Casual Academic Timesheets Process

Table of Contents 1. Introduction ....................................................................................................................................... 1

2. Submit Casual Academic Current Pay Period Changes Form .................................................. 3

3. Submit Casual Academic Previous Pay Period Amendments Form ..................................... 10

4. Cancel Casual Academic Forms ................................................................................................. 15

5. Recall Casual Academic Submitted Forms ............................................................................... 17

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1. Introduction

Academic Casuals are paid from a pre-approved schedule in Aurion. This is determined at

the beginning of each semester.

Casual Academics would only raise a form where there is an exception to the pre-approved

schedule and when one of the following occurs:

Where additional hours for the current pay need to be claimed

Where a casual did not attend that day, or did not work the hours scheduled

Where Hours need to be claimed for a previous pay period.

Note the following

There is no need for Casual Academics to complete a timesheet every pay.

Aurion will automatically generate Timesheets from the pre-approved

schedule.

Any claim previously paid in a previous pay period that requires a “reversal” is

a “recovery” and as such, must be directed to HR for processing. This

timesheet process does not accommodate recoveries.

Any changes to timesheets for the current pay must be submitted by 5.00pm

on Tuesday in the week prior to pay week for work performed within the

previous fortnight. Amendments for previous pay periods must also be

submitted by the same timeframe.

If you have more than one Employee Number/Placement, ensure you have

selected the correct employee number/placement in MyAurion before raising

a form. Select the Change Employee icon XXX. This displays a list of your

placements. Select the appropriate placement from the display list.

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Form Navigation

Any field with a red border is mandatory and must be filled out before

proceeding to the “Next” page

Click only if is not enabled or to save the form to access

later.

Success/Saved alert messages will be displayed for information. Close these

alerts.

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2. Submit Casual Academic Current Pay Period

Changes Form

Steps Instructions – How to Submit ‘Casual Academic Current Pay Period Changes’ Form in

MyAurion

Step 1 Login to MyAurion. Select the relevant employee number with ‘Change Employee Icon’.

Step 2 Navigate to the Forms page: Dashboard > My Forms

My Forms page is displayed as shown below:

Step 3

Click to raise a new form. Add Form page is displayed as shown below:

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Step 4 (Optional)

For ‘FOLDER FILTER’, select ‘Academic Payment by Schedule - PS312’

Step 5 For FORM, select the following form: ‘UQ Casual Academic Current Pay Period Changes PS312-1’ (where hours need to change for the current pay period)

Step 6

Select

MyAurion will display the loading icon NOTE: At this stage, Aurion is checking the database for validation and to retrieve data. This may take a few minutes. Form is displayed with pre-filled data from Aurion as shown below.

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If there are errors encountered by Aurion in populating the form data, an error will be displayed at the top of the form. Error text will indicate the issue encountered and the action performed clearly. For example, if a form has already been raised for the period:

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Step 7 The Table ‘Current Period Hours from Timesheet’ below needs to be updated to reflect your changes (Modify/Add/Delete).

A. Modify Timesheet Line 1. Click on the timesheet line to update.

2. You will be presented with the details to change.

3. Click when completed. Do this for each line that needs updating.

B. Add Timesheet Line

1. Click on to add new row at the bottom of the table.

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2. Click on the empty line

3. You will be presented with the details to complete.

4. Click when completed. Do this for every additional timesheet line required.

C. Delete Timesheet Line

1. Add a Check to the checkbox for the Timesheet Lines to remove in the column “DELETE Line?”

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2. If bottom Timesheet Line needs to be deleted, use which deletes the bottom row from the table.

Only Timesheet lines which do not have Check for ‘Delete Line?’ are approved and processed for payment.

Step 8

Click Process Form Page is displayed as shown below:

Step 9 Add a Check in the Checkbox against “RESPONSE”.

Step 10

Click

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Step 11

Click (either Submit Button is acceptable). The Form will be sent to the Supervisor identified in the ‘SEND TO’ Box. You may add a message to your Supervisor in the ‘MESSAGE’ box provided as shown below.

You do not have the ability to reselect another Supervisor. Aurion displays your currently recorded ‘Reports To’ Supervisor. If this is not your Supervisor, contact your HRPST (Human Resources Professional Services Team) before proceeding.

Step 12

Click to send the form for Approval. Note: You will be notified by email once the form is approved.

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3. Submit Casual Academic Previous Pay Period

Amendments Form

Academic Casuals may claim hours from a previous pay period where they have forgotten to

claim in that period.

The form is “UQ Academic Casuals Previous Pay Period Amendments”.

Steps Instructions – How to Submit ‘Casual Academic Previous Pay Period Amendments’ Form

in MyAurion

Step 1 Login to MyAurion. Select the relevant employee number with ‘Change Employee Icon’.

Step 2 Navigate to the Forms page: Dashboard > My Forms

My Forms page is displayed as shown below:

Step 3

Click to raise a new form.

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Add Form page is displayed as shown below:

Step 4 (Optional)

For ‘FOLDER FILTER’, select ‘Academic Payment by Schedule - PS312’

Step 5 For FORM, select the following form: ‘UQ Casual Academic Previous Pay Period Amendments PS312-4’ (where hours need to be claimed for a previous pay period)

Step 6

Click

MyAurion will display the loading icon NOTE: At this stage, Aurion is checking the database for validation. This may take a few minutes.

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Step 7 Select the Date of the Claim you wish to add.

Step 8

Click Aurion will check previous approved payroll transactions for any payments processed for that date. Scenario A: If there are no transactions for this date in Aurion, you will be advised this as shown below:

Scenario B: If there are transactions for that date, the table will be populated with the data as shown below:

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Step 9 1. If additional hours are to be claimed for this date, add these hours to the “Additional Claimed Hours to be Approved” table by clicking in the empty line provided:

2. You will be presented with these details to complete

3. Once completed, click

Note:

1. Click to add additional rows to the table.

2. Click to delete the bottom row, if required.

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Step 10

Select (either Submit Button is acceptable). The Form will be sent to the Supervisor identified in the ‘SEND TO’ Box. You may add a message to your Supervisor in the ‘MESSAGE’ box provided as shown below.

You do not have the ability to reselect another Supervisor. Aurion displays your currently recorded ‘Reports To’ Supervisor. If this is not your Supervisor, contact your HRPST (Human Resources Professional Services Team) before proceeding.

Step 11

Click to send the form for Approval. Note: You will be notified by email once the form is approved.

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4. Cancel Casual Academic Forms

Casual Academics can cancel a form in Pending state.

Steps Instructions – How to Cancel Casual Academic Forms in MyAurion

Step 1 Login to MyAurion. Select the relevant employee number with ‘Change Employee Icon’.

Step 2 Navigate to the Forms page: Dashboard > My Forms

My Forms page is displayed as shown below:

Step 3 Click on the form to open.

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Step 4

Click on to cancel the form. Cancel Form Page is displayed as shown below.

Step 5

Click on to cancel the form. Form is deleted successfully and will not be listed in Dashboard > My Forms.

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5. Recall Casual Academic Submitted Forms

Academic Casuals can recall a Form which is submitted for Approval.

Steps Instructions – How to Recall Casual Academic Forms which are Submitted for Approval in

MyAurion

Step 1 Login to MyAurion. Select the relevant employee number with ‘Change Employee Icon’.

Step 2 Navigate to the Forms page: Dashboard > My Forms

My Forms page is displayed as shown below:

Step 3 Click on to display all forms.

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Step 4 Click on the form (with Status ‘Send’) to open.

Step 5

Click on to recall the form.

Step 5

Form is displayed with 2 options i.e. OR to proceed further.

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A) Click on to re-submit the form for approval after managing change of hours. For Further instructions, refer to 2. Submit Casual Academic Current Pay Period Changes Form or 3. Submit Casual Academic Previous Pay Period Amendments Form

B) Click on to delete the form. For further instructions, refer to 4. Cancel Casual Academic Forms