF QUEENSLAND AUSTRALIA 3 3 Update and Approve a Timekeeper Form in MyAurion Approvers update Timekeeper forms to change update the costing information chart string for salary charges For example an academic conducts three lectures during the fortnight and the salary for each lecture may be allocated to a different chart string If you do not need to update the Timekeeper form prior to its approval please refer to section 3 2 Approve a Timekeeper Form as the approval process differs to that described below To update and approve a Timekeeper form in MyAurion complete the following steps Instruction How to update and approve a Timekeeper form in MyAurion Refer to section 3 1 Accessing Pending Timekeeper Forms to navigate to the the appropriate pending Timekeeper form From the Timekeeper Form Details grid in the Message Details detail panel click the Update button Timekeeper Form Details 5 Q Show Farm Scroll up Io ves he Acbon bution Emphyyee THORPE lan Numbbar Option Type Actual Timeframe Raturdsy 5 Apr 30194 through Friday 22 Apr 2011 Indusa Fuslaseit Caaual Exarmnalaons Supenaiaer Ti Status Subrulled Error Message Process Period 0305 2011 Approved e pprovar Usar Ralsad Using Empty The Timekeeper Form pop up window is displayed in edit mode as shown below Casual Exami
13. Decline a Timekeeper Form in MyAurion An approver would normally only decline a Timekeeper form at the request of a supervisor Some organisational units instruct their casual employees to submit their Timekeeper forms directly to the Timekeeper mailbox for review and approval by an approver When an error is found the approver is required to decline the Timekeeper form for correction and resubmission by the casual employee To decline a Timekeeper form in MyAurion complete the following steps Steps Step 1 Instruction How to decline a Timekeeper form in MyAurion Refer to section 3 1 Accessing Pending Timekeeper Forms to navigate to the the appropriate pending Timekeeper form If you have been requested to decline a Timekeeper form or after reviewing a Timekeeper form you have found that the information recorded is not correct the Timekeeper form is to be declined and sent back to the employee for correction To decline a Timekeeper form from the Message Details grid on the Message Details detail panel click the Action button The Message Details pop up window is displayed as shown below Message Details Received 06 06 2011 10 41 03 From Jackie Chan To TK Science Biomedical Science For Samuel Jackson Topic Timekeeper Form for 15 01 2011 to 28 01 2011 Details From Jackie Chan 06 JUN 2011 10 41 From Samuel Jackson 06 JUN 2011 09 39 Timekeeper Form for 15 01 2011 to 28 01 2011 Approve this requesig Leave as Pend
14. EENSLAND AUSTRALIA Steps Instruction How to access Pending Timekeeper Forms in MyAurion Step 3 Contact Hours Worked casual academic Hours Worked casual professional Rostered Hours exam supervisor This grid displays the breakdown of the hours the employee worked each day Note Casual academic staff only record their contact hours on the Timekeeper form Associated hours preparation and marking are included in the sessional rate of payment for casual academics where applicable Additional allowance Claims This grid displays any allowances for which the employee has submitted a claim Note This grid only displays when viewing a Timekeeper form for a casual professional staff member Where you are actioning a Timekeeper form that has been submitted directly to the Timekeeper mailbox you must review the Timekeeper form to ensure that it is an accurate reflection of the hours worked by the casual employee Use the Expand icon provided to the right of each grid to view the information recorded When reviewing a Timekeeper form for a casual employee e Ensure the employee number listed in the Employee Number field in the Timekeeper Form Details grid on the Message Details detail panel is correct e Verify that the contact hours allowance claims and work category are correct If required you can view the actual Timekeeper form To do this from the Timekeeper Form Details grid in the Message Details detai
15. ENSLAND AUSTRALIA 6 Additional Information 6 1 Deadline for Reviewing Timekeeper forms Approvers must complete the approval of all submitted Timekeeper forms by 12 00 pm on Friday of non pay week Forms must therefore be submitted reviewed by supervisors and actioned by approvers prior to this deadline Approvers finance or administrative officers actioning Timekeeper forms will impose their own v local deadlines to allow them enough time to approve all timesheets for payment prior to the UQ deadline If forms are not submitted reviewed and approved in a timely manner the employee will not be paid in that pay cycle Forms which are not finalised by the deadline are removed from the workflow and the casual employee is sent an email to their UQ email address advising that the form was not processed for the current pay period The casual employee will be advised to resubmit the Timekeeper form for approval and payment in the next pay cycle No Security Access Message From 12 00 pm Friday of non pay week until Sunday of non pay week all staff casuals supervisors and approvers are locked out of MyAurion while the University pay is being calculated and are therefore not be able to review timesheets during this time Staff attempting to log in to MyAurion Timekeeper during this time will receive an error message MyAurion Timekeeper will be available again from Monday of pay week 6 2 Salary Rates for Casual Staff Casual academ
16. LAND AUSTRALIA Approve a Timekeeper Form If you need to update the Timekeeper form prior to its approval please refer to section 4 3 Update and Approve a Timekeeper Form as the approval process differs to that described below To approve a Timekeeper form in Aurion complete the following steps Step Step 1 Step 2 Instruction Approving a Timekeeper form in Aurion Refer to section 4 1 Accessing Pending Timekeeper Forms to navigate to the appropriate pending Timekeeper form Locate the relevant pay period and click the Detail Form button provided to the right of the selected row A message will pop up warning that by electing to Update the timekeeper form the status will be set to Incomplete The detailed timesheet for the selected pay period is displayed as shown below rp Actual Casual Professional Staff Timesheet for Name Ty EmployeeNo TT view C Day C Weekly Period peke Lines Timeframe Saturday 11 Feb 2012 through Friday 24 Feb 2012 inclusive Status Incomplete aii Hours Worked Add Line Date Start Time Break From Break To Finish Time OpUnit Site Fund Function FFT Finance E gt WORK 12 30 16 00 Tue 14th Feb 12 30 16 00 I Mon 20th Feb 12 30 16 00 I Tue 21st Feb 12 30 16 00 Additional Allowance Claims Add Line Raised Using Empty Approved By approve Restart Save Validate Approve Cancel Ruleset Casual Professional St
17. Timekeeper Approver Access Overview and User Manual THE UNIVERSITY 5 OF QUEENSLAND AUSTRALIA THE UNIVERSITY OF QUEENSLAND AUSTRALIA Table of Contents tk MOT 3 2 Tee VEN GW Lee 4 2 1 Casual Employee Responsibilities rrrrrrrnnnrrrorrrnnnnnrrrrrnnnnnrvnrrnnnnnennnnnnnnnrennnnnnnnsnnnnnnsnsennnnnne 5 2 2 Supervisor Responsibilities rrrrrrrrrrrnnnnrnrrrrvrrrnnnnnnnrrrrnnnnnnnnnnnnsrnnnnnnnnnnnnnssennnnnnnnnssnsernnnnnnnnn 6 2 3 Hess JO EEE EE 7 3 MANN Se 8 3 1 Accessing Pending Timekeeper Forms in MyAurion rrnrnnnrvvnnnnnrvvnnnnrennnnnrennnnnnennnnnnrennnnnnen 9 3 2 Approve a Timekeeper Form in MyAurion rrnnnnnnnvnrnnnnvnnnnnnrnnnnnnnennnnnnennnnsnennnnnnnennnnenennnnnne 13 3 3 Update and Approve a Timekeeper Form in MyAurion rrrrrnnnnnnnnnnnvvnnrnnnnnvrnnnnnnnnennnnnnnnennn 15 3 4 Decline a Timekeeper Form in MyAurion rrnnnnnnnvnnnnnrvnnnnnnenvnnnnrnnnnnnrennnnenennnnnennnnnnnennnnnnen 19 AN 21 4 1 Accessing Pending Timekeeper Forms rrrnnnnnrnnnnnnnvnvnnnnvnnnnnnvnnnnnnrnnvnnnssnnnnnnrnnnnnnrnnnnnnssnnnnnee 23 4 2 Approve BEG da EEE ES 24 4 3 Update and Approve a Timekeeper Form rrrnnnnnnnnnnnnnnnvnnvnnnnnrrnrnnnnnnennnnnnnnsennnnnnsnsennnnnnsnssnn 26 4 4 Raise a Timekeeper Form rrnnrnnnnnnnnvnnnnnnnvnnnnnnennnnnnrnnnnnnnennnnnnennnnnsennnnnssennnnssennnnnrennnnssennnnsne 30 4 5 Entering a Timekeeper Form rrnnnnrnnnnnnnvnvnnnnvnnnnnnvnnnnnnrnnvnnnssnnnnnnrnnnn
18. aff Times Process Pay CPER E Note The casual professional staff timesheet does not display all columns in Aurion The comments field is accessible by clicking the Le Symbol Click the Approve button to approve the timesheet Timekeeper Approver Access Overview and User Manual Publication Date v2 2 24 Step Step 3 Step 4 Step 5 Step 6 THE UNIVERSITY er OF QUEENSLAND AUSTRALIA Instruction Approving a Timekeeper form in Aurion If you select to validate the timesheet without approving it you are returned to the Timekeeper page and the status of the pay period is updated to Validated Ev id 3 To approve a validated Timekeeper form click the Detail Form button once more for the required pay period and then click the Approve button provided to the right of the Validate button in the bottom right hand corner of the timesheet Once the timesheet is approved you are returned to the Timekeeper page and the status of the selected pay period is updated to Approved g Click the Summary button to see a summary of the total hours claimed by the casual employee in the pay period and the resulting payroll transactions Timekeeper Approver Access Overview and User Manual Publication Date v2 2 25 4 3 THE UNIVERSITY er OF QUEENSLAND AUSTRALIA Update and Approve a Timekeeper Form Approvers update Timekeeper forms to change update the costing information chart
19. alidate Approve Cancel Ruleset Casual Professional Staff Times Process Pay l The list of chart string fields from the pick list is not filtered Aurion will replace costing chart string detail recorded against the casual employee s placement with the individual chart string fields completed on the timekeeper form For example to update only the FFT and retain the other costing details recorded against the placement it is only necessary to update the FFT field on the timekeeper form not the entire chart string line A report on placement costings is available in the HR Portal refer to section 5 1 6 Casual Placements including placement costing Note If the costing recorded against the employee s placement includes a project A the casual employee s salary will always be paid against the project unless a different project is selected on the timekeeper form Leaving the project field blank on the timekeeper form will result in Aurion defaulting back to the project recorded in the chart string against the placement A salary journal will be required to reallocate the salary charges Timekeeper Approver Access Overview and User Manual Publication Date v2 2 21 Step Step 3 Step 4 Step 5 Step 6 THE UNIVERSITY er OF QUEENSLAND AUSTRALIA Instruction How to update and approve a Timekeeper form in Aurion After adding costing click the Save button to save the changes and then click
20. as shown below Mail Inbox New D Received Type From Subject For Status 06 06 2011 1 Timek Jackie Chan Timekeeper Form for 15 21 02 2011 0 Timek Trudi Sum Timekeeper Form for 29 J Judith Gill Pending Timekeeper Approver Access Overview and User Manual Publication Date v2 2 10 THE UNIVERSITY er OF QUEENSLAND AUSTRALIA Steps Instruction How to access Pending Timekeeper Forms in MyAurion Step 3 From the Mail Inbox grid select the pending Timekeeper mail item that is awaiting approval The message details of the selected Timekeeper mail item and the Timekeeper form details display in the Message Details detail panel on the right hand side of the Home portal as shown below Welcome to Aurion Doris Day My Aurion MyStaff MyAurion Favourites Settings Help Logout Home Personal Details Job Leave Pay amp Banking TimeKeeper Training DAY Doris 2000008 Senior Finance Officer Sch Biomedical Sciences School St Lucia Campus Mail Inbox New Message Details Received Type From Staff Schedule 06 06 2011 1 Timek Jackie Chan Timekeeper Form for 15 Be i 21 02 2011 0 Timek Flora Des Timekeeper Form for 29 J Amy Lee Received 06 06 2011 10 41 03 From Jackie Chan Mail Sent TK Science Biomedical Science Samuel Jackson Timekeeper Form for 15 01 2011 to 28 01 2011 From Jackie Chan 06 JUN 2011 10 41 My Leave Apply Predict Loading From Samuel
21. ay period is updated to Validated To approve a validated Timekeeper form click the Detail Form button once more for the required pay period and then click the Approve button provided to the right of the Validate button in the bottom right hand corner of the timesheet Timekeeper Approver Access Overview and User Manual Publication Date v2 2 28 THE UNIVERSITY er OF QUEENSLAND AUSTRALIA Step Instruction How to update and approve a Timekeeper form in Aurion Step 7 Once the timesheet is approved you are returned to the Timekeeper page and the status of the selected pay period is updated to Approved Current li Step 8 Click the Summary button to see a summary of the total hours claimed by the casual employee in the pay period and the resulting payroll transactions Timekeeper Approver Access Overview and User Manual Publication Date v2 2 29 THE UNIVERSITY er OF QUEENSLAND AUSTRALIA 4 4 Raise a Timekeeper Form Approvers can raise timesheets to complete the timesheet on behalf of casual employees in their organisation unit refer to section 4 5 Entering a Timekeeper Form or when timesheets have not been raised by HR staff when the casual appointment is entered in Aurion To raise a timekeeper form in Aurion complete the following steps Step Instruction How to raise a Timekeeper form in Aurion Step 1 Refer to section 4 1 Accessing Pending Timekeeper Forms to navigate to the Time
22. curate reflection of the hours worked by the casual employee Use the Expand icon provided to the right of each grid to view the information recorded When reviewing a Timekeeper form for a casual employee e Ensure the employee number listed in the Employee Number field in the Timekeeper Form Details grid on the Message Details detail panel is correct e Verify that the contact hours allowance claims and work category are correct While updating a Timekeeper form do not click the Cancel button or the Close icon O this will cancel the Timekeeper form and return it to the casual employee with an Error status Should this happen either e Log into Aurion client via Citrix update the costing and approve the form or e Contact the casual employee and advise them that they need to resubmit their Timekeeper form for approval Step 3 From the Timekeeper Form pop up window click the Save button The data entered in the Timekeeper Form pop up window Is validated and you are returned to the Message Details detail panel Please refer to the Troubleshooting Guide for Casual Staff www hr ug edu au content BA Training Aurion troubleshooting guide for casuals pdf for assistance with correcting any validation errors Timekeeper Approver Access Overview and User Manual Publication Date v2 2 16 THE UNIVERSITY or OF QUEENSLAND AUSTRALIA Steps Instruction How to update and approve a Timekeeper form in MyAurion St
23. e v Aurion Timekeeper Approver Access is restricted to staff who have completed the Aurion access form http www uq edu au current staff index html page 108545 For a complete description of the Aurion Timekeeper Approver Access please refer to http www uq edu au current staff index html page 108548 Assistance can be obtained by phoning the ITS Helpdesk on extension 56000 option 2 or sending an email to itsupportdesk uq edu au The support staff will determine if your problem is technical or operational and will refer your request to the relevant area Note Aurion HR System is referred to as Aurion in the remainder of this manual The following symbols are used throughout this document wp This icon is used to highlight important information This icon is used to represent a warning This icon is used to represent a tip or trick Timekeeper Approver Access Overview and User Manual Publication Date v2 2 3 THE UNIVERSITY er OF QUEENSLAND AUSTRALIA 2 Timekeeper Overview The following flow chart provides an overview of the timekeeper workflow from submission through to approval Supervisor Casual Employee pe Log on to MyAurion to review the Log on to MyAurion to enter hours employee TK form worked overtime in TK form for relevant pay period Authorise the form and forward to appropriate TK Mailbox Forward to appropriate Supervisor Ered OR MyAurion for review and author
24. e will be sent Enter the person s UQ userid directly in the code field on the right Alternatively click the Search arrow 7 to access the search function select the required search parameter and locate and select the name from the Select Send To list for further information on using the search function refer to the MyAurion Navigation guide Note Only complete this field if you wish to send a confirmation message to someone other than the casual employee such as the supervisor Timekeeper Approver Access Overview and User Manual Publication Date v2 2 17 THE UNIVERSITY or OF QUEENSLAND AUSTRALIA Steps Instruction How to update and approve a Timekeeper form in MyAurion Step 5 e Message Free text field where you may wish to include information for the employee or Supervisor e Optional Recipients This field lists the casual employee who will receive notification that the Timekeeper form has been processed When the Confirm button is pressed the status of the Timekeeper mail item listed in the Mail Inbox grid is updated to Approved MyAurion sends an email to the casual employee and supervisor if specified confirming that the Timekeeper form has been processed Messages sent from the Timekeeper mailbox can be viewed from the Mail Sent grid in the Home Summary panel Timekeeper Approver Access Overview and User Manual Publication Date v2 2 18 3 4 THE UNIVERSITY er OF QUEENSLAND AUSTRALIA
25. ed Click the Aurion icon The Aurion Log On window is displayed as shown below User Name Il Password e Enter your Aurion username and password in the provided fields and click the Continue button You are logged into Aurion and the Aurion Home Page is displayed Timekeeper Approver Access Overview and User Manual Publication Date V2 2 21 Steps Step 4 THE UNIVERSITY er OF QUEENSLAND AUSTRALIA Instruction Logging on to Aurion TimeKeeper is accessed by selecting the TimeKeeper menu item from the Main Menu as shown below A Aurion Aurion 10 AURLOPD ENVIRONMENT File Edit Tools Process Help AY Aurion Menu HS DOE ARTES XaRSABeO iy Aurion Menu 0 Main Menu View Staff a staff General Reports TimeKeeper TimeKeeper CO My Favourites Workbench GD Mailbox Change Password e Your Aurion username is the same as your UQ username however your Aurion password is different If you forget your password contact the ITS Helpdesk 56000 option 2 and request your password be reset e If an incorrect username or password is entered an error message will display in the Message line and you will be required to re enter your login details Note The entered username cannot be changed if it has been entered incorrectly you will need to close the log on window and open a new Aurion session e After a number of failed attempts you will be loc
26. ember that has this award type will be assigned the Casual Professional Staff Timesheet Timekeeper form to submit their casual work hours An employee linked to this award is paid at the classification rate approved for the period of their appointment The following is an example of the Timekeeper form displayed for a casual professional staff member Casual Professional Staff Timesheet Casual General Staff Timesheet Complete all columns except for Finance Only columns All times are recorded in 24 hour format e g 14 00 for 2pm Click the Save and Validate button to save the form and check for errors before submitting it to your supervisor Click the Save button to save an incomplete form To submit the timesheet to your supervisor click the Submit button once the timesheet has been saved and validated For tips on entering timesheet data click here Hours Worked New Row Delete Rows C Date Payment Type Start Time Break From Break To Finish Time Comments Additional Allowance Claims New Row Delete Rows Date Allowance Units Claimed Comments Save Save and Validate Cancel Timekeeper Approver Access Overview and User Manual Publication Date v2 2 43 THE UNIVERSITY er OF QUEENSLAND AUSTRALIA 6 5 2 Casual Examinations Supervisor Timesheet The Timekeeper form for casual exam supervisors is defaulted from the Examinations Supervisor award EXMCAS in Aurion Any
27. ep 4 Once the costing information has been entered the Timekeeper form is ready for approval To approve an updated Timekeeper form either click the e Approve button to approve the Timekeeper form immediately Note When this button is used MyAurion will not send a confirmation email to the casual employee or their supervisor e Submit button to approve the Timekeeper form and send a confirmation email Timekeeper Form Details Q Show Form Approve Sur SO up 10 vig the Action button Employee LEE Arty 20749224 Number Option Type Acai Timelrame Sabrday 9 Apr 2011 rugh Foday 22 Apr 20194 irdusne Rulaset Casual General Stal Timesheel Salus Validaind Error Mossaqe Process Period 00062011 Approved Approver User lel Raised leiing Personal Default Step 5 When the Submit button is clicked the Confirm pop up window is displayed as shown below Confirm Q Send this application to your supervisor or other nominated staff member for approval If the name shown in the Send To box is not correct click the search arrow to find the required recipient Approve this request Details Timekeeper Form for DESCARTES Flora Employee No 2031110 Casual Academic Staff Sch Biomedical Sciences School St Lucia Campus For 15 01 2011 to 28 01 2011 Optional Recipients re Complete the following fields displayed on the Confirm pop up window and click the Confirm button e Send To The person to whom a confirmation messag
28. eper Approver Access Overview and User Manual Publication Date v2 2 46
29. has been declined You can view the message sent from the Timekeeper Mailbox in the Mail Sent grid in the Home Summary panel Note The status of the Timekeeper form when viewed by the casual employee will be set to Error Timekeeper Approver Access Overview and User Manual Publication Date v2 2 20 THE UNIVERSITY er OF QUEENSLAND AUSTRALIA 4 Aurion Approvers can also use Aurion to access the Timekeeper forms for the casual employees in their organisational unit All Timekeeper approvers have access to casual timesheets in Aurion and can approve update or decline the timekeeper forms for their organisational unit Approvers can also raise timekeeper forms and complete timesheet information for casual employees in their organisational unit that submit paper based timesheets Casual employees do not receive email notifications from Aurion to advise them on the status of wp their Timekeeper form Access to Aurion is available from the UQAPS Web Interface To Log on to Aurion complete the following steps Steps Step 1 Step 2 Step 3 Instruction Logging on to Aurion Access the UQAPS Web Interface by clicking the following link https web uqaps uq edu au GCitrix XenApp auth login aspx Alternatively access the Current Staff website and click the My Applications option Enter your UQ Sign In username and password in the provided fields and click the Log On button The UQAPS Web Interface page is display
30. he employee 2 Review the Timekeeper form details and verify that the o Employee number is correct o Contact hours claimed are a true reflection of the hours worked by the employee o Work Category selected by the casual employee is correct for casual academic variable classification catering staff examination supervisors o Allowance claims entered by casual professional staff are correct 3 Authorise the Timekeeper form by sending it to the relevant Timekeeper mailbox for approval processing of salary payment or Return the Timekeeper form to the employee for amendment if the information entered is incorrect eo Note the following e fa casual employee reports to more than one supervisor the Timekeeper form must be sent to each supervisor for authorisation before it is sent onto the Timekeeper mailbox for approval and payment Check the local arrangements for this step in your organisational unit e lf acasual professional employee at HEW Level 8 or above has recorded overtime on their Timekeeper form a Casual Salary Adjustment for Timekeeper form must be completed by the finance or administrative officer on behalf of the casual employee and submitted to Payroll for the additional overtime hours to be paid Timekeeper Approver Access Overview and User Manual Publication Date v2 2 6 THE UNIVERSITY or OF QUEENSLAND AUSTRALIA 2 3 Approver Responsibilities Approvers finance or administrative officers
31. heir total hours worked This report will help to show the unit their placement dates employee number classification total hours worked for casuals over a selected period of time and placement costing if recorded This report will help you to determine where and how costing information has been set up in Aurion New Casuals In Current Processing Period HR Only This report can be run as often as necessary within the processing period to check details for new casuals that have been entered p 4 The casual employees reports menu will give you access to run the following reports for casual employee information Pending Claims Current Approved Entries Current Pay Transactions Previous Pay Transactions Total Hours Casual Placements including placement costing 5 1 1 Pending Claims This report shows the status of submitted Timekeeper forms when a casual sent their timesheet and the supervisor they sent it to and also if the timesheet has been forwarded to the Timekeeper mailbox for the org unit Once a timesheet has been approved by the Timekeeper Approver the entry will disappear from the report This report is also useful for organisational units that use a combination of MyAurion and direct Aurion entry to approve casual TimeKeeper forms The report identifies for the Timekeeper Approver timesheets which may have been forwarded directly to the Timekeeper mailbox without being reviewed by the supervisor Timekeeper Ap
32. ic staff members are paid per session casual professional staff members are paid per hour Visit the Current pay schedules web page http www uq edu au current staff index html page 11893 to view current salary rates for casual academic and professional staff 6 3 Manual Adjustments to Claims Adjustments can be made to timesheets if the pay has not yet closed If the pay has closed and an adjustment is required for hours already paid to an employee a Casual Salary Adjustment for Timekeeper form must be completed by the finance or administrative officer on behalf of the casual employee and submitted to Payroll Timekeeper Approver Access Overview and User Manual Publication Date v2 2 41 THE UNIVERSITY er OF QUEENSLAND AUSTRALIA 6 4 Overtime 6 4 1 Casual Professional Staff HEW Levels 1 to 7 For casual professional staff Timekeeper will pay overtime at the rates specified in The University of Queensland Enterprise Agreement 2010 2013 Overtime rates are paid automatically once a casual professional staff member works greater than 7 hours 15 minutes on any one day The rates of overtime will be calculated at time and half double time double time and a half according to when the work was done and how many hours were worked Overtime on public holidays is paid at double time and a half with a minimum period of engagement of 4 hours 6 4 2 Casual Professional Staff HEW Level 8 and above For casual professional s
33. in Aurion Any staff member that has this award type will be assigned the Casual Academic Fixed Classification Timekeeper form to submit their casual work hours An employee linked to this award is paid at the classification rate approved for the period of their appointment The following is an example of the Timekeeper form displayed for a casual academic employed on a fixed classification Casual Academic Fixed Classification Casual Academic Fixed Classification Complete all columns except for Finance Only columns All times are recorded in 24 hour format e g 14 00 for 2pm Click the Save and Validate button to save the form and check for errors before submitting it to your supervisor Click the Save button to save an incomplete form To submit the timesheet to your supervisor click the Submit button once the timesheet has been saved and validated For tips on entering timesheet data click here Contact Hours Worked New Row Delete Rows C Date Contact Hours Course Code Comments Contact Start Time Contact Stop Time Go Ga Save Save and Validate Cancel Timekeeper Approver Access Overview and User Manual Publication Date v2 2 45 THE UNIVERSITY er OF QUEENSLAND AUSTRALIA 6 5 4 Casual Academic Variable Classification The Timekeeper form for an academic staff member employed on a variable classification is defaulted from the Academic Casual award ACADO04 in Aurion Any s
34. ing Send this request Return this request Approve this request Decline this request W Optional Recipients Confirm Cancel Timekeeper Approver Access Overview and User Manual Publication Date v2 2 19 THE UNIVERSITY er OF QUEENSLAND AUSTRALIA Steps Instruction How to decline a Timekeeper form in MyAurion Step 1 Complete the following fields displayed on the Message Details pop up window e Action The action to be performed To decline a Timekeeper form select the Decline this Request option from the drop down list provided e Message Free text field to provide information for the employee or supervisor as to why the TK form is being declined e Optional Recipients This field lists the casual employee and supervisor who will receive a notification that the Timekeeper form has been declined By default all recipients listed are selected Click a recipient s name to remove them from the email notification Clicking the recipient s name a second time will reselect the recipient but deselect the other names listed To reselect all recipients hold the Ctrl key down and click on each name listed Step 2 From the Message Details pop up window click the Confirm button The status of the Timekeeper mail item listed in the Mail Inbox grid is updated to Cancelled MyAurion sends an email to the optional recipients selected in the Message Details pop up window advising that the Timekeeper form
35. is request Optional Recipients Samuel Jackson ER EE leet teen Complete the following fields displayed on the Message Details pop up window e Action The action to be performed To approve a Timekeeper form select the Approve this Request option from the drop down list provided e Message Free text field where you may wish to include information for the employee or supervisor e Optional Recipients This field lists the casual employee and supervisor who will receive a notification that the Timekeeper form has been approved By default all recipients listed are selected Click a recipients name to remove them from the email notificiation Clicking the recipients name a second time will reselect the recipient but deselect the other names listed To reselect all recipients hold the Ctrl key down and click on each name listed Timekeeper Approver Access Overview and User Manual Publication Date v2 2 13 THE UNIVERSITY er OF QUEENSLAND AUSTRALIA Steps Instruction How to approve a Timekeeper form in MyAurion Step 2 From the Message Details pop up window click the Confirm button The status of the Timekeeper mail item listed in the Mail Inbox grid is updated to Approved MyAurion sends an email to the optional recipients selected in the Message Details pop up window confirming that the Timekeeper form has been approved You can view the message sent from the Timekeeper mailbox from the Mail Sent grid in
36. isation Return to employee for update Mail Note If more than one Supervisor include note requesting that the TK form be sent to the additional supervisor s for review Note If employee reports to more Approver than one Supervisor approve the form and forward it to the next L akwai HR Portal Timekeeper Reports Supervisor for review Last eae omy eas a Supervisor forwards from to TK EEE EE sale OR mailbox Log on to Aurion to enter approve claim data 1 Pending MyAurion Claims Current Approved Entries raw data 3 Current Pay Transactions EN 2 Previous Pay Transactions My AUTOT Hu 5 Maximum Hours Mail FA in Manual Adjustment form 5 Placement Report incl placement for any changes to claims costing lodged in pervious pay periods and or Overtime claims for HEW Casual Employee alternate 2 and above process Log on to MyAurion to enter hours worked overtime in TK form for relevant pay period i HR Portal Forward to appropriate TK Mailbox A Payroll Reports for review and approval i MyAurion 3 Mail 1 Process manual transactions ne 2 Overtime for HEW amp and Bulk approve casuals This workflow shows the standard process for timekeeper approval Organisational units may customise this process according to their work practices The following sections provide an overview of the responsibilities of staff when creating reviewing and approving a Timekeeper form e Casual Employee 2 1 Casual E
37. ked out of Aurion contact the ITS Helpdesk extension 56000 option 2 to request your password be reset Timekeeper Approver Access Overview and User Manual Publication Date V2 2 22 4 1 THE UNIVERSITY er OF QUEENSLAND AUSTRALIA Accessing Pending Timekeeper Forms To access pending Timekeeper forms in Aurion complete the following steps Step Step 1 Instruction How to Access pending Timekeeper forms in Aurion From the Main Menu select TimeKeeper double click on the TimeKeeper Workbench icon and retrieve the employee record TimeKeeper Workbench The Timekeeper page is displayed as shown below 5 Payroll Workbench for Name Employee No M Timekeeper Timekeeper Forms Scheduled amp Default Timekeeper Forms f All Current Approved Outstanding fe All Current f Future Defaut Status Period From Period To Ruleset Type Empty Current E E Submitted EE y4 Approved Default Ruleset Casual Professional Staff Timesheet TEETER The timekeeper forms are displayed in reverse chronological order with the most recent at the top The forms can be sorted to display only the outstanding empty and submitted forms by selecting the Outstanding radio button Timekeeper forms awaiting approval will have a status of Submitted Timekeeper Approver Access Overview and User Manual Publication Date v2 2 23 4 2 THE UNIVERSITY er OF QUEENS
38. keepe page If the timekeeper forms list is empty or a timekeeper form is missing click the Raise Actual button to retrieve a list of pay periods ee Payroll Workbench for Name Empioyee No TT Timekeeper Time kee per Forms Scheduled amp Default Timekeeper Forms i All Current Approved Outstanding All Current Future Default Status Period From Period To Ruleset Type Incomplete Approved 4a Default Ruleset Casual Professional Staff Timesheet Gea le a A G l Timekeeper Approver Access Overview and User Manual Publication Date v2 2 30 Step Step 2 Step 3 THE UNIVERSITY er OF QUEENSLAND AUSTRALIA Instruction How to raise a Timekeeper form in Aurion From the pay period list locate the required pay period s and click the Select button h provided to the left of the selected pay period F Pick Pay Period List Pay Cycle UQ Fortnightly Pay Cycle ld Start Date End Date Fin Yr Pay No 19 MAY 2012 01 JUN 2012 11 12 6 al 05 MAY 2012 18 MAY 2012 5 21 APR 2012 04 MAY 2012 5 O7 APR 2012 20 APR 2012 4 SSE ETE LJ 10 MAR 2012 23 MAR 2012 11192 19 3 25 FEB 2012 o9 mar 2012 112 j8 P ier 24 FEB 2012 1112 j7 P w 28 JAN 2012 10 FEB 2012 f11m2 16 P TET 27 JAN 2012 nnz fi5 fi x Tre The current pay period will automatically be highlighted when the pay period list is opened Is LL sE E abs beste
39. l panel click the Show Form button The Timekeeper Form pop up window is displayed in read only mode When you have reviewed the Timekeeper form click the Close icon provided in the top right hand corner of the Timekeeper Form pop up window Timekeeper Approver Access Overview and User Manual Publication Date V2 2 12 THE UNIVERSITY or OF QUEENSLAND AUSTRALIA 3 2 Approve a Timekeeper Form in MyAurion If you need to update the Timekeeper form prior to its approval please refer to section 3 3 Update and Approve a Timekeeper Form as the approval process differs to that described below To approve a Timekeeper form in MyAurion complete the following steps Steps Instruction How to approve a Timekeeper form in MyAurion Step 1 Refer to section 3 1 Accessing Pending Timekeeper Forms to navigate to the the appropriate pending Timekeeper form From the Message Details grid on the Message Details detail panel click the Action button The Message Details pop up window is displayed as shown below Message Details Received 06 06 2011 10 41 03 From Jackie Chan TK Science Biomedical Science Samuel Jackson Topic Timekeeper Form for 15 01 2011 to 28 01 2011 Details From Jackie Chan 06 JUN 2011 10 41 From Samuel Jackson 06 JUN 2011 09 39 Timekeeper Form for 15 01 2011 to 28 01 2011 Action Approve this request w Message Leave as Pending Send this request Return this request Approve this request Decline th
40. me on their Timekeeper form a Casual Salary Adjustment for Timekeeper form must be completed by the finance or administrative officer on behalf of the casual employee and submitted to Payroll for the additional overtime hours to be paid Timekeeper Approver Access Overview and User Manual Publication Date v2 2 T THE UNIVERSITY er OF QUEENSLAND AUSTRALIA 3 MyAurion Organisational units that process casual salary claims have their own individual or a shared Timekeeper Mailbox account in MyAurion This mailbox is the repository for MyAurion Timekeeper forms awaiting approval Casual offer letters emailed to casual employees are also delivered to the Timekeeper mailbox as well as notification if the offer letter was not delivered due to an incorrect email address or no email address being recorded The casual offer letter emails are usually sent from the Faculty Institute HR or Finance email address All Timekeeper approvers in an organisational unit can access the Timekeeper mailbox and they all receive notification when a Timekeeper form has been authorised for processing and is awaiting approval Any authorised approver can therefore process forms Once the supervisor has authorised a Timekeeper form the approver will receive an email notification advising that the Timekeeper form has been forwarded to the Timekeeper mailbox for approval On receipt of this notification the approver should click the MyAurion link in the email to
41. mployee Responsibilities e Supervisor 2 2 Supervisor Responsibilities e Approver 2 3 Approver Responsibilities Timekeeper Approver Access Overview and User Manual Publication Date v2 2 4 THE UNIVERSITY or OF QUEENSLAND AUSTRALIA 2 1 Casual Employee Responsibilities Casual staff members must submit the hours they have worked on a Timekeeper form timesheet which must be verified by their supervisor before it is sent for approval and payment To complete and submit a Timekeeper form a casual employee must perform the following steps Log on to MyAurion and access the Timekeeper form for the relevant pay period Enter the hours worked during the pay period 1 2 3 Validate the Timekeeper form 4 Submit the Timekeeper form to the relevant supervisor for authorisation Note Some organisational units may elect to bypass the supervisor and request casual employees submit their Timekeeper forms directly to the relevant Timekeeper mailbox for review and approval J Note the following e Casual staff members who report to more than one supervisor but who hold only one placement must include a note in the Message field provided on the Confirm pop up window displayed when submitting your Timekeeper form This note should name the additional supervisor s that the Timekeeper form is to be sent to for review Casual staff members with multiple placements are allocated a separate employee number for each placement held
42. nations Supervisor Timesheet Complete all columns except for Finance Only columns All times are recorded in 24 hour format e g 14 00 for 2pm Click the Save and Validate button to save the form and check for errors before submitting it to your supervisor Click the Save button to save an incomplete form To submit the timesheet to your supervisor click the Submit button once the timesheet has been saved and validated For tips on entering timesheet data click here Rostered Hours New Row Delete Rows E Time Type Venue Student Na Start Time Finish Time OpUnit Site Fi Fund Functi Project Fina Free Format Tag Fin Mon 1ith Apr Rostered Hours Asst Exam Supervisor Room 101 1800 170 br C Thu 14th Apr Rostered Hours Asst Exam Supervisor Room 123 08 30 11 30 Wed 20th Apr Rostered Hours Exam Admin Assistant 09 00 12 00 823270801 823270802 823270803 Save Cancel Timekeeper Approver Access Overview and User Manual Publication Date v2 2 15 THE UNIVERSITY or OF QUEENSLAND AUSTRALIA Steps Instruction How to update and approve a Timekeeper form in MyAurion Step 2 Complete the following fields provided on the Timekeeper Form pop up window if required e OpUnit Site e Fund Function e Project e Free Format Tag J Where you are actioning a Timekeeper form that has been submitted directly to the Timekeeper mailbox you must review the Timekeeper form to ensure that it is an ac
43. nd the supervisor they sent it to and also if the timesheet has been forwarded to the Timekeeper mailbox for the org unit Once a timesheet has been approved by the finance officer the entry will disappear from the report This report is also useful for organisational units that are using a combination of MyAurion and direct Aurion entry to approve the employee s timesheets The report identifies for the finance officer timesheet which may have been forwarded to directly to the Timekeeper mailbox without being reviewed by the supervisor Current Approved Entries This report can be run as often as necessary within the entry period to check what data has been entered in Timekeeper for the pay period and by whom It also shows at what level the Timekeeper data will be costed and the account and dept ref that will be used Current Pay Transactions Previous Pay Transactions This report shows casual staff payroll transactions including This report shows casual staff pay transactions processed in the monetary values of the transactions and the account previous pay periods The data is accessed by selecting the charging information that will be processed in the current pay cycle in which the transactions were processed pay period Costing Total Hours Casual Placements including placement costing This report shows for all casual staff in an organisational unit This report shows for all casual staff in an organisational t
44. nnsnnnnnnsrnnnnnnennnnnnennnnnnsen 32 4 6 Decline a Timekeeper Form rrrnnnnrnnnnnnnvnvnnnnvnnnnnnvnnnnnnsnnnnnnssnnnnnnsnnnnnnsnnnnnnssnnnnnsennnnnnsnnnnnnsene 36 eo ge EE a NA 38 5 1 FPL TON UGll EEE 38 SL PG eee E daenenosenieetasdmectaninemubisiancaubnenoedtaicenadeans 38 5 1 2 Current Approved EnttrieS cccccccccccccsssseceecceeseceeecseeseeeeeeeeaeceeeseeuseeeesseaeeeeessseageeeeessagass 40 AD GUIMENT Pay 1 allo ae NOMS ene 40 5 1 4 Previous Pay Transactions sa setsicatatanguninvacdceasmacieminwetientancits einanclininadsssnianedtdantwmassueisaisertceaaie 40 SES eo EEE 40 5 1 6 Casual Placements including placement COSTING rrrrnrrrrnnnrrrnnnrrrnnnrrnnnnennarennanrnnnnnene 40 6 Additional NAN Ven 40 6 1 Deadline for Reviewing Timekeeper forms rrrnnnrnnnnnnnnnnnnnnevnnnnnennnnnnrnnnnnnrennnnnennnnnnsnnnnnnnen 41 6 2 Salary Rates for Casual Staff rrrrrrnnnnrnnrrrnrrrnnnnnnnnrrnrrrrnnnnnnnnrrnnnrrnnnnnnnssrnnnnnnnnnnnnnssnnnnnnnnnn 41 6 3 Manual Adjustments to Claim cccccccccsseeeceeeeeeeseeeeeeeeeeeceeeeseaeeceeesseeeeeeeessaaeeeeeesaageeeeeesas 41 6 4 Je 42 6 4 1 Casual Professional Staff HEW Levels 1 to 7 rrrrrnnnnnnnnvrnvnnnnnnervrnnnnnnerernnrnnnererenrnnnereeenn 42 6 4 2 Casual Professional Staff HEW Level 8 and above rrrrnnrrrrrvvvrnrnnnnnrrrrvrnnrrrnnnrerrrrennnn 42 6 5 Timekeeper Form Categories rrrrnnnnrnvnnnnvnnnnnnvnnnnnnrrnvnnnnvnnnnnnennnnnnsennnn
45. nssnnnnnnrnnnnnrnnnnnnsennnnnee 42 6 5 1 Casual Professional Staff Timesheet rrrrrrnrnnrnnnnnrrrrrnnnnnrernrnnnnnrennrnnnnnrennnnnnensennrnnnsnsenn 43 6 5 2 Casual Examinations Supervisor Timesheet rrrrrrrnnnnnrrvvvnrnnnrrrrnnrnnnerernnrnnnererenrnnnereeen 44 6 5 3 Casual Academic Fixed Classification rrrrrnnnnrnrrnrnnnnnrrrrrnnnnnrennrnnnnnsrnnnnnnrnrennrnnnsneenn 45 6 5 4 Casual Academic Variable Classification rrnrrrrvnrrnnnrrvvvnrnnnervvnnrnnnrrrennnnnnrrrennrnnnereeen 46 Timekeeper Approver Access Overview and User Manual Publication Date v2 2 2 THE UNIVERSITY er OF QUEENSLAND AUSTRALIA 1 Introduction Timekeeper is a module of MyAurion that enables casual staff to electronically record the hours they have worked each fortnight and initiate the workflow required to submit their Timekeeper forms timesheets for payment This manual provides an overview of the Timekeeper workflow from submission through to approval and outlines the responsibilities of staff at the different stages in the workflow This manual provides you with the information necessary to e approve casual timesheets e update casual timesheets e decline casual timesheets e access Timekeeper reports from the HR Portal The intended audience for this manual is users who have been granted Timekeeper Approver access to Aurion HR System and have attended the Timekeeper for Finance Admin Approvers training cours
46. per form in Aurion Refer to section 4 1 Accessing Pending Timekeeper Forms to navigate to the appropriate empty Timekeeper form or section 4 4 Raise a Timekeeper Form to raise timesheets if the required pay period is missing Locate the relevant pay period and click the Detail Form button provided to the right of the selected row The detailed timesheet for the selected pay period is displayed as shown below D Actual Casual Professional Staff Timesheet for Ee A Name Tr OOOO employeeno TI View C Daly C Weekly Period Timeframe Saturday 25 Feb 2012 through Friday 9 Mar 2012 inclusive Delete Lines Status A A L lz Hours Worked Add Line Date T Start Time Break From Break To Finish Time nit Site Fund Function j FFT Finance re F ee Of Re ot MM POf DE Coo OOO OOE Of y DE Doo OOO OOE POf ODE Po M IE DE JE IE IE Op OCO Of oft mm en Additional Allowance Claims Add Line Date Allowance Units Claimed OpUnit Site _Fund Function Project FFT Finance Comments F Raised Using Empty Approved By Restart Save Validate Approve Cancel Ruleset Casual Professional Staff Timest Process Pay JG G GJ Timekeeper Approver Access Overview and User Manual Publication Date v2 2 32 Step Step 2 THE UNIVERSITY er OF QUEENSLAND AUSTRALIA Instruction How to complete and approve a Timekeeper form in Aurion
47. prover Access Overview and User Manual Publication Date v2 2 39 THE UNIVERSITY or OF QUEENSLAND AUSTRALIA 5 1 2 Current Approved Entries This report can be run as often as necessary within the entry period to check what data has been entered in Timekeeper for the pay period and by whom It also shows at what level the Timekeeper data will be costed the account and FFT that will be used 5 1 3 Current Pay Transactions This report shows casual staff payroll transactions including the monetary values of the transactions and the account charging information that will be processed in the current pay period 5 1 4 Previous Pay Transactions This report shows casual staff pay transactions processed in previous pay periods The data is accessed by selecting the pay cycle in which the transactions were processed 5 1 5 Total Hours This report shows for an organisational unit the total hours worked for all casual staff This report will help to show the total hours worked for casuals over a selected period of time 5 1 6 Casual Placements including placement costing This report shows for all casual staff in an organisational unit their placement dates employee number classification and placement costing if recorded This report will help you to determine where and how costing information has been set up in Aurion Timekeeper Approver Access Overview and User Manual Publication Date v2 2 40 THE UNIVERSITY er OF QUE
48. s Step 2 THE UNIVERSITY er OF QUEENSLAND AUSTRALIA Instruction How to access Pending Timekeeper Forms in MyAurion From the Mail Inbox grid click the Search icon The grid opens and is divided into two sections The Search frame is in the top section of the grid and the mail items are listed in the bottom section of the grid as shown below Type Timekeeper Status Pending Subject Received O Other Details Default red SU status 22 02 2011 1 Pay A Aurion Bat Pay Advice for Pending 08 02 2011 1 Pay A Aurion Bat Pay Advice for Pending 07 02 2011 0 Donna Cal Approved Sick Leave 3d Doris Day Pending 07 02 2011 0 Text Donna Cal Approved Sick Leave 3 d Doris Day Pending 25 01 2011 1 Pi Aurion Bat Pay Advice for Pending Page 1 0f2 Displaying 1 5 of 10 The mail items displayed on accessing the Mail Inbox grid are your personal MyAurion mail items You need to access the Timekeeper mailbox to view the Timekeeper forms awaiting approval To do this from within the Search frame in the top section of the Mail Inbox grid 1 Select the Timekeeper mailbox option in the Inbox field 2 Setthe Type field to Timekeeper if required 3 Set the Status field to Pending if required 4 Click the Search button The Search frame is closed and the Mail Inbox grid is updated to list the summary information of the MyAurion Timekeeper emails that require your attention
49. sh Time Contact Start Time and Contact Finish Time are drop down pick lists If additional lines are required click the Add Line button Timekeeper Approver Access Overview and User Manual Publication Date v2 2 33 THE UNIVERSITY er OF QUEENSLAND AUSTRALIA Step Instruction How to complete and approve a Timekeeper form in Aurion Step 3 After completing the timesheet click the Save button to save the changes and then click the Validate button to validate the data entered Note Invalid data will display with a red frame around the relevant box Update the invalid data and validate the form again rp Actual Casual Professional Staff Timesheet for Name TT employeeno TT View C Daly C Weekly Period Dette Lies Timeframe Saturday 25 Feb 2012 through Friday 9 Mar 2012 inclusive Status Invalid Timekeeper Form 7 rib Hours Worked Add Line Pa tT Start Time Break From Break To Finish Time nit Site Fund Function j FFT Finance WORK 9 00 12 30 13 00 15 30 WORK 10 00 13 00 FFS Ao Additional Allowance Claims Add Line Date Allowance Units Claimed OpunitSite Fund Function Project FFT Finance Comments F Raised Using Empty Approved By Restart Save Validate Approve Cancel Ruleset Casual Professional Staff Timest Process Pay CPEE G Step 4 Once the timesheet has validated successfully the following confirmation message is displayed
50. staff member that has this award type will be assigned the Casual Examinations Supervisor Timesheet Timekeeper form to submit their casual work hours An employee linked to this award will be paid at different rates depending on the category of work performed For example supervising an exam Is paid at a different rate to performing an administrative examiner role The following is an example of the Timekeeper form displayed for a casual exam Supervisor Casual Examinations Supervisor Timesheet Casual Examinations Supervisor Timesheet Complete all columns except for Finance Only columns All times are recorded in 24 hour format e g 14 00 for 2pm Click the Save and Validate button to save the form and check for errors before submitting it to your supervisor Click the Save button to save an incomplete form To submit the timesheet to your supervisor click the Submit button once the timesheet has been saved and validated For tips on entering timesheet data click here Rostered Hours New Row Delete Rows Time Type Work Category Venue Student Name Start Time Finish Time Save Save and Validate Cancel Timekeeper Approver Access Overview and User Manual Publication Date v2 2 44 THE UNIVERSITY er OF QUEENSLAND AUSTRALIA 6 5 3 Casual Academic Fixed Classification The Timekeeper form for an academic staff member employed on a fixed classification is defaulted from the Academic Casual award ACADO3
51. taff at HEW Level 8 and above the system will only pay 36 25 hours even when overtime has been recorded on the Timekeeper form In order for overtime to be paid a Casual Salary Adjustment for Timekeeper form must be completed by the finance or administrative officer on behalf of the casual employee and submitted to Payroll for the additional overtime hours to be paid wp Note the following e All hours worked including overtime is to be recorded on the Timesheet e Overtime for casual professional staff at HEW Level 8 and above is paid at single time as per the Enterprise Agreement 6 5 Timekeeper Form Categories All staff employed by the University on a casual basis must complete and submit a Timekeeper form There are multiple categories of Timekeeper forms electronic timesheets The timesheet assigned to a casual employee will depend on the type of placement the employee holds with the University The most common Timekeeper forms are 1 Casual Professional Staff Timesheet 2 Casual Examinations Supervisor Timesheet 3 Casual Academic Fixed Classification 4 Casual Academic Variable Classification Timekeeper Approver Access Overview and User Manual Publication Date v2 2 42 THE UNIVERSITY er OF QUEENSLAND AUSTRALIA 6 5 1 Casual Professional Staff Timesheet The Timekeeper form for a casual professional staff member is defaulted from the Professional Staff Casual award HEGS06 in Aurion Any staff m
52. taff member that has this award type will be assigned the Casual Academic Variable Classification Timekeeper form to submit their casual work hours An employee linked to this award will be paid at different classification rates according to the category of the work they perform during the period of their appointment The following is an example of the Timekeeper form provided for a casual academic employed on a variable classification Casual Academic Variable Classification Casual Academic Variable Classification Complete all columns except for Finance Only columns All times are recorded in 24 hour format e g 14 00 for 2pm Click the Save and Validate button to save the form and check for errors before submitting it to your supervisor Click the Save button to save an incomplete form To submit the timesheet to your supervisor click the Submit button once the timesheet has been saved and validated For tips on entering timesheet data click here Contact Hours Worked Select the Work Category relevant to the work performed this is a mandatory field The Work Category will be reviewed and may be changed if required Your final pay rate may therefore differ to that displayed in the Resulting Payroll Transactions Click here to view casual academic pay rates New Row Delete Rows Date Work Category Course Code Comments Contact Start Time Contact Stop Time Save Save and Validate Cancel Timeke
53. the Validate button to validate the data entered Note Invalid data will display with the field selected and an error message in the message line Update the invalid data and validate the form again E Actual Casual Professional Staff Timesheet for Name 9 0 OOOO OS mpoyeeNo IT View C Daly Weekly Period Delte Lines Timeframe Saturday 11 Feb 2012 through Friday 24 Feb 2012 inclusive Status incomplete 1b b gt Hours Worked Pick Value Add Line M Date Pa tT Start Time Break From Break To Finish Time nit Site Fund Function j FFT Finance I Mon 13th Feb WORK 12 30 16 00 a Tue 14th Feb WORK fi2 30 16 00 E fi Mon 20th Feb WORK fi2 30 16 00 C Tue 21st Feb WORK fiz 30 16 00 Additional Allowance Claims Add Line a fe aeea Raised Using Empty Approved By Restart Save Validate Approve Cancel Ruleset Casual Professional Staff Timest Process Pay TTP Cost Code is not a walid Fund and Function Code Once the timesheet has validated successfully the following confirmation message is displayed Aurion Aurion 10 AURLOTR ENVIRONMENT b Validation was successful Have you finished updating this Timekeeper Form No Approve Click the Approve button to approve the timekeeper form If you select to validate the timesheet without approving it you are returned to the Timekeeper page and the status of the p
54. uleset Casual Professional Staff Timest Process Pay 4G nO Ao I Note The casual professional staff timesheet does not display all columns in Aurion The comments field is accessible by clicking the Le Symbol Timekeeper Approver Access Overview and User Manual Publication Date v2 2 26 Step Step 2 THE UNIVERSITY er OF QUEENSLAND AUSTRALIA Instruction How to update and approve a Timekeeper form in Aurion Review the existing entries and add costing to each line as required Costing can be entered typed directly in the chart string fields OpUnit Site Fund Function Project and FFT or alternatively the chart string fields can be picked from a list using the Pick Values button that will appear when the chart string fields are clicked in rp Actual Casual Professional Staff Timesheet for z Name Ys Employee no PT view C Daiy Weekly Period Det Lies Timeframe Saturday 11 Feb 2012 through Friday 24 Feb 2012 inclusive Status incomplete 1b b gt Hours Worked Add Line Date Pa tT Start Time Break From Break To Finish Time OpUnit Site Fund Function j FFT Finance Mon 13th Feb WORK 12 30 16 00 I Tue 14thFeb WORK 12 30 16 00 F Mon 20th Feb WORK 12 30 16 00 E Tue 21st Feb WORK 12 30 16 00 Additional Allowance Claims Add Line Date er opuniste _ sg En comments Raised Using Empty Approved By Restart Save V
55. with the University A separate Timekeeper form for each placement must be submitted If a submitted Timekeeper form needs to be amended it can be recalled if the form has not yet been paid Once the form has been paid adjustments can only be made by completing a Casual Salary Adjustment for Timekeeper form which is submitted to Payroll The adjustment will be applied in the next available pay period Casual professional employees at HEW Level 8 or above who have recorded overtime on their Timekeeper form will need to advise their supervisor so that a Casual Salary Adjustment for Timekeeper form is completed by the finance or administrative officer on behalf of the casual employee and submitted to Payroll for the additional overtime hours to be paid Timekeeper Approver Access Overview and User Manual Publication Date v2 2 5 THE UNIVERSITY er OF QUEENSLAND AUSTRALIA 2 2 Supervisor Responsibilities Supervisors are responsible for reviewing and signing off on the hours worked by their casual employees To accurately review and authorise a Timekeeper form a supervisor must perform the following steps 1 When a casual employee has submitted their Timekeeper form for authorisation the nominated supervisor will receive an email notification On receipt of this notification the supervisor clicks on the link in the email to log on to MyAurion and open the MyAurion mail item that contains the Timekeeper form submitted by t
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