FAQs
Submitting timesheets in myHRonline
Where do I find the online timesheet application?
Log into myHRonline using your Unikey and password and click on the “Timesheet” short cut in the My Favourites menu on the bottom right of the page. Watch the training videos for instructions on how to submit casual timesheets.
I cannot access myHRonline.
Contact the ICT Helpdesk.
Are all casuals issued with Unikeys?
Yes.
I do not have a Unikey or have forgotten my password.
Contact the ICT Helpdesk.
How do I submit a timesheet for payment?
Watch the training videos for instructions on how to submit casual timesheets.
I am having trouble completing my timesheet.
Watch the training videos. If you are still having trouble completing your timesheet, contact your Approver or the HR Service Centre.
What is the difference between a pay period, a pay day/date and the pay cut off date?
A pay period is the fortnightly cycle that begins the day after each pay day. The current pay period dates are displayed at the top of your home page in the online timesheet application.
Pay days are once a fortnight on a Thursday. A list of pay dates can be found on the HR website.
Pay cut off is the date by which a timesheet must be submitted to be included in the upcoming pay. It is usually the Thursday one week prior to pay day (at 11.59 pm). From time to time, you may be required to submit timesheets earlier due to an early pay cut off. Any variations to the pay cut off dates will be notified by email to casuals, and will also be noted when applicable on the HR website.
I have more than one job; do I need to complete a separate timesheet for each job?
Yes. Each timesheet will go to the supervisor of the relevant job.
I have more than one job; how will I know which job to pick?
Your job number, department, level/step and approver information is displayed.
What is my deadline to submit my timesheet?
The deadline is 11.59 pm (midnight) on the Thursday prior to pay day. If your organisational unit requires you to submit your timesheet earlier please do so.
From time to time, you may be required to submit timesheets earlier due to an early pay cut off. Any variations to the pay cut off dates will be notified by email to casuals, and will also be noted when applicable on the HR website.
What if I am not sure of what paycode to use?
The paycodes are available on the Human Resources website via the link Casual rates of pay and earning codes.
Some paycodes cannot be claimed through the online timesheet application – these include Honorariums, Royalties and PLT payments. These will need to be claimed via the existing paper based timesheets.
What do I enter in the break column of my online timesheets?
You must enter a meal break on your timesheet once a minimum of five hours is worked in one day. Meal breaks must be at least 30 minutes. If you have worked less than five hours and have not taken a meal break you will need to change the default meal break (60 mins) in the timesheet to zero.
What will happen if a timesheet is queried by my approver and as a result I miss the payroll cut-off?
If your timesheet is queried you will receive an email requesting that you make adjustments. Please make the necessary adjustments and re-submit the timesheet as soon as possible. If you are concerned about payroll cut-off contact the HR Service Centre.
Can I claim hours in advance?
The online timesheet application allows you to complete and submit timesheets for two periods in advance, however they will not be approved or paid until the relevant pay period. You will receive a pop-up message advising that you are about to submit a timesheet for a future period. Note that once a future dated timesheet is submitted, no further changes to the timesheet will be possible.
I submitted a timesheet but then realised that I missed a day – who should I contact?
Ask your approver to query the timesheet. This will allow you access to the timesheet to make adjustments. If your approver has already approved the timesheet contact the HR Service Centre.
I am completing my timesheet and am unsure of the costing details. Who should I contact?
If you are required to change the default costings, contact your approver for the details.
If I miss the casual timesheet submission deadline, can I still submit my timesheet and get paid?
Wages may not be paid if the deadline is missed (in this situation, payment will be made in the following pay period). You will probably need to delete any saved (unsubmitted) timesheet from the previous period and add the unclaimed hours to a new timesheet for the current period.
Can I submit backdated timesheets?
Please delete previously saved (unsubmitted) timesheets (if any) and add any unclaimed hours to the current timesheet.
If I terminate my employment can I still use the online timesheet application?
Yes - you will still have access to the application and be able to enter timesheets for up to 30 days past your end date.
Can I print my timesheets?
Yes - select the Print PDF icon under the My Timesheets page in the online timesheet application.
Who trains new casuals to use myHRonline?
Supervisors are required to ensure that casuals are familiar with the system and know how to submit a timesheet correctly. Please make use of the online ‘How to’ guides which can be accessed when you log in to myHRonline (click on the ‘How to’ link for each section, or on the FAQs) or by clicking on the myHRonline User Guide link in the right-hand menu on the Human Resources website. If you have questions about the information contained in myHRonline or the online timesheet application, contact your faculty/unit HR Service Centre Officer. Training sessions are available on request - contact the HR Service Centre.
Approving Timesheets in myHRonline
I cannot access myHRonline.
Contact the ICT Helpdesk.
I do not have a Unikey or have forgotten my password.
Contact the ICT Helpdesk.
I have a staff member reporting to me with multiple jobs; how do I know which job to approve?
As an approver you will be able to see the job number and costing information for each job. The casual employee's level and step information is also displayed for each job.
I will be away on leave and unable to approve timesheets.
Please log onto myHRonline and set up a delegation for the duration of your absence. See instructions on how to set up a delegation or watch the training video.
A colleague has delegated approval of their staff member’s timesheets to me. Where do I find the staff member’s details?
The staff member's details will appear in any timesheet they submit for approval. You will see a new tab entitled "My Delegated Casuals" within your My Profile page. A list of staff delegated to you will be displayed there.
I have received a timesheet for a staff member who does not report to me.
The new "My Delegated Casuals" tab will show if approval of a staff member's timesheets has been delegated to you. If you believe timesheet approval has been incorrectly delegated to you, please contact your faculty/unit HR Service Centre Officer.
Can I as the approver of a timesheet change the costing if it is incorrect?
Yes - the approver can access the timesheet to change the RC, PC or AC fields. No other fields can be updated by the approver.
If an incorrect paycode is used by the staff member and it is approved by the approver, how can this be fixed?
The approver will have to contact the HR Service Centre.
How can I keep a track of the number of hours a staff member has been paid?
As an Approver, you can enter the budgeted hours next to the relevant staff member under your "My Casuals" tab. The system will keep a running balance, deducting the hours as they are approved and paid.
Will the system alert me if a staff member is reaching the total budgeted hours?
You will receive a pop-up message when you click on the Approve Timesheet button alerting you if the remaining budgeted hours are less than 15%. Please note that if the casual staff member exceeds the budgeted hours the system will not prevent payment, as this is just an alert function for the approver.
What is my deadline to approve timesheets?
The deadline for approvals is 3pm on the Friday prior to pay day. If not approved by you by that time, the timesheet will escalate to your supervisor and then to the HR Service Centre if still not approved.
Can I approve future-dated timesheets?
Any future-dated timesheets submitted by a casual staff member for whom you are Approver will sit in a new, separate section entitled "Future-period timesheets". They will not be available for approval while in this section, however those timesheets will automatically move into the Awaiting Approval section when appropriate.
Will the HR Service Centre contact approvers if there are unapproved timesheets on the Monday morning before pay day?
Every effort will be made to contact approvers to get timesheets approved.
What if approvers do not know which earning code (paycode) should be used?
Please review the staff member’s contract and look up the Casual rates of pay and earning codes, or contact the HR Service Centre.
Do approvers have access to the instructional videos?
Yes – the training videos for approvers/supervisors are available on the HR website. You can also access them via the 'How to' feature under the My Timesheets tab in myHRonline.
Will the HR Service Centre run a training session for my department?
Yes - training sessions can be arranged on request. Contact the HR Service Centre.
If a staff member enters “override costing” on the timesheet does this change the default values?
This will only change the costing for that specific date. If no costing is entered the default costing will be used.
What do I do if I find there is incorrect information in the timesheet?
Select the Query button at the bottom right of the timesheet. This will return the timesheet to the staff member for alteration and resubmission.
What happens if a staff member submits a timesheet that has to be queried and I cannot get in contact with them before the pay cut off?
Contact the HR Service Centre.
How are salary commitments uploaded onto the finance system?
There are no salary commitments in the finance system for casual staff - due to uncertainty regarding their end dates and hours to be worked. However, the online timesheet application has a non-mandatory field which can be used to include budgets for a casual/job combination; these budgets are reduced as timesheets are approved.
With regard to casual timesheets – can you cc the administration area when an email notification is sent by myHRonline to the approver?
The agreed workflow is for myHRonline email notifications requesting approval of timesheets to be sent to the staff member and their approver only.
