1. Casuals Online Staff Services - Office of HRM

2. HR Staff Services 2 What we will cover today 1.Online Engagement Form – Sessional, Hourly Casual, Guest Lecturer 2.Employee Online Forms 3.Online timesheet for Hourly Casual 4.Reports 5.Go Live Information

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7. 7 Online Engagement Form - Sessional If employee is currently reporting to you or been a student/previous employee at Griffith, click on continue. Otherwise, just complete form details.

8. HR Staff Services 8 If employee on your list then you simply select and hit continue at bottom of page. This will select that employee as the one you wish to engage.

9. HR Staff Services 9 If employee not on your list but has been a student or previous Griffith employee, tick box and enter Griffith ID and then hit continue. This will select the employee as the one you wish to engage.

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11. HR Staff Services 11 Can select Alternate Head of School and this will workflow to HR to ensure appropriate delegation authority and send to Alternate. Can save for later if need to source some data and come back to engagement form at a later time to complete and submit. A history log of actions will be audited on form.

12. HR Staff Services 12 When all details complete, hit submit.

13. HR Staff Services 13 If person raising engagement form is supervisor, on submitting form, it will self approve on behalf of supervisor and then send to Head of School. If Head of School and supervisor is the same person and they are raising engagement form, on submitting form it will do self approval for both levels (example below). If secretary/admin raises engagement form, the form will workflow for approval to Supervisor and then on their approval will workflow to Head of School.

14. HR Staff Services 14 Online Engagement Form – Hourly Casual If employee is currently reporting to you or been a student/previous employee at Griffith, click on continue. Otherwise, just complete form details.

15. HR Staff Services 15 If employee on your list then you simply select and hit continue at bottom of page. This will select that employee as the one you wish to engage.

16. HR Staff Services 16 If employee not on your list but has been a student or previous Griffith employee, tick box and enter Griffith ID and then hit continue. This will select the employee as the one you wish to engage.

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18. HR Staff Services 18 Can select Alternate Supervisor with reason for Alternate and this will workflow to HR to ensure appropriate delegation authority and send to Alternate. Can save for later if need to source some data and come back to engagement form at a later time to complete and submit. A history log of actions will be audited on form.

19. HR Staff Services 19 When all details complete, hit submit.

20. HR Staff Services 20 Online Engagement Form – Guest Lecturer If employee is currently reporting to you or been a student/previous employee at Griffith, click on continue. Otherwise, just complete form details.

21. HR Staff Services 21 If employee on your list then you simply select and hit continue at bottom of page. This will select that employee as the one you wish to engage.

22. HR Staff Services 22 If employee not on your list but has been a student or previous Griffith employee, tick box and enter Griffith ID and then hit continue. This will select the employee as the one you wish to engage.

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25. HR Staff Services 25 Can select Alternate Head of School and this will workflow to HR to ensure appropriate delegation authority and send to Alternate. Can save for later if need to source some data and come back to engagement form at a later time to complete and submit. A history log of actions will be audited on form.

26. HR Staff Services 26 When all details complete, hit submit.

27. HR Staff Services 27 If person raising engagement form is Head of School then it will self approve on behalf of Head of School. If secretary/admin raises engagement form, the form will workflow for approval to Head of School.

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29. HR Staff Services 29 Employee Online Forms and Induction Once the engagement form has been fully approved, staff who are new to Griffith or staff who have been identified in the engagement form which have ceased employment for more than 12 months, will be sent the email communication below which contains a link to the online forms and induction process for sessional/hourly casual employee to complete. Please note that Guest Lecturers are not sent any forms to complete as person raising engagement form completes the necessary details for payment on the engagement form.

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38. HR Staff Services 38 Please note that only hourly casual (general) will have choice of fund. Sessionals and Guest lecturers do not have choice of fund as per Agreements.

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50. HR Staff Services Online Hourly Casual (General) Timesheets 50 1. Login to Griffith Portal and go to menu path: 2. When click on timesheet, the following screen appears – Firstly check important details to ensure in correct job record number:

51. HR Staff Services 51 3. Select correct fortnightly timesheet period 4. Enter appropriate times/allowances against dates:

52. HR Staff Services 52 Note: click on Time Entry Help for information on how to enter times

53. HR Staff Services 53 5. Tick select all rows which will select entered rows and hit submit:

54. HR Staff Services 54 Note: If supervisor is away, select alternate supervisor by typing in name of supervisor in Approver Name: (this will be sent to HR to ensure person has correct authority) 6. Message will appear to advise rows have been submitted for approval – click ok:

55. HR Staff Services 55 7. Row status will change to Submitted: 8. Once times have been submitted, logout to exit page Row Statuses: 1.Saved – saved by employee 2.Submitted – times with Supervisor for approval 3.With Authoriser – times with Financial Approver for approval 4.Approved – with HR Staff Services for uploading 5.Accepted for Processing – ready for payment in next payrun

56. HR Staff Services 56 Supervisor approving timesheet via worklist (will receive email communication with link – link will open worklist on Griffith Portal):

57. HR Staff Services 57 Check hours are correct:

58. HR Staff Services 58 If times are correct, select all rows, select Financial Approver and hit approve. Page will return to worklist once times have been successfully approved:

59. HR Staff Services 59 If times incorrect, enter comment giving employee instructions on correction and hit Decline:

60. HR Staff Services 60 Financial Approver approving timesheet via worklist (will receive email communication with link – link will open worklist on Griffith Portal):

61. HR Staff Services 61 If times are correct, select all rows and hit approve. Page will return to worklist once times have been successfully approved:

62. HR Staff Services 62 If times are incorrect, select all rows and hit Push Back – This will send timesheet back to supervisor to return to employee to correct data:

63. HR Staff Services Reports 63 Online Timesheet Earnings Report: Online Timesheet Report:

64. HR Staff Services 64 Online Timesheet Comment Report: Engagement Form Detail Report:

65. HR Staff Services 65 Go Live Information 1.Go Live will be Monday 22 nd April 2013 2.From Monday 6 th May 2013 paper forms will no longer be accepted 3.Online timesheet sessions with casual employees – HR Staff Services would like to organise sessions with school secretaries/administrators where applicable so that training can be tailored to departments. Please email askhr@griffith.edu.au or call 07 3735 4011 if you would like to organise a tailored session.askhr@griffith.edu.au 4.Some generic online timesheet sessions will be scheduled for early May at Nathan and Gold Coast campuses. 5.System help is available via email at askhr@griffith.edu.au or call 07 3735 4011 (Option 4)askhr@griffith.edu.au 6.User guides will be available from Monday 22 nd April 2013 from HRM website.HRM website

66. HR Staff Services 66 Questions?