GUIDELINES & INSTRUCTIONS FOR USE
Employees are strongly encouraged to familiarise themselves with the Departmental guidelines for the management of hours regarding Accumulated Days Off
(ADO) arrangements. This information is available on ED Info at:
It is recommended that these guidelines be read prior to commencing the attendance sheet.
The Initial Setup
Before you start please check that your date format is set for Australian standards.
To check this click Start -> Settings -> Control Panel -> Regional Settings -> Date "Tab"
in the Short Date Style input box type dd/mm/yyyy and press enter. Now Close and return to Attendance Sheet.
Upon selecting the ‘Setup’ option, you will be prompted to provide the following information:
Enter fortnight beginning date (DD/MM/YY format)
Your supervisor’s name
Carry forward credit ADO hours (HH:MM format)
Carry forward debit ADO hours (HH:MM format)
Carry forward TOIL hours (HH:MM format)
Standard working hours (select from option either 36.25hrs or other arrangement)
Times should be entered in 24 hour (HH:MM) format – eg: 1:00pm should be entered as 13:00.
A colon (:) must be entered in order for the time to be accepted by the program. Using a full stop (.) or leaving the space blank will return errors and you will be
prompted to re-enter the information.
Standard working hours per day= 7:15 (7 hours and 15 minutes)
If you are rostered to work other than standard working hours, enter your rostered hours in the ‘subtract roster hours’ row.
Standard ordinary daily hours = 9:30 (9 and 1/2 hours).
Entering greater than 9:30 hours on any day will prompt you to indicate whether you are authorised to work in excess of the standard ordinary daily hours.
Excess hours will only be accepted if you indicate that authorisation to work those hours has been granted. Hours in excess of 9:30 will not be forfeited. All
overtime should be pre-approved by your supervisor.
A meal break of at least 30 minutes should be taken within 5 hours of commencing your shift. Working for greater than 5 hours without taking a meal break will
only be accepted if you indicate that authorisation to work those hours has been granted.
A work cycle consists of 28 calendar days. The timesheet is broken into two fortnights (ie: weeks 1&2 and weeks 3&4)
·Maximum hours which can be carried forward from weeks 3 & 4 to weeks 1 & 2 = 21:45 (21 Hours and 45 Minutes). Hours in excess of 21:45 will not be
Full ADO days are to be recorded as 7:15 in the ADO row for that day. Partial day ADO will be deducted from your credit time after you have entered your hours
worked for that day.
12 hour to 24 Hour Time Conversion
To convert pm time to 24 hour time simply add 12 to the pm time. Eg: 5pm + 12hrs = 17:00
Moving between fortnights and work cycles
At the end of each fortnight you will need to press this button to move forward to the following fortnight. Timesheets should be submitted to your
supervisor on a fortnightly basis for approval. At the beginning of week 3 the button will appear as shown in the example. At the beginning of week 1
the button will appear as ‘Start Weeks 3 & 4’.
The mouse pointer will flicker as the timesheet performs a range of calculations to ensure that data has been entered correctly before moving forward to the
next fortnight. This should only take a few moments.
At this time, if there are any errors contained in data entered on the timesheet, these will be identified and you will need to correct them before the timesheet
can be refreshed.
The screen will then be refreshed and any ADO, TOIL etc carried forward will appear on the refreshed timesheet
You will be asked if you wish to archive and print your timesheet. Answering ‘yes’ to this prompt will enable the timesheet to be refreshed. Answering ‘no’ to this
prompt will return you to the completed timesheet.
Understanding your timesheet – new features
On the bottom far right, of the timesheet a range of summary information is provided to assist both you and your supervisor manage your hours. This summary
Accumulated credit time (+ and -)
ADO (full days) taken in this work cycle
Total daily hours in excess of 9:30
ADO hours over allowance
This information is retained to avoid the forfeiture of hours accrued in excess of 21:45 or those worked in excess of 9:30 daily.
Upon opening (prior to setup), the timesheet application defaults to the instructions worksheet. The instructions can be referred to at any stage by selecting the
appropriate worksheet tab at the bottom of the page.
Technical assistance is available through the Information Management Services Help Desk on telephone 1800 648 679 or by email using the following link:
IMS Service Centre
Comments or suggestions for enhancement of the timesheet should be forwarded to the Timesheet Enhancement Project team.