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 MEASURES
Authority 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 coordinator
Aurion 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/claims
ESS option
HR Portal Timekeeper Reports
Pending ESS Claims
Current Approved Entries (raw data)
Current Pay Transactions
Previous Pay Transactions
Maximum Hours
Employee
Log on to ESS
to enter hours worked/
overtime in TK form for
relevant pay period
Supervisor
Log on to ESS to
review TK form from
employee
Forward to Finance Officer OR
Reject (return to employee)
ESS
ESS
Finance Officer
Log on to ESS to update/approve
TK form OR
Log on to Aurion to enter/approve
claim data
…………………………………..
Fill in Manual Adjustment form
for any changes to claims lodged
in previous pay periods and/or
Overtime claim for above HEW 8 OR
HR Portal
Reports
Paper timesheet option
Supervisor
Review paper claim
Sign and forward to
Finance Officer OR
Reject (return to
employee)
Employee
Fill out hours worked/
overtime on paper claim
form
Payroll
1. Process manual adjustments
2. Overtime for above HEW 8
Bulk approve casuals

4. APPOINTMENT AND PAYMENT OF CASUALS ROLES AND RESPONSIBILITIES
HOS/School Manager
Employee
Supervisor
Finance/Admin
Faculty HR
Automatic Processes
Payroll
Approve appointment (HOS)
Provide personal details
Obtain UQ username/password from local IT support or UQ Connect
Provide placement details
Raise appointment form/ensure approval and forward to HR
Distribute offers where no provided
Store audit copies of offers
Process appointment form
Run, 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 supervisor
Review and verify timesheets and forward to Finance
Approve/enter timesheets (add costing)
Monitor claims lodged (HR portal)
Monitor max hours (HR Portal)
Raise adjustments form and forward to payroll
Process adjustments
Raise maximum hours change form and forward to HR
Change max hours on placement
Advise HR of expiries and reappointments
Distribute reports and process expiries and reappointments
Produce fortnightly expiry reports for HR
Finalise claims for fortnight (check ESS report)
Run and action Manual Transactions report
Run Casual Appointment Error report
Run Manual Transactions report
Change status of submitted/validated TK forms to incomplete
Action Manual Transactions report
Bulk approve casual (Return) Pay Branch
Appoint
Pay
Change
Expire
Cut -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.

9. Employee - Casual staff member completes date, type of work, activity and contact hours worked during the fortnight in ESS:

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 action
Review 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

15. New Form to process manual adjustments

16. New form to increase maximum hours