StaffOnline User Guide
Using Timesheets
Note Before using online timesheets, you must complete a training session run by the HRIS section of PMD. If you believe that you should be using online timesheets in your area/division/School, please email staffonline@cdu.edu.au and we will contact you.
Overview
Charles Darwin University utilises bulk timesheet entry for payment of casual staff members. Bulk timesheet processing allows a number of casual employees’ timesheets to be quickly entered in a batch by administrative staff. Casual employees complete paper timesheets which are approved by their direct supervisor and then administrative staff enter the timesheets online which are approved by the supervisor/manager as per the current StaffOnline process. This documentation covers the following areas: • • • • • References Basic Timesheet Entry Editing a Timesheet Submitting a Timesheet for Approval Frequently Asked Questions
References
Period End Date Period End Date is required for each timesheet batch you enter. This date dictates what pay your casuals will be paid in and is required to create each new timesheet. PMD pays staff on a fortnightly basis but the actual payroll is run the week before payday. For example: Payday is 20-Aug-2009 the payroll will be processed from COB Tuesday 11 August 2009 or on Wednesday 12-Aug-2009. Therefore the Period End Date must be Monday 10-Aug-2009 to ensure the timesheets are included in the payrun. Note Period End Dates over the Christmas period will be advised via email in October/November. These dates will change every year depending on the shutdown dates. A table of Period End Dates is available at: http://www.cdu.edu.au/pmd/staffonline/help_files_online/period_end_dates.html
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StaffOnline User Guide
Using Timesheets Basic Timesheet Entry
The following procedures will show you how to create and complete a basic timesheet. (This timesheet is not submitted for Approval therefore the lines on the timesheet are available for editing and you are able to put in additional casual employees’ data in the timesheet.) 1. Log in to StaffOnline. Then click on Timesheets in the menu option to display the folder contents. Click on Bulk T/S Entry.
2. To create a new timesheet do the following: Click on the link Add new record.
3. Enter the Period End Date – click the drop down arrow (on the right of the field) and select the date from the pop-up calendar. Leave the Submit to Supervisor field blank and click the Insert button. Ensure you are using the correct date — confirm using the Period End Date list available at http://www.cdu.edu.au/pmd/staffonline/help_files_online/period_end_dates.html
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StaffOnline User Guide
Using Timesheets
4. You will be presented with a Success ! screen. This indicates that a timesheet for the period end date has been created. Click on the link Add new record at the bottom left corner to display the Bulk T/S Entry screen.
5. The Bulk T/S Entry screen is actually the timesheet where you put in the corresponding data from the Fortnightly Casual Timesheet Report that is emailed to you.
Complete the following columns: Employee#: Job#: Award: As supplied in the Fortnightly Casual Timesheet Report As supplied in the Fortnightly Casual Timesheet Report (Ensure that all Job# are 2 digits, i.e., 25 or 03 etc.) Click on the drop-down arrow next to the Award field. This will display the List of Values: Rate box (see below) that will show a staff member’s award and classification level. You need to select the correct values from this screen. If the correct value is HEW 5.1 you will click on the link that corresponds with Step 51. This will automatically put data in the Classification, Step and Rate columns. December 2008
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StaffOnline User Guide
Using Timesheets
Data are automatically displayed in these columns once the correct step value in the Award column is entered.
Hours Worked:
Enter the total hours (ensure you are entering decimal hours), taken from the employees’ completed and approved timesheet.
A chart for conversion of minutes to decimal is available at http://www.cdu.edu.au/pmd/staffonline/help_files_online/min_dec_convertor.html When you have completed all the entries, click on the Insert button at the bottom of the screen. 6. A timesheet screen with the message Success! Row inserted will be displayed.
Note that this timesheet is yet to be submitted. If you find it necessary to add data in the timesheet, e.g., add another casual employee’s record, click on the link Add new record. If you need to edit the entries you have made, click on the Employee’s ID in the Employee# column to display the Pending Bulk T/S Entry dialogue box. You can make changes to the fields as shown below.
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StaffOnline User Guide
Using Timesheets
Note: If the Job# is incorrect it will pull through the incorrect Award/Classification and Step. If this is the case please delete the entire record by clicking on the Delete button at the bottom and re-enter the data in its entirety. 8. The Success! message will display after clicking the Update button. This means that the changes made were accepted.
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StaffOnline User Guide
Using Timesheets Editing a Timesheet
You can only add a new line(s) to a timesheet if it has not been submitted for approval. 1. Log in to StaffOnline and click on Timesheets in the menu option to display the folder contents. Click on Bulk T/S Entry.
2. The Bulk T/S Entry screen will be displayed showing your current timesheets. Click on the date in the Period Ending column to display the timesheet.
3. Click the link Add new record at the bottom of the screen to open the timesheet for editing.
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StaffOnline User Guide
Using Timesheets
Complete the following columns: Employee#: Job#: Award: As supplied in the Fortnightly Casual Timesheet Report As supplied in the Fortnightly Casual Timesheet Report (Ensure that all Job# are 2 digits, i.e., 25 or 03 etc.) Click on the drop-down arrow next to the Award field. This will display the List of Values: Rate box (see below) that will show a staff member’s award and classification level. You need to select the correct values from this screen. If the correct value is HEW 5.1 you will click on the link that corresponds with Step 51. This will automatically put data in the Classification, Step and Rate columns.
Data are automatically displayed in these columns once the correct step value in the Award column is entered.
Hours Worked:
Enter the total hours (ensure you are entering decimal hours), taken from the employees’ completed and approved timesheet.
When you have completed all the entries, click on the Insert button at the bottom of the screen. 6. The message Success! Row inserted will be displayed on top of the timesheet screen.
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StaffOnline User Guide
Using Timesheets
Note that this timesheet is yet to be submitted. If you find it necessary to add data in the timesheet, e.g., add another casual employee’s record, click on the link Add new record. If you need to edit the entries you have made, click on the Employee’s ID in the Employee# column to display the Pending Bulk T/S Entry dialogue box. You can make changes to the fields as shown below.
Note: If the Job# is incorrect it will pull through the incorrect Award/Classification and Step. If this is the case please delete the entire record by clicking on the Delete button at the bottom and re-enter the data in its entirety. 8. The Success! message will display after clicking the Update button. This means that the changes made were accepted.
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StaffOnline User Guide
Using Timesheets Submitting a Timesheet for Approval
The completed timesheet can be submitted to your supervisor for approval. 1. Log in to StaffOnline and click on the Timesheets menu option. Click on Bulk T/S Entry to access your current timesheets.
2. Click on the date in the Period Ending column to open the timesheet.
3. In the Submit to Supervisor field, select Submit from the drop-down button. Then click the Update button to submit the timesheet.
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Using Timesheets
4. The Success! message screen will be displayed indicating that the submitted timesheet was accepted. You will no longer be able to edit the entries or add new lines to the timesheet.
5. The Bulk T/S Entry screen will now show Submitted in the Status column.
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StaffOnline User Guide
Using Timesheets Frequently Asked Questions
Q. How do I fix an incorrect timesheet that has been submitted for approval? A. Once a timesheet has been submitted you cannot edit it. You can only delete the entire timesheet by navigating to the Pending Transactions option, putting a tick in the box under the Delete heading and then clicking on the delete button. You will then need to redo the timesheet. You will need to use a new Period End Date for the new timesheet by using a date either side of the incorrect timesheet. For example, if your original Period End Date was 10-Aug-2009 you need to use either the 09 or 11-Aug. If the timesheet has been approved by your manager/supervisor and you find an error you will need to contact PMD to organise a fix for the problem. Q. How do I fix a rejected timesheet? A. You cannot fix a timesheet that has been rejected. You must delete the timesheet and re-enter it as per the instructions above. Q. I can’t enter a casual employee onto the timesheet, why not? A. Have you entered the Job# using two digits? That is, the job number is 2, it must be entered as 02 on the online timesheet. or Are you entering a timesheet for an ended contract? If you are trying to enter timesheets for a job that has ended or is ending on the date of your timesheet, the system will not accept it. You must either send the timesheets to PMD for processing or create a new timesheet using an earlier date for this casual. For example, if the contract ended on the 07-Aug-09 and you have created a timesheet for the 10-Aug-09 the system will not accept those timesheets as the contract is not current. You need to create a timesheet with a Period End Date of the 06-Aug-09 for this casual only. Q. My supervisor / manager has not approved my timesheet, will my casuals be paid? A. The deadline for timesheets is COB Monday, the week before payday. If your manager hasn’t approved your timesheet by then you need to advise PMD as early as possible on Tuesday. Any later than Tuesday and there is little we can do about it and your casuals will not be paid until the following pay day.
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