record working time via ess guide - fixed term …mams.rmit.edu.au/qos5me9r14zy.pdf · record...

June 2016

Record Working

Time via ESS –

Fixed Term and

Continuing Staff

2 Record Working Time - Fixed Term Continuing Staff

June 2016

Record Working Time via ESS - Fixed Term

and Continuing Staff

1. Logging on to ESS

To login to ESS:

1. Open an internet browser (ensure you are using the recommended browser for this purpose) and navigate to RMIT’s Home Page www.rmit.edu.au

Note: If using a Mac please use My Desktop as Mozilla Firefox and Sarari are incompatible

2. From the RMIT Home Page click on Staff

3. Click the Staff Central and ESS link

4. Click Launch ESS

5. Complete the Staff Self Service logon screen:

a. User ID: Type your E number, e.g., E01234

b. Password: Type your password

Note: If you have not logged into ESS previously, your initial password will be the letter p and your date of

birth backwards. E.g. 25 January 1976 would be- p19760125!

New employees should change the temporary password when prompted to do so.

6. Click the Logon button to display the ESS Home page


June 2016

7. Click the Employee Self Service tab

4Record Working Time - Fixed Term Continuing Staff

June 2016

2. Record Working Time for Fixed Term or

Continuing Staff

Fixed Term and Continuing staff who work hours in addition to their normal weekly hours, such as Overtime

(Professional and Childcare staff), Above Load (Academic Staff) or Excess Teaching (Vocational Education Staff) must

submit their application for payment in ESS.

Refer to Appendix 1 for the full list of entries available in ESS for each group of staff.

Step 1: Recording time entry

1. Click the Leave & Time link under the Employee Self Service home page

2. Click the Record Working Time link.


June 2016

3. Record Working Time displays for the current week.

Note: It is not possible to submit entries for a future date for approval. Staff can enter times for maximum

6 weeks in the past.

4. Use the Previous and Next buttons to navigate to the required week.

5. Enter the required fields as detailed in the table below:

Field Action Required

Rec.Order or WBS Element Enter the Internal Order number or WBS Element for the relevant School or work area if it is different from your usual work area.

IF you are selecting Subst. type “Additional Hours”, this field is mandatory.

Pay Scale Group IF you are selecting a Subst. type that requires a payscale, enter the applicable Casual Payscale or select it from the list by clicking the Find

button This field is mandatory for certain Subst. types. OTHERWISE leave it blank. Refer to Appendix 1

PS level Always leave this field blank

Program code IF the hours worked related to a specific Program code, enter the applicable Program Code. OTHERWISE leave it blank.

Course code IF the hours worked related to a specific Course code, enter the applicable Course Code. OTHERWISE leave it blank.

Subst. type Enter the applicable code for the work performed or select it from the

list by clicking the Find button . Only Time Entry Types applicable to your conditions of employment will display. Refer to Appendix 1.

6. Enter the start and end times for the days worked.


June 2016

Note: If you had an unpaid meal break, you MUST create two lines for the day. For example, if you

worked 08:48 to 17:00 and an unpaid lunch break was taken from 12:30 to 13:30, enter one line for the

times 08:48 to 12:30 and a second line for 13:30 to 17:00.

Note: You must use a 24 hours clock, e.g. 2:00 pm is 14:00. You can enter start and end times as 4 digits

(e.g., 1400) or 2 digits colon 2 digits (e.g. 09:00). Do not use a decimal point as this will error.

Helpful Hint: If you have submitted a time entry for the previous week and the Rec Order or WBS Element,Pay Scale Group, Program Code, Course Code and Subst. type are the same, you can click the Copy

previous period button and it will populate this data for you.

7. Click the Check Entries button

IF there are no errors a message will display at the bottom of the screen.

IF there are errors a pop box will display.

Click OK. Information regarding the error will display at the bottom of the screen.

Update the required information as detailed in the error message and click Check Entries again to ensure

the error has been fixed.


June 2016

Step 2: Saving time entry

If you are not yet ready to submit the time entry for approval, you have the option of saving it and submitting it for

approval or revisit to make changes at a later date.

1. Click the Save button

The below message appears at the bottom corner of the screen.

The traffic lights next to the entry will display and be greyed out.

Note: A timesheet will only be saved successfully if it does not contain any errors.

Saving your time entries will not send them for approval. Once you are ready to submit them for approval

proceed to Step 3.

Note: You must click Save for each week you have created time entries.


June 2016

Step 3: Saving and releasing time entry

If no further changes are to be made and the time entry is ready for submission you need to Save and Release it for

approval.

1. Click the Save and Release button

The below message appears at the bottom corner of the screen.

The traffic lights next to the entry will change to orange. Orange means that it is with your Line Manager or

the Time Approver for action.

Once it has been approved by your Line Manager or the Time Approver, the traffic light will display as Green.

Note: A timesheet will only be saved and released for approval successfully if it does not contain any

errors.

Note: You cannot save and release time entries for hours in the future.

Note: You must Save and Release each week where you have created time entries, otherwise they will

not be submitted for approval.

2. If you need to record a time entry for a previous week use the Previous and Next buttons to navigate to the

required week, and repeat Step 1 to Step 3.

3. To exit Record Working Time, click on a link or click Log Off.


June 2016

Appendix 1: Record Working Time - Time entries for

Fixed Term and Continuing Staff

A. Time Entry Types Academic Staff

What is the code in ESS (Subst. type)?

When would an Academic staff member apply for it?

What will an Academic get paid?

Who approves it?

Additional Hours*

AH When an employee works hours (casual hours) either with another work area, in a different classification, or in a job very different to their current position

This is paid at a casual rate of pay.

Select the appropriate rate for the work performed and qualifications held from the drop down selection under PayScale.

The Time Approver for the Internal Order or WBS Element for thehours worked. The IO number or WBS Element mustbe entered on your Record Working Time entry.

Above Load - Marking

LM When an Academic works hours which are above their workload allocation for Marking/Assessment


Select the appropriate Academic rate for Marking from the drop down selection under PayScale.

Line Manager

Above Load - Teaching

LT When an Academic works hours which are above their workload allocation for Teaching - this also includes activities towards Teaching such as course writing or course preparation


Select the appropriate Academic rate for Teaching from the drop down selection under PayScale.

Line Manager

Offshore Marking

SM When an Academic works additional hours Offshore for marking


Select the appropriate Academic rate for Marking from the drop down selection under PayScale.

Line Manager

Offshore Teaching

ST When an Academic works additional hours teaching Offshore - this also includes other activities towards Offshore Teaching such as course writing or course preparation


Select the appropriate Academic rate for Teaching from the drop down selection under PayScale.

Line Manager

*An Internal Order (IO) or WBS Element is mandatory for "Additional Hours". You can also enter an IO or WBSElement for other time entries if your hours are to be costed to a different IO or WBS Element to your usual workarea


June 2016

B. Time Entry Types Professional Staff

What can Professional staff apply for in ESS?


When would a Professional staff member apply for it?

What will a Professional staff member get paid?

Who approves it?

Additional Hours*

AH When an employee works additional hours (casual hours) either with another work area, at a different classification, or in a job very different to their current position.


Select the appropriate rate for the work performed (and qualifications held, if applicable) from the drop down selection under PayScale. If the work is to be paid as Overtime or include Shift Allowance you must select the applicable pay scale, e.g. HEW5@150 or HEW5SHF.

Overtime

Note: Only applicable for HEW levels 1 to 7. HEW 8 and above is not eligible for Overtime.

OT When an employee works Overtime either prior to or after their normal work day. Overtime can only be paid for work performed in an employee’s current job. This code cannot be used for work performed in another work area or at a different classification – see Additional Hours.

At the applicable Overtime rates as detailed in the RMIT University Academic & Professional Staff Enterprise Agreement

You are not required to select a pay scale. Leave the PayScale field on your Record Working Time entry blank.

Line Manager

Call Back

Note: Only applicable for HEW levels 1 to 7. HEW 8 and above is not eligible for Overtime.

CB When an employee works Overtime where they have been recalled (or Called Back) to the workplace. Call Back Overtime can only be paid for work performed in an employee’s current job. This code cannot be used for work performed in another work area or at a different classification - see Additional Hours.



Line Manager

On Call (Allowance)

OC When an employee is On Call, available 24/7 and eligible for the daily On Call allowance

On Call Allowance rate as detailed in the RMIT University Academic & Professional Staff Enterprise Agreement.


Line Manager

On Call – Overtime

OO When an employee is On Call and has been recalled to the workplace to perform Overtime

At the applicable Overtime rates as detailed in the RMIT University Academic & Professional Staff Enterprise Agreement You are not required to select a pay scale. Leave the PayScale field on your Record Working Time entry blank.

Line Manager

The Time Approver for the Internal Order or WBS Element for thehours worked.

The IO number or WBS Element mustbe entered on your Record Working Time entry.


June 2016

What can Professional staff apply for in ESS?


When would a Professional staff member apply for it?

What will a Professional staff member get paid?

Who approves it?

On Call - remote OR When an employee is On Call and has been required to work from home (work remotely).

This may include phone calls giving staff at work advice or logging into the network remotely



Line Manager

No Minimum Break

NB When an employee has been specifically directed by the University to come to work without having a 10 hour break plus reasonable travel time between normal work hours and Overtime.

NOTE: The University will endeavour to provide a 10 hour break between Overtime and normal work hours, including allowing an employee to start their normal work day at a later time without loss of pay until they have had a 10 hours break. Payment under this provision is not applicable if the employee chooses to come into work at their normal time because they want to or because it is more convenient for them.

At the applicable rates as detailed in the RMIT University Academic & Professional Staff Enterprise Agreement


Line Manager

Extended Travel EX Required travel for business purposes in excess of normal working hours when the employee spends one or more nights away from their permanent place of residence

Paid at the employee’s base rate of pay


Line Manager

Extended Travel Overtime

EO When an employee is on Extended Travel and works in excess of 36 hours per week, 72 hours per fortnight, 108 per 3 weeks, or 144 per 4 weeks.

At the applicable Overtime rates as detailed in the RMIT University Academic & Professional Staff Enterprise Agreement You are not required to select a pay scale. Leave the PayScale field on your Record Working Time entry blank.

Line Manager



June 2016

C. Time Entry Types Vocational Education Staff

What can Voc. Ed. staff apply for in ESS?


When would a Voc. Ed. staff member apply for it?

What will a Voc. Ed. staff member get paid?

Who approves it?

Additional Hours*

AH When an employee works additional hours (casual hours) either with another work area, at a different classification, or in a job very different to their current position.



Voc. Ed Loading AO Loading for teaching out of ordinary hours

At the applicable Loading rates as detailed in the Agreement


Line Manager

Excess Teaching MBA

ET When Vocational Education staff work Teaching Hours in excess of their Teaching allocation.

At the applicable rates specified in the Agreement


Line Manager

Excess Teaching Agreed Rate

EA When Vocational Education staff work Teaching Hours in excess of their Teaching allocation and approval has been previously granted by Head of School to HR for the hours to be paid at an Agreed Casual Rate of pay.

At the applicable casual rate of pay.


Line Manager

The Time Approver for the Internal Order or WBS Element for thehours worked. The IO number or WBS Element mustbe entered on your Record Working Time entry.



June 2016

E. Time Entry Types Child Care Staff

What can ChildCare staff apply for in ESS?


When would a ChildCare staff member apply for it?

What will a ChildCare staff member get paid?

Who approves it?

Overtime OT Overtime can only be performed for an employee’s current job. This code cannot be used for work performed in another work area or at a different classification

At the applicable Overtime rates as detailed in the RMIT University Children’s Services Enterprise Agreement

For all overtime worked during the ordinary hours of work, 6.30 am to 6.30 pm, Part time employees will be paid at their normal rate of pay until they have worked 38 hours in the week before the Overtime rate of pay will be paid. Additional leave accruals will be paid for any hours paid at the ordinary rate of pay.


Line Manager

No Minimum Break

NB When an employee has been specifically directed by the University to come to work without having a 10 hour break plus reasonable travel time between normal work hours and Overtime.

NOTE: The University will endeavour to provide a 10 hour break between Overtime and normal work hours, including allowing an employee to start their normal work day at a later time without loss of pay until they have had a 10 hours break. Payment under this provision is not applicable if the employee chooses to come into work at their normal time because they want to or because it is more convenient for them.

At the applicable rates as detailed in the RMIT University Children’s Services Enterprise Agreement


Line Manager

record working time via ess guide - fixed term …mams.rmit.edu.au/qos5me9r14zy.pdf · record...

Documents