People & Organisational Development Implementing Online Timesheets for Casual Staff (for managers and timesheet approvers)

This presentation is to assist managers and timesheet approvers who are ready to implement online timesheets for casual staff in their department. Departments are ready to implement when they have: Reviewed the positions and reporting structures in their Org Units, and all positions have a timesheet approver and an alternate timesheet approver recorded. Reviewed the list of casual staff in their Org Units and the reports are confirmed as being up-to-date and only those casuals they intend to use in the future are listed. The department’s casual staff have either a Massey or personal email address loaded in the HR System, so they can access MyHR for their timesheets and payslips.

(Staff with active casual If your Department has not yet confirmed these three items, then please contact your HR Administrator who will assist you in obtaining the reports and reviewing the information. Once this is done you are ready to familiarise yourself with the system. For managers, and timesheet approvers, access is through the My Staff tab. Managers and timesheet approvers have the ‘Casual timesheet entry on behalf of’ and timesheet approvers have ‘Approve Casual Timesheets’ as options available. (Staff with active casual employment agreements see an additional tile to access the system on the MyHR home page)

An easy way to learn the system is to create a timesheet for one or more of the staff members appearing on your list. If you create a dummy one, delete it when you are finished (via the ‘delete’ link on the timesheet), or you could enter and submit some or all of next pay period’s timesheets. If you enter and approve a timesheet, it will be paid in the next available pay. Please do not submit an online timesheet as well as a paper timesheet for the same work, this will result in a double payment. To create a timesheet, select the fortnight end date, and then select the employee’s name:

Select the timesheet code, (PAY for most jobs) Select the timesheet code, (PAY for most jobs). The rate will populate in the Rate Hr/Unit column, but it can not be edited. Start & finish times can be entered, using the 24 hour clock HHMM format or A total of Hours worked for the day can be entered or If the staff member is paid per unit (e.g. for each assignment marked), enter the amount to be paid in the Units Worked column. Detailed help information is available by clicking any blue i. Default costings can be edited to create a temporary costing override. If some else needs to approve the hours worked, click the search icon in the supervisor column to select the person’ name. Add the supervisors’ name to every row in the timesheet that they need to view. They will receive an FYI email when the timesheet is submitted. Use the free text Reference field to record information about the work done, e.g. the course number 12.345.

Timesheet approvers can edit any column not greyed out, including the hours and units. An email will be sent to the staff member, advising them of any changes made to the timesheet. The timesheet approvers are listed at the bottom of the timesheet The ‘Copy Timesheet’ can be used for a future pay period, to enable a previously completed timesheet to be used as a template.

Select the ‘Approval of Casual Timesheets’ link to approve timesheets The default view will show submitted timesheets for any date, these are the ones waiting approval. Change the status to Draft - to see timesheets not yet submitted. Approved - to see timesheets approved but not yet uploaded into the payroll system. Withdrawn - to see timesheets that have the submitted or approved status. Timesheets with the submitted or approved status can be withdrawn by either the staff member or the timesheet approver. Processed - has been uploaded into the payroll system, and will be paid on the next available pay date. Declined - to see timesheets that have been declined by the timesheet approver. Cancelled - to see timesheets that were withdrawn after being uploaded into the payroll system but prior to any payment being made. Click the staff member’s name to sort on this column.

The following automated emails are in place to prompt timesheet approvers: Timesheet approvers and supervisors will receive an email from staff when they submit a timesheet. Timesheet approvers will receive an email at Wednesday 1pm at the cut off, if they have any timesheets not approved. Timesheet approvers and alternate timesheet approvers will receive an email on Thursday morning at 9 am if there are still timesheets submitted and not approved. If there are any timesheets submitted but not approved by Thursday 3pm the timesheet approvers and alternate timesheet approvers will be advised that the cut off has been missed and the timesheets can not be paid until the next pay period.

This concludes the brief overview of the online timesheet system. We hope you find the system intuitive and flexible enough to meet your departmental procedures. More detailed information is available in the user guides from the POD website, or please contact HRHelpdesk@massey.ac.nz on extn 85299. We are very happy to provide any assistance. Online forms that will use the same position approval process in MyHR will be available later on this year for salaried staff, for additional hours, overtime, and allowances.