Casuals Online

Staff Services - Office of HRM

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What we will cover today1. Online Engagement Form – Sessional, Hourly Casual, Guest

Lecturer2. Employee Online Forms3. Online timesheet for Hourly Casual4. Reports5. Go Live Information

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Online Engagement Form - Sessional

If employee is currently reporting to you or been a student/previous employee at Griffith, click on continue. Otherwise, just complete form details.

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If employee on your list then you simply select and hit continue at bottom of page. This will select that employee as the one you wish to engage.

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If employee not on your list but has been a student or previous Griffith employee, tick box and enter Griffith ID and then hit continue. This will select the employee as the one you wish to engage.

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Can select Alternate Head of School and this will workflow to HR to ensure appropriate delegation authority and send to Alternate.

Can save for later if need to source some data and come back to engagement form at a later time to complete and submit. A history log of actions will be audited on form.

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When all details complete, hit submit.

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If person raising engagement form is supervisor, on submitting form, it will self approve on behalf of supervisor and then send to Head of School. If Head of School and supervisor is the same person and they are raising engagement form, on submitting form it will do self approval for both levels (example below). If secretary/admin raises engagement form, the form will workflow for approval to Supervisor and then on their approval will workflow to Head of School.

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Online Engagement Form – Hourly Casual

If employee is currently reporting to you or been a student/previous employee at Griffith, click on continue. Otherwise, just complete form details.

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If employee on your list then you simply select and hit continue at bottom of page. This will select that employee as the one you wish to engage.

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If employee not on your list but has been a student or previous Griffith employee, tick box and enter Griffith ID and then hit continue. This will select the employee as the one you wish to engage.

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Can select Alternate Supervisor with reason for Alternate and this will workflow to HR to ensure appropriate delegation authority and send to Alternate.

Can save for later if need to source some data and come back to engagement form at a later time to complete and submit. A history log of actions will be audited on form.

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When all details complete, hit submit.

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Online Engagement Form – Guest Lecturer

If employee is currently reporting to you or been a student/previous employee at Griffith, click on continue. Otherwise, just complete form details.

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If employee on your list then you simply select and hit continue at bottom of page. This will select that employee as the one you wish to engage.

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If employee not on your list but has been a student or previous Griffith employee, tick box and enter Griffith ID and then hit continue. This will select the employee as the one you wish to engage.

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Can select Alternate Head of School and this will workflow to HR to ensure appropriate delegation authority and send to Alternate.

Can save for later if need to source some data and come back to engagement form at a later time to complete and submit. A history log of actions will be audited on form.

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When all details complete, hit submit.

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If person raising engagement form is Head of School then it will self approve on behalf of Head of School. If secretary/admin raises engagement form, the form will workflow for approval to Head of School.

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Employee Online Forms and InductionOnce the engagement form has been fully approved, staff who are new to Griffith or staff who have been identified in the engagement form which have ceased employment for more than 12 months, will be sent the email communication below which contains a link to the online forms and induction process for sessional/hourly casual employee to complete.

Please note that Guest Lecturers are not sent any forms to complete as person raising engagement form completes the necessary details for payment on the engagement form.

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Please note that only hourly casual (general) will have choice of fund. Sessionals and Guest lecturers do not have choice of fund as per Agreements.

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Online Hourly Casual (General) Timesheets

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1. Login to Griffith Portal and go to menu path:

2. When click on timesheet, the following screen appears – Firstly check important details to ensure in correct job record number:

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3. Select correct fortnightly timesheet period

4. Enter appropriate times/allowances against dates:

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Note: click on Time Entry Help for information on how to enter times

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5. Tick select all rows which will select entered rows and hit submit:

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Note: If supervisor is away, select alternate supervisor by typing in name of supervisor in Approver Name: (this will be sent to HR to ensure person has correct authority)

6. Message will appear to advise rows have been submitted for approval – click ok:

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7. Row status will change to Submitted:

8. Once times have been submitted, logout to exit page

Row Statuses:1. Saved – saved by employee2. Submitted – times with Supervisor for approval3. With Authoriser – times with Financial Approver for approval4. Approved – with HR Staff Services for uploading5. Accepted for Processing – ready for payment in next payrun

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Supervisor approving timesheet via worklist (will receive email communication with link – link will open worklist on Griffith Portal):

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Check hours are correct:

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If times are correct, select all rows, select Financial Approver and hit approve. Page will return to worklist once times have been successfully approved:

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If times incorrect, enter comment giving employee instructions on correction and hit Decline:

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Financial Approver approving timesheet via worklist (will receive email communication with link – link will open worklist on Griffith Portal):

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If times are correct, select all rows and hit approve. Page will return to worklist once times have been successfully approved:

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If times are incorrect, select all rows and hit Push Back – This will send timesheet back to supervisor to return to employee to correct data:

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Reports

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Online Timesheet Earnings Report:

Online Timesheet Report:

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Online Timesheet Comment Report:

Engagement Form Detail Report:

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Go Live Information1. Go Live will be Monday 22nd April 2013

2. From Monday 6th May 2013 paper forms will no longer be accepted

3. Online timesheet sessions with casual employees – HR Staff Services would like to organise sessions with school secretaries/administrators where applicable so that training can be tailored to departments. Please email askhr@griffith.edu.au or call 07 3735 4011 if you would like to organise a tailored session.

4. Some generic online timesheet sessions will be scheduled for early May at Nathan and Gold Coast campuses.

5. System help is available via email at askhr@griffith.edu.au or call 07 3735 4011 (Option 4)

6. User guides will be available from Monday 22nd April 2013 from HRM website.

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Questions?

Thank you for attending as we do realise your time is valuable