Presentation on theme: "TIMEKEEPER PROJECT AIM"— Presentation transcript:
1 TIMEKEEPER PROJECT AIM Implement the Aurion Timekeeper module at the organisation unit level to replace DA Link as the software used to submit casual staff claims for payment.
2 CONTROL MEASURESAuthority to pay a casual staff member is provided by the appointment recorded in Aurion, approved by the Head of School. (Aurion will not process a payment if a duly authorised appointment is not recorded.)UQ must pay casuals for hours worked, as certified by the relevant supervisor/course coordinatorAurion will prevent employees/finance officers from lodging claims for payment outside of the placement dates.Fortnightly reports showing details of all casual payments for the School for the pay period are provided from Aurion to finance officers for review and retention for audit.
3 HR Portal Timekeeper Reports Overview of Timekeeper Functionality – submitting casual timesheets/claimsESS optionHR Portal Timekeeper ReportsPending ESS ClaimsCurrent Approved Entries (raw data)Current Pay TransactionsPrevious Pay TransactionsMaximum HoursEmployeeLog on to ESSto enter hours worked/overtime in TK form forrelevant pay periodSupervisorLog on to ESS toreview TK form fromemployeeForward to Finance OfficerORReject (return to employee)ESSESSFinance OfficerLog on to ESS to update/approveTK formORLog on to Aurion to enter/approveclaim data…………………………………..Fill in Manual Adjustment formfor any changes to claims lodgedin previous pay periods and/orOvertime claim for above HEW 8ORHR PortalReportsPaper timesheet optionSupervisorReview paper claimSign and forward toFinance OfficerORReject (return toemployee)EmployeeFill out hours worked/overtime on paper claimformPayroll1. Process manual adjustments2. Overtime for above HEW 8Bulk approve casuals
4 APPOINTMENT AND PAYMENT OF CASUALS ROLES AND RESPONSIBILITIES HOS/School ManagerEmployeeSupervisorFinance/AdminFaculty HRAutomatic ProcessesPayrollApprove appointment (HOS)Provide personal detailsObtain UQ username/password from local IT support or UQ ConnectProvide placement detailsRaise appointment form/ensure approval and forward to HRDistribute offers where no providedStore audit copies of offersProcess appointment formRun, review, correct entries on Casual Appointment Error report (daily)Generate offer letter (overnight – central HR)Generate UQ username/password (overnight – ITS)Complete timesheets and forward to supervisorReview and verify timesheets and forward to FinanceApprove/enter timesheets (add costing)Monitor claims lodged (HR portal)Monitor max hours (HR Portal)Raise adjustments form and forward to payrollProcess adjustmentsRaise maximum hours change form and forward to HRChange max hours on placementAdvise HR of expiries and reappointmentsDistribute reports and process expiries and reappointmentsProduce fortnightly expiry reports for HRFinalise claims for fortnight (check ESS report)Run and action Manual Transactions reportRun Casual Appointment Error reportRun Manual Transactions reportChange status of submitted/validated TK forms to incompleteAction Manual Transactions reportBulk approve casual (Return) Pay BranchAppointPayChangeExpireCut -of f
6 Employee – what you need to know UQ Login – you will be provided with a UQ username and password, which will be sent directly to your organisational unit from UQ Connect – Come to the SIB Finance and HR Office to collect your username. Where some individuals already have staff associate accounts mail addresses, please contact BITS to have these migrated together with your new staff account details. You will be unable to view ESS on staff associate accounts.Multiple employee numbers – if you have more than one employee number as you have differing job roles, you need to ensure that you select the correct one when filling out your timesheet. There is an instruction document under the useful information link on the ESS homepage.Change a (default) supervisor – you are able to change who your default supervisor is by clicking on the My Details tab, then click Contact Details, go down to where it mentioned supervisor and click on the modify button. Choose the appropriate supervisor – NB all teaching casuals must submit their teaching claim forms to Briony Reeve as supervisor, Research casuals should submit directly to their Academic supervisor.Selecting person to send Timekeeper form to – you can either use your default supervisor to send your Timekeeper form to or search and select a different supervisor.Deadlines for lodging timesheet – The deadline for you to submit your Timekeeper form is Wednesday of non-pay week. This is for the work your performed the previous fortnight/s.Paperbased timesheets – must be submitted to your supervisor for approval for all teaching claims to be verified by the SIB HR Officer.
11 Supervisor – what you need to know ESS – when logging into ESS you will have an additional line in your inbox, titled Timekeeper, all timekeeper forms that are sent to you will be stored here for your actionReview the employees timekeeper form – you are responsible for checking the submitted timekeeper form and if you agree with the hours worked, forward the timekeeper form onto the appropriate Timekeeper Mailbox.Reject a timekeeper form – if you do not agree with the hours that have been submitted you have the ability to reject the form and ask the casual employee to resubmit it.Timekeeper Mailbox – you need to ensure that you select the correct Timekeeper Mailbox for your org unit. Attached to this mailbox are the relevant Finance/Admin Officers who will ensure that the employees hours worked are costed correctly. Once the give final approval of the timekeeper form, it is ready for payment.Deadlines for approving timesheets – The deadline for you to approve any outstanding Timekeeper forms is Wednesday of non-pay week. Any unapproved forms will result in the employee not being paid.
12 Supervisor – What your ESS home screen will now look like