1. HR Information System Upgrade CASUAL TIMESHEETS

2. HR Information System Upgrade – Casual Timesheets 2 Welcome to today’s session on CASUAL TIMESHEETS Your Presenter is Leanne Cornwell (Team Leader Payroll Services) Session Objective By the end of the session you will have the ability to enter in your Timesheet for Casual staff. Session Outline In this session we will cover:  Log into the Staff Portal  Select Job Record and Timesheet  Enter into timesheet for Casual Staff  Save for Later  Submit for Approval

3. HR Information System Upgrade – Casual Timesheets 3  Online Timesheet Approval Workflow process  NEW: Workflow Approval now has only one approval step which is the supervisor only.

4. HR Information System Upgrade – Casual Timesheets 4  Where to find your Timesheet to enter hours?  Log into the Staff Portal and click on My Staff Page (Fluid Interface) either via Employment or Key Services

5. HR Information System Upgrade – Casual Timesheets 5 My Staff Page:  Fluid Home Pages (for use on Mobile Phones, Tablets, and PCs)  6 x Home Pages (Drop Down Selection)  Replaces Individual Links in Staff Portal  Function / Activity Based “Tiles” to select from each Menu Option  Click on “My Timesheet” tile

6. HR Information System Upgrade – Casual Timesheets 6  Select Job Record and Timesheet  Check that your Supervisor displayed is correct. If your Supervisor is incorrect, email askhr@griffith.edu.au before entering in any hoursaskhr@griffith.edu.au

7. HR Information System Upgrade – Casual Timesheets 7  Enter hours into Timesheet and Save for Later or Submit  Can select Previous Period or Next Period or change the date in the calendar period (hit refresh to move to new calendar period)

8. HR Information System Upgrade – Casual Timesheets 8  If you have multiple jobs you can “click on Next Job” to toggle through to the next employment record.

9. HR Information System Upgrade – Casual Timesheets 9  PUNCH TIME FORMAT  Times can be entered in either AM/PM or 24Hour format, for example…  - 8am can be entered as “8” or “8am”  - 8:30am can be entered as “8:30” or “8:30am”  - 12 noon can be entered as “12” or “12pm” or “12:00pm”  - 4pm can be entered as “16” or “4pm”  - 4:30pm can be entered as “16:30” or “ 4:30pm”  - 12 midnight can be entered as “0” or “12am”  If your work day crosses midnight, you still enter the times into the same row, for example…  - Start Work: 8:00pm  - Start Break: 12:00am (Midnight)  - Resume Work: 12:45am  - Finish Work: 4:00am

10. HR Information System Upgrade – Casual Timesheets 10  Enter in valid hours for applicable dates  Time can be entered in various formats depending on the type of claim.  TRC CW3HR – Not Student and No Other Job  TRC CWDAY – Student and/or Other Job

11. HR Information System Upgrade – Casual Timesheets 11  Statuses of the timesheet approval process are Saved, Needs Approval, Pushed Back, Denied and Approved.

12. HR Information System Upgrade – Casual Timesheets 12  Supervisor has the option to Approve, Deny or Push Back.  Supervisor has access to override the GL costing on the timesheet  Supervisor can amend the timesheet and submit

13. HR Information System Upgrade – Casual Timesheets 13  Casuals can update the timesheet in any status of the process. NOTE: If amending a fully approved timesheet, this will automatically recover any payments made for that time.  Click on the on the line on the timesheet, the TRC and hours disappear.  Click on Submit and the whole entry will change from Approved to New

14. HR Information System Upgrade – Casual Timesheets 14  If claims are pushed back or denied from the supervisor, the employee will be required to delete the row, save and re-enter time and submit.

15. HR Information System Upgrade – Casual Timesheets 15 TRANSITION:  Timesheets must be approved and submitted by 5:00 p.m. Wednesday, 23 rd December 2015.  The system will be closed to enter timesheets from 5:00 p.m. Tuesday 22 nd December 2015 to Friday 8 th January 2016 inclusive.  Timesheet hours entry will not be available until Monday 11 th January 2016.  Ensure all claims are submitted within a reasonable time as claims should be paid and not held up for more than 6 months.  Re-open for processing on Go-Live Monday 11 th January 2016.

16. HR Information System Upgrade – Casual and Sessional Staff Timesheets 16 More Information: User Guides: Available via the Website or Home Pages FAQ’s: HRIS Upgrade WebsiteHRIS Upgrade Website Queries: Email: askhr@griffith.edu.auaskhr@griffith.edu.au Phone: AskHR ext: 54011

17. HR Information System Upgrade – Casual and Sessional Staff Timesheets 17 Other Training Sessions available now are:  Recruitment and Onboarding  Online Engagement and Onboarding  Online Adhoc Claims  Online Adhoc Claims (Campus Life) https://intranet.secure.griffith.edu.au/university-administration/human- resource-management/hr-information-system-upgrade

18. Questions