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FAQs - myhronline

Getting started

How do I log onto myHRonline?
You are required to use your Unikey and password. A quick link to the myHRonline login page can be found on the Staff & Careers home page of the University website

I don’t have a Unikey.
All University staff (including casuals and students who are employed by the University) are assigned a Unikey. The Unikey is tied to the employee's Staff ID and each employee should have just one Unikey and one Staff ID. If employees have more than one Unikey or Staff ID, they should contact the ICT Helpdesk to find out which one is active.

Please contact the ICT Helpdesk for assistance with your Unikey.

Will I be able to view data I have entered (leave bookings, claims, payslips)?
Yes, myHRonline keeps an electronic record of transactions, e.g. leave bookings, claims and payslips. You will be able to view and print them for your records.

What if I have more than one job?
All jobs are linked to your Staff ID personal number and can be viewed through myHRonline. If you have more than one job, log on to myHRonline, go to My View and select the job you would like to view (details below).

My View - Occupancy
To select the correct job view:

  • On the homepage of myHRonline, click on the icon under My View (found in the right-hand menu options).
  • A list of the different jobs that you hold currently will display. Select a job by clicking on the round 'radio' button.
  • Select the Set My View icon on the black strip.
  • You can confirm the job you are currently viewing by looking at My Details.


Can you explain what myHRonline does and what information is available from it?
myHRonline is the self service web interface of the University wide payroll and HR administration system; the actual system is called Talent2 (T2). Employees use myHRonline to view and print payroll information, calculate leave balance, and request annual and sick leave and scheduled days off. Managers use myHRonline to view employment details of their employees and approve leave requests.

In addition, myHRonline serves as the portal for other commonly used systems - namely, the system used by casuals to submit timesheets and RiskWare, the system used by all staff to report injuries, incidents and hazards. These are separate systems but the login is via myHRonline.

To learn how to use myHRonline read the online ‘How to’ guide. This user guide can be accessed when you sign in to myHRonline (click on the ‘How to’ folder for each section or on the FAQs) or by selecting myHRonline User Guide on the left hand menu of the Human Resources website.

If you have questions about information contained in myHRonline, contact your faculty/unit HR Service Centre Officer.

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Security

Does the system automatically log out the user after a certain time period?
Yes, after 10 minutes. However, the last screen that you were working on will continue to be displayed. It is recommended for security reasons that you lock your workstation if you are away from your desk for any length of time.

Can I log in for someone else?
No.

Does security have access after hours to emergency contacts entered in myHRonline?
No. However, your manager can access your Emergency Contacts when necessary. It is important that you keep your emergency contacts up to date in myHRonline.

To add a new emergency contact, log into myHRonline, click on the My HR tab, then on ‘Personal Details’, ‘Emergency Contacts’, and then ‘Add New Emergency Contact Record’. Then fill in the details and click ‘Insert’ to save the new contact.

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Personal details

Can an overseas address be entered?
Yes, enter OTH for State and 9999 for postcode.

EEO – is it compulsory to complete this?
No. We collect this information as it helps to inform the University of the special needs of its employees, e.g. access ramps, special dietary requirements, etc.

What is my staff ID?
Also known as your employee number, this is the number that uniquely identifies you on the HR system. It is assigned to you when you start working at the University and is displayed on the homepage of myHRonline in the right hand corner, right before your name.

Do I log in with my staff ID?
No. You are required to use your Unikey and password.

Can I change my name online?
No. You will need to contact your HR Service Centre Officer.

Who is responsible for keeping the information correct?
Personal information is the responsibility of the individual.
Position information is the responsibility of the line manager/ supervisor. If your position information is not correct, please ask your supervisor to email .

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Submitting leave requests

Can I apply for all types of leave on myHRonline?
You can apply for the following types of leave on myHRonline:

  • Annual Leave
  • Carer's Leave (this does not appear in the list of leave types. Choose ‘Sick Leave’ as the leave type and ‘Carers Leave’ as the reason)
  • Compassionate (Bereavement) Leave
  • Defence Forces Training Leave
  • Emergency Services Leave
  • Indigenous, Cultural and Ceremonial Leave
  • Long Service Leave - from 9 May 2011. Full pay only; use the Leave Booking Form from the HR Forms page to submit half pay long service leave requests.
  • Scheduled Days Off
  • Sick Leave

For parental/maternity leave use the Parental Leave Booking forms. For all other leave types, use the the Leave Booking Form. All leave forms can be dowloaded from the HR Forms page.

Can I take more annual leave than I have?
If you attempt to book more annual leave than you have a warning will be displayed when the leave is requested. This does not stop the request being sent to your manager. The warning will be attached to the request so that your manager is made aware of the situation when actioning the request. The system will allow your manager to approve a leave request in this situation if they decide this is the action they wish to take.

See the leave section of the HR Policies Index for the full list of leave policies and the leave provisions of the Enterprise Agreement.

Find out how to calculate your leave balance on myHRonline.

I want to change the dates of my leave. How do I do this online?
You will need to delete the existing leave request or reverse the leave booking, if it has already been approved, and then re-enter it.

In order to delete the request:

  1. Select My Requests on the top right hand menu.
  2. Select the button next to the request you wish to delete.
  3. Select Delete.

If the request has been approved and it is for a date in the future it will be sitting under ‘Future Leave Bookings’ on the ‘Leave Requests Page’. If the booking date is in the past you will need to search for the booking on your ‘Leave History’ page. To remove this request you need to reverse it.

  1. Select Reverse next to the booking you wish to remove.
  2. Check that the details are correct and then select Reverse again.
  3. Confirm the reversal by selecting OK.

An email is automatically sent to your supervisor. Once your supervisor has approved the request to reverse the leave booking, the hours deducted from your balance will be re-credited.

What happens when I reverse my leave?
An email is sent to the approving manager/supervisor and the leave is credited back onto your balance once your manager approves the leave reversal transaction.

Overlapping leave – is this permitted?
Yes, a warning will display when the leave is been requested. This does not stop the request being sent to your manager. The warning will be attached to the request so that your manager will be made aware of the situation when actioning the request. The system will allow your manager to approve an overlapping leave request.

Which date is the end date of a leave booking?
The last working day you are absent before returning to work i.e. if leave is from Monday to Friday, the end date entered should be the date of the Friday. If returning on a Tuesday, the end date is the Monday. Note: the end date should not be the date of a public holiday.

Which email address will be used for notifications that are generated by myHRonline?
Emails triggered by myHRonline are sent to the email address that was created with your Unikey. If you are not receiving these emails you will need to check with the ICT Helpdesk that the address that you are using is associated with your Unikey. If it is not, the ICT Helpdesk can arrange to have the emails sent to your Unikey email account forwarded to the account you currently use.

I have flexible working hours (flexitime), is this recorded and shown in myHRonline?
No, flexible working hours are recorded and managed in the faculties/units.

Can I submit requests for long service leave on myHRonline?
Yes, from 9 May 2011 use the same process for applying for long service leave as you use for submitting an annual leave request. Note: full pay only; use the Leave Booking Form from the HR Forms page to submit half pay long service leave requests.

Can I view my long service leave balance on myHRonline?
From 9 May 2011, eligible staff will be able to view their long service leave balance by logging on to myHRonline, selecting the My HR tab, then Leave and Leave Balances. Note: long service leave is not accrued in the same way as annual leave. Eligible staff are only entitled to long service leave after completing 10 years of service (ie long service balance will only display on myHRonline from the tenth anniversary of the start date of employment).

Who is my 'Approver'?
In most instances your Approver will be your line manager/supervisor, unless a delegation is in place or in special circumstances. You can find out who is your Approver on the system after you submit your request. Select My Requests on the top right-hand menu. Select the record number of a leave request. A new page will open. Next to Appr. Status select the underlined position title. The name of the person the request has been sent to will be displayed.

What happens if my manager does not approve my leave?
The leave approval process within myHRonline sends an email trigger to your manager/supervisor asking them to review and approve. If this supervisor does not respond within 7 days it is escalated to their supervisor for approval. Again, if this person does not action the request it is escalated to the HR Service Centre. The HR Service Centre will approve the request and management reports will be created on a regular basis for Deans and Senior Executives.

Who is the default approver?
The HR Service Centre is the default approver. They will approve leave requests if the direct approver and the escalated approver have not done so.

What if my manager is away and doesn’t approve my leave?
Your manager should delegate leave approvals prior to taking leave. If the leave is unexpected, contact the HR Service Centre. The system will escalate to the next level manager after 7 days.

How is sick leave generated?
It is accrued on each anniversary date as a bulk entitlement. For details of leave entitlements, staff should refer to their individual offer of employment from the University. See the leave section of the HR Policies Index for the full list of leave policies and the leave provisions of the Enterprise Agreement.

What do I do with a medical certificate?
After applying for sick leave on myHRonline:

  • print your name, staff ID, and leave being applied for on the back of the medical certificate
  • give the medical certificate to the approving officer
  • once sighted and the leave application is finalised, forward the medical certificate to the HR Service Centre in a sealed envelope marked ‘Private and Confidential’, for filing.


Can leave be booked in increments smaller than 30 minutes? For example can leave be taken for 3 hours and 15 minutes?
Yes, by using the part day leave booking form on myHRonline for annual and sick leave.

Can I book less than ½ day leave?
Yes, the system records leave in hours.

When applying for leave I get the following message ‘Error -6502-ORA-06502: PL/SQL: numeric or value error: character string buffer too small’. What does this mean?
This error will occur if you apply for leave beyond the date of your fixed term contract. Once your contract has been extended the system will allow you to book for the requested dates.

When using the part day leave booking form does the system check that I have not exceeded my daily hours?
Yes. If you have exceeded your rostered hours for the day a warning will be displayed. A warning will also be displayed if insufficient leave exists for the leave type being requested.

Can leave be seen in days rather than hours?
No.

I am requesting leave and have a Scheduled Day Off within the annual leave – how do I record this? Example – Monday to Thursday is annual leave & Friday is SDO.
The Scheduled Day Off is treated as a separate instance of leave. A separate request needs to be made. For this example, two leave requests need to be submitted. An annual leave request needs to be submitted for Monday to Thursday and an SDO request for the Friday.

I am a part time employee - do I request a whole day of leave?
Yes, if you are taking the whole day as leave. The whole day deducts from your leave balance the normal hours you work a day. This is shown in your roster.

How do I apply for carer's leave?
Through myHRonline. When applying choose ‘Sick Leave’ as the leave type and ‘Carers Leave’ as the reason.

How long can I plan in advance?
The system will allow you to book annual leave up to the year 2049.

More FAQs on leave
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Calculating leave balances

I want to check my annual leave balance. How do I do that?
Your up-to-date annual leave balance can be viewed on your “Leave Balance” screen within myHRonline. The balance displayed on myHRonline is inclusive of any future dated leave you may have already booked.

Can annual leave be seen in days rather than hours?
No.

How do I work out my annual leave balance in days from my online leave balance?
Your annual leave balance is shown in myHRonline in hours (note: any future dated leave you have already booked and had approved is deducted from the online balance). Examples of how to calculate annual leave balances are noted below:

  • If you are a full time academic staff member, you work 37.5 hours per week / 7.5 hours per day. Divide your annual leave figure by 7.5 to arrive at the balance in days.
  • If you are a full time general staff member who works a 35 hour week, you work 7 hours per day. Divide your annual leave figure by 7 to arrive at the balance in days.
  • If you are a full time general staff member who works a 38 hour week, you work 7.6 hours per day. Divide your annual leave figure by 7.6 to arrive at the balance in days.
  • For part-time staff, the balance is calculated on a pro-rata basis.

Contact your HR Service Centre Officer if you need assistance in calculating your leave balances.

Are the hours of a future dated annual leave booking deducted from my balance?
Yes. The annual balance displayed on myHRonline is your unused accrued leave at the specified date minus any approved future leave you may have booked. This figure accrues on a pro rata basis, so for somebody on a 35 hour week they accrue .383299 hours per day or for somebody on a 37.5 hour week they accrue 0.410677 hours.

If you do not take this leave and need to cancel the booking the hours will be re-credited to your balance once a leave reversal has been approved.

How far ahead does the annual leave calculator work?
The system will allow annual leave balances to be calculated up to the year 2049.

What if my annual leave balance is incorrect or I have a question about my leave balance?
Please contact your HR Service Centre Officer.

How do I find out my long service leave balance?
From 9 May 2011 eligible staff will be able to view their long service leave balance by logging on to myHRonline, selecting the My HR tab, then Leave and Leave Balances. Note: long service leave is not accrued in the same way as annual leave. Eligible staff are only entitled to long service leave after completing 10 years of service (ie long service balance will only display on myHRonline from the tenth anniversary of the start date of employment).

More information on long service leave entitlements.

How will changes to my working hours impact the calculation of my leave balance?
Some staff temporarily increase or decrease their working hours or move to fractional pay arrangements – for example:

  • Female staff who take enhanced maternity leave – 38 weeks at 60% of salary, or
    Staff who temporarily take on another part-time job at the University.
    The calculation of annual leave entitlement in days is based on working hours, and is calculated pro-rata if you do not work full time (see How do I work out my annual leave balance in days from my online leave balance?). Your substantive working hours, or fraction, are considered as follows:
  • Staff on enhanced maternity leave at 60% of salary – your annual leave entitlement is calculated on your substantive hours of work, or hours of work pre-maternity leave
    Part-time staff – your annual leave entitlement is calculated on your hours of work/fraction as at the date the excess annual leave is calculated. If your hours of work have recently changed or you have any queries, check with your manager or HR Advisor
    Concurrent part-time appointments, that is, staff who hold more than one part-time appointment at the same time – your annual leave entitlement is calculated on the combined/total hours of work.

Note: if you accrue more than 40 days of annual leave, regardless of how many hours you work, your annual leave balance is considered excessive. More information on excess annual leave

More FAQs on leave
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Payroll

Can I change my bank account on myHRonline?
Yes, follow these instructions to submit your request.

Can I have my pay paid into multiple bank accounts?
Yes. Fixed amounts or percentages of pay can be directed into different accounts. This is unfortunately not available for casual employees.

I have more than one job. Can my pay from each job be paid into a separate account?
No, however fixed amounts or percentages of pay can be directed into different accounts.

What if I have a question about my pay?
Contact your HR Service Centre Officer.

Can I view my payslips in myHRonline?
Yes, follow these instructions.

Are payment summaries (group certificates) available in myHRonline?
How will I know when they are ready to view? Will you provide me with a hard copy?
Every year, payment summaries are made available for viewing and printing in myHRonline, for both casual and permanent employees. You will be notified via the Staff Weekly Bulletin when they become available. Instructions for printing are provided in myHRonline.

I can’t find my group certificate on myHRonline.
Group certificates were renamed Payment Summaries by the Australian Taxation Office in 2001 as part of The New Tax System initiative. Follow these instructions to view and print your payment summaries from myHRonline.

Are payment summaries accepted as originals if printed?
Your payment summary (group certificate) in myHRonline is ATO compliant.

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Team management

What do I do if my leave request is going to a person who is not my line manager/supervisor?
Please ask your supervisor to email .

Who do I contact if I have a staff member who directly reports to me who is not listed on my Team Members' page?
Please complete the Position Amendment Form and email it to .

Can email triggers be cc’d to another person too and not just to the direct supervisor?
Unfortunately at this time, this is not possible.

I am a non-staff member who has staff reporting to me and I need access to the system to approve leave requests? How do I arrange this?
Please contact the HR Service Centre to arrange to be set up on the system.

What happens to leave requests when I am absent?
Before taking leave you can delegate the responsibility to approve leave to another person. If the absence is unanticipated the HR Service Centre can be contacted by one of your team members. The HR Service Centre can organise the delegation to be changed if urgent.

How to set up or remove "approval delegation"

When delegating my approving authority to another person, can they also now see ‘in context’ the personal details of the staff who report to me or is it only the ability to approve leave or casual time sheets?
Your delegate will only have access to web leave bookings/casual timesheets.

Can I view my team members' leave balance on myHRonline?
Yes, you can view annual leave and from 9 May 2011 long service leave balances.

Why can’t the Approve button be selected on the Approve Requests page?
When approving leave requests for team members the system may require a supervisor to look at the ‘View and Request’ page. For example, when a staff member indicates that they have a medical certificate the ‘Approve’ button on the ‘Approve Requests’ page will be greyed out. When this occurs Managers will have to select the ‘Record No.’ of the request. This will take them through to the ‘View and Request’ page which will show that a medical certificate needs to be cited. The leave can be approved by selecting the down arrow next to ‘Approval Status’, and selecting ‘Approved’.

You will also need to view the record when there is a warning with an annual leave request. Even though a warning is displayed you can still approve this request.

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Approvals - Leave

I am a non-staff member who has staff reporting to me and I need access to the system to approve leave requests. How do I request access?
Please email the HR Service Centre to arrange to be set up on the system. If you have any questions contact the HR Service Centre.

What happens to leave requests when I am absent?
Before taking leave you can delegate the responsibility to approve leave to another person. If the absence is unanticipated the HR Service Centre can be contacted by one of your team members. The HR Service Centre can organise the delegation to be changed if urgent. More on setting up delegation

When delegating my approving authority to another person, can they also now see ‘in context’ the personal details of the staff who report to me or is it only the ability to approve leave?
The person you have delegated to will only have access to web leave bookings.

Why can’t the Approve button be selected on the Approve Requests page?
When approving leave requests for team members the system may require a supervisor to look at the ‘View and Request’ page. For example, when a staff member indicates that they have a medical certificate the ‘Approve’ button on the ‘Approve Requests’ page will be greyed out. When this occurs Managers will have to select the ‘Record No.’ of the request. This will take them through to the ‘View and Request’ page which will show that a medical certificate needs to be cited. The leave can be approved by selecting the down arrow next to ‘Approval Status’, and selecting ‘Approved’.

You will also need to view the record when there is a warning with an annual leave request. Even though a warning is displayed you can still approve this request.

I need to consult with my Head of School before I approve a long service leave request. How do I facilitate this on myHRonline?
If you need more than seven days to make a decision on a leave request in order to consult with your Head, there is the ability to defer your decision on myHRonline. To do this you need to view the record before actioning the request from the 'View and Update' window and choose 'Deferred'. This will allow you time to consult with your Head without the leave request automatically escalating to your supervisor.

Alternatively, you can escalate the request to the next approval level if it is more appropriate for your supervisor to approve the request. This way you can add a comment such as “I support this application and seek your approval”.

For further help on approving, deferring or escalating long service leave requests on myHRonline, refer to approving leave requests on myHRonline User Guide.

Can one of my team members request more leave than they have?
A staff member cannot take more sick leave than they have accrued. If your staff member attempts to book more annual leave than they have a warning will be displayed when the leave is requested. This does not stop the request being sent you as their manager. The warning will be attached to the request so that their manager will be made aware of the situation when actioning the request. The system will allow you to approve a leave request in this situation if you decide this is the action you wish to take.

Which email address will notifications generated by myHRonline be sent to?
Emails triggered by myHRonline are sent to the email address that was created with your Unikey. If you are not receiving these emails you will need to check with the ICT Helpdesk that the address that you are using is associated with your Unikey. If it is not the ICT Helpdesk can arrange to have the emails sent to your Unikey email account forwarded to the account you currently use.

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Troubleshooting

Who do I call if I have a problem logging on to myHRonline?
If you are having difficulty accessing myHRonline or experiencing technical issues, e.g. error messages, contact the ICT Helpdesk.

I am using Internet Explorer 6 and cannot access the myHRonline site. I am getting a message that reads "This web page cannot be displayed". What can I do?
If you are having trouble accessing myHRonline in Internet Explorer 6, there is a series of simple steps you can take which will usually remedy your problem:

  1. Open Internet Explorer, if you have not already done so.
  2. In the Tools menu, click 'Internet Options...'
  3. In the Internet Options screen, click the 'Advanced' tab
  4. Scroll to the bottom of the advanced options list and make sure that the three options, SSL 2.0, SSL 3.0 and TLS 1.0 are all checked.
  5. Restart your browser and open myHRonline

If you are still experiencing the problem you will need to try the following steps:

  1. Open Internet Explorer, if you have not already done so.
  2. In the Tools menu, click 'Internet Options...'
  3. In the General tab select Delete Cookies (Deleting cookies may delete some stored internet passwords).
  4. Select OK.
  5. Select Delete Files
  6. Check the Delete all off-line content checkbox.
  7. Select OK.
  8. Close all Internet Explorer sessions.
  9. Restart your browser and open myHRonline.

If after going through these steps you are still unable to access the authentication screen, please contact the ICT Helpdesk.

I don’t have a Unikey.
All University staff are assigned a Unikey. Please contact the ICT Helpdesk.

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