1

Katherine is a permanent employee who supports DoE technology in her role as a lead field support officer.

Katherine has been working on a number of system enhancements that will be released this Friday after 6pm. Sarah, her manager, has advised Katherine that she will be required to complete this work outside of normal business hours.

Sarah reviewed the appropriate award conditions and confirmed that, as Katherine is in a full-time position and the work will be completed outside her core hours, she is entitled to overtime. Sarah advised Katherine to submit overtime in the SAP HR Payroll following the release on Friday night. She also advised Katherine that she could access e-learning and quick reference guides on the SAP HR Payroll intranet site.

Sarah has also ensured that Health and Safety checks are in place.

__________________________

Katherine completed the system enhancement release by 10pm and later submitted a claim for four hours of overtime. Sarah received the overtime approval request in her SAP PORTAL (NEW) inbox and approved it on her mobile device.

SAP HR PayrollSubmitting overtime

2

Prior to the release of the new SAP HR Payroll Katherine would have completed the Overtime claim form, sought her manager’s approval and then sent it to EDConnect. In addition, Katherine would have recorded her start and finish time.

The next few slides will show how Katherine submits her overtime in the new SAP HR Payroll.

SAP HR Payroll Submitting overtime

Submitting overtime

STEP 1

Go to SAP PORTAL (NEW)

If necessary, search for the icon and add it to your Essentials dashboard.

The submission and approval of overtime is at the discretion of managers and principals.

1

Submitting overtime

STEP 2

In Employee self-service select Working hours.

Note: The submission of overtime can also be done on behalf of the employee via Manager self-service and Sub delegate services.

Submitting overtime

STEP 3Select Record working time.

Submitting overtime

STEP 4

Select the row for the day to enter overtime hours.

4

STEP 5

Select the matchcode symbol in the Position field.

Submitting overtime

STEP 6

Select the relevant position. 5

Submitting overtime

STEP 7

Select the dropdown arrow in the Attendance Type field and select the relevant option. 7

Submitting overtime

STEP 8

Enter the applicable hours.

8

STEP 9

Click Check to populate other fields in the row and confirm entries.

Submitting overtime

STEP 10

Select the row to add a row beneath for allowances associated with this overtime.

STEP 11

Click Insert Row.

Submitting overtime

STEP 12

Select the row to add an allowance.

STEP 13

Select the matchcode symbol in the Position field.

Submitting overtime

STEP 14

Select the relevant position.

Submitting overtime

STEP 15

Select the matchcode symbol in the Allowance field to display the allowances applicable to this employee.

Submitting overtime

STEP 16

Select the relevant allowance.

Submitting overtime

STEP 17

Enter the amount to be claimed (e.g. one meal).

STEP 18Click Check to populate other fields in the row and confirm entries.

Submitting overtime

STEP 19

Select the row to add another row beneath (for another allowance).

STEP 20

Click Insert Row.

Submitting overtime

STEP 21

Select the matchcode symbol in the Position field.

Submitting overtime

STEP 22

Select the relevant position.

Submitting overtime

STEP 23

Select the matchcode symbol in the Allowance field to display the allowances applicable to this employee.

Submitting overtime

STEP 24

Select the relevant allowance.

Submitting overtime

STEP 25

Enter the amount to be claimed (e.g. one supper).

STEP 26

Select Check to populate the other fields in the row and confirm entries.

Submitting overtime

STEP 27Select Submit for Approval when all entries are complete (or click Save if not ready to submit).

Submitting overtime

STEP 28

Success messages are displayed to confirm submission.

Note: An email is sent to the manager/principal for approval.

24

Overtime top tips1 The process to record working time for overtime or additional hours is the same. Select the correct time sheet option in the

Attendance Type field.

2

3

Payment for overtime and/or additional hours is based on the relevant award and/or Handbook conditions.

Employees working in accordance with the flexible working hours agreement should continue to record their hours within the flexible working hours bandwidth outside of SAP. This system is for submitting overtime or additional hours.4

If the incorrect Attendance Type is selected i.e. additional hours besides overtime the system has inbuilt warnings, example below. Note: Check your award and/or Handbook conditions to ensure you are entering the correct Attendance Type.5

The ability to record overtime, additional hours and allowances will depend on an employee’s classification e.g. teachers are not entitled to overtime under their employment arrangements.

The rate of pay for overtime is based on the employee’s award conditions.6

When working overtime or additional hours review the WHS & IR legislative requirements.7