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Louise is a permanent part-time School Administrative Officer working at a local primary school.

The end of the year is a particularly busy time with student reports being completed and class performances. Louise has been approached by the School Administrative Manager (SAM), Sue, to work an additional day this week.

Sue advised Louise to submit additional hours in SAP Employee self-service once she finished on Friday afternoon. She also pointed Louise to the intranet where she can access e-learning and quick reference guides to assisther in the new procedures.

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Louise worked the additional hours on Friday and submitted 6.25 hours of additional work time. Sue, as a sub-delegate, received the additional hours approval request in her SAP Portal inbox, which she approved on her mobile device.

SAP HR Payroll Submitting additional hours

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Prior to the release of the new SAP HR Payroll Louise would have completed the Claim for additional hours and overtime form, sought her principal’s approval and emailed the completed form to EDConnect.

In the next few slides, we will show you how Louise submitted her additional hours in the new SAP HR Payroll.

SAP HR PayrollSubmitting additional hours

Submitting additional hours

STEP 1Go into SAP PORTAL (NEW)

Search for the icon and add it to your essentials dashboard.

School administrative and support staff are entitled to be paid for additional hours subject to the additional hours being performed at the express direction of the principal or delegate.

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Louise Citizen

Submitting additional hours

STEP 2

Once you are in Employee self-service select Working hours

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

Submitting additional hours

STEP 3Select Record working time

Submitting additional hours

STEP 4

Select the row for the day to enter additional hours

STEP 5

Select the matchcode symbol in the Position field.Note: The matchcode symbollocation is adjacent to the field.

Submitting additional hours

STEP 6

Select the relevant position

Submitting additional hours

STEP 7

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

Submitting additional hours

STEP 8

Enter the applicable hours

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STEP 9

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

Submitting additional hours

STEP 10

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

Submitting additional hours

STEP 11

Success messages are displayed to confirm submission

Note: An email is sent to the manager/principal or sub delegate advising them of the application

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Additional hours 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.

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

Employees working under the flexible working hours agreement should continue to record their hours within the flexible working hours bandwidth in an electronic flexsheet outside of SAP. This system is for submitting overtime or additional hours.

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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.

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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.

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

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