general · general information for hronline, not covered in the timesheet, leave and approver...
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GENERAL
This guide provides GENERAL information for the following areas and tasks:
General information for HRonline, not covered in the TIMESHEET,LEAVE and APPROVER guides
Access, logging in, unlocking, resetting passwords Manage / update / change your personal details, personal contacts,
emergency contacts Manage / update / change your leave employment records and
employee calendar View your roster and your qualifications View your payslips, payslip history, payment summaries View / update / change your bank accounts Help
Table Of Contents Quit
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TABLE of CONTENTS
WHERE CAN I ACCESS HRONLINE FROM? ................................. 4Via University of Newcastle website ............................................................ 4
Via direct website address ............................................................................ 5
HOW DO I RESET MY HRONLINE PASSWORD? .......................... 5I know my password and I want to change it............................................... 5
I don’t know my password and I want to change it ..................................... 7
I have set up my IT Alert Mobile Number in HRonline .................................. 7
HOW DO I UNLOCK MY HRONLINE ACCOUNT? .......................... 9
HRONLINE WELCOME SCREEN ..................................................... 9
MY DETAILS .................................................................................... 10
MY HR .............................................................................................. 11Personal Details ........................................................................................... 12
Update your Personal Contacts .................................................................. 12
Emergency Contacts .................................................................................. 14
Add a new Emergency Contact ............................................................... 14
Update an existing Emergency Contact .................................................. 15
Employee Equal Opportunity Information ................................................... 15
Employment.................................................................................................. 17
Appointment Details ................................................................................... 18
View the details of a specific occupancy record ...................................... 18
View details of your position.................................................................... 19
Roster ......................................................................................................... 20
Update your Staff Directory Details ............................................................ 21
View or change Attribute information ...................................................... 21
Add new Attribute information ................................................................. 21
My Staff Directory Details: CRITICAL SMS ................................................ 23
Private Outside Work .................................................................................. 24
Employee Calendar .................................................................................... 25
MY PAY ............................................................................................ 27Payroll Details .............................................................................................. 27
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View your current payslip............................................................................ 27
View your payslip history ............................................................................ 28
Bank Accounts ............................................................................................ 29
Payment Summary ..................................................................................... 30
NEED MORE HELP? ....................................................................... 31
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GENERAL
Where can I access HRonline from?
You can access HRonline from any device with Internet Explorer, Forefox and Safari browsers that has an internet connection.
Via University of Newcastle website
Once you have your Username and Password, you can go to the main University of Newcastle website and follow the links to HRonline:
1. Go to www.newcastle.edu.au >
2. Click Current Staff at the top of the homepage:
3. Scroll down to SYSTEMS AND TOOLS > Click HRonline:
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4. Login with: Username = your Number Plate (also known as your Uni ID) Password = your main password >
5. Click Login:
Via direct website address
The direct URL is: https://hronline.newcastle.edu.au.
We suggest you “bookmark” the HRonline page for easy future access.
How do I reset my HRonline password?
Try to log in with your main password and Number Plate combination.
If you want or need to change your password, please follow one of the below options: I know my password and I want to change it I don't know my password and I want to change it
Alternatively, if you are having trouble following the steps or encounter any unexpected errors, please phone the IT Service Desk on Ext 17000 ((02) 4921 7000) and they will be able to reset your password over the phone.
I know my password and I want to change it
1. Click here.
2. Enter your Number Plate and password >
3. Click Login:
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4. Enter your current password >
5. Enter your chosen new password twice >
6. Click Change Password:
7. If successful, you will receive this Success screen:
8. Your main university password is now changed, and you can access HRonline with this password.
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I don’t know my password and I want to change it
As of 26 September 2016, you now have to add an IT Alert Mobile Number to your HRonline profile before you can use the Reset Forgotten Password utility.
If you cannot access HRonline and you have not yet added an IT Alert Mobile Number, please contact the IT Service Desk on Ext 17000 ((02) 4921 7000) to reset your password over the phone.
Please then log in to HRonline and follow the steps here to add an IT Alert Mobile Number.
You will then be able to reset a forgotten password yourself in the future.
I have set up my IT Alert Mobile Number in HRonline
You are able to use the Reset Forgotten Password utility. Please follow these steps:
1. Go to the University’s YOUR PASSWORD page, located here.
2. Click on the “+” to expand the Forgotten your password section >
3. Click on the Reset Forgotten Password link:
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4. Type in your Number Plate (also known as your Uni ID) >
5. Click Next:
6. Enter the Security Code that has just been TEXTED to the IT AlertMobile Number >
7. Click Next:
8. Enter a new password >
9. Enter the new password again >
10. Click Next to save:
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11. If successful, you will receive this screen:
12. Your main university password is now changed, and you can access HRonline with this password.
How do I unlock my HRonline account?
Your HRonline account will unlock automatically after one hour.
If you require urgent access, email your request to [email protected]. The HR Information Systems (HRIS) team will unlock your account as soon as they are able and will advise you.
Once your account has been unlocked, if needed, you can reset your password by following the steps in the How do I reset my HRonline password? section.
HRonline welcome screen
When first logging in to HRonline, the My Details panel will be collapsed and the My Favourites panel will be expanded:
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1. Click > next to My Details to expand the My Details panel, and simultaneously collapse My Favourites:
2. Open the My Favourites menu to select the most commonly used
options in HRonline:
My Details
This section of HRonline displays the user ID, name, active job and position description of the user logged in.
If the active job is changed, it will be updated in this section.
HRonline displays information from one job at a time. If you have more than one job at the University, you will need to choose a specific job number and then the relevant information and options will be displayed. Information and options will relate to this job number until you choose another job or you log off HRonline.
Please note, only active jobs are listed under My Details.
To change the active job:
1. Click > to the left of My Details:
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2. The panel will expand downwards and display all current jobs for the
logged in user > 3. Click on the row/job > Click Select:
4. The chosen job will now be displayed under ‘My Details’.
My HR
My HR allows you to: Update your Personal Details Manage your Leave Manage your Employment Records View your Employee Calendar
1. Click My HR >
2. Choose an option from the menu: Personal Details Leave Employment
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Personal Details
These steps show you how to view and update your personal details in HRonline.
1. Click My HR > Personal Details >
2. Choose an option from the menu: Personal Contacts Emergency Contacts EEO Information
Update your Personal Contacts
1. Select My HR > Personal Details > Personal Contacts:
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2. Your Personal Contacts will be displayed in the right hand screen:
3. Click Contact Details:
4. The Personal Contacts form will be displayed.
5. Complete / edit fields >
6. Click Update to Save:
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Emergency Contacts
1. From the menu, select My HR > Personal Details > Emergency Contacts:
2. Your Emergency Contacts will be displayed.
Add a new Emergency Contact
1. To add a new Emergency Contact, click on Add new Emergency Contact record:
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2. Complete relevant fields >
3. Click Insert to Save:
Update an existing Emergency Contact
1. From the Emergency Contacts screen, click on the Contact Name > 2. Update fields >
3. Click Update to Save.
Employee Equal Opportunity Information
The University of Newcastle values equity, diversity, access and social justice. We strive to create a learning and working environment that reflects and celebrates diversity, practises affirmative action, offers equal opportunity and is free from discrimination and harassment. The information provided by staff is confidential and is used to develop comprehensive and relevant employment and career development strategies for staff of the University of Newcastle.
The below shows you how to update your Employee Equal Opportunity Information details in HRonline.
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1. From the menu, select My HR > Personal Details > EEO Information:
2. Your Employee Equal Opportunity Information record will be
displayed:
3. Click EEO Details:
4. The EEO Information form will be displayed >
5. Update relevant fields >
6. Click Update to Save OR Click Clear to clear the form and start again:
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Employment
The Employment section of HRonline allows you to: Verify your Appointment Details Display your employment View Roster Enter an Outside Work Application Display your Qualifications
1. From the menu, select My HR > Employment >
2. Choose an option from the menu:
Appointment Details Roster My Staff Directory Details Private Outside Work Employee Calendar My Qualifications Help for Employment Information
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Appointment Details
You can check all of your appointments at the University of Newcastle.
1. From the menu, select My HR > Employment > Appointment Details:
2. The Appointment Details query form will be displayed.
View the details of a specific occupancy record
1. Click on an occupancy row > Click Details at the bottom of the page:
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2. The occupancy details will be displayed.
View details of your position
1. Click on the Position Number:
2. The further details will be displayed on the right side of the page.
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Roster
You can view your roster and work patterns for specific periods.
1. From the menu, select My HR > Employment > Roster:
2. The roster form will be displayed.
3. Enter an Enquiry Date or choose a date from the calendar >
4. Enter the number of days you wish to see in the Period of Enquiry >
5. Click Find:
6. Your roster will be displayed.
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Update your Staff Directory Details
1. From the menu, select My HR > Employment > My Staff Directory Details:
2. The Employee Attributes screen will be displayed.
View or change Attribute information
1. Click on an Attribute Type to view/change details:
Add new Attribute information
1. Click Add new Employee Attribute record to add a new attribute:
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2. The below Employee Attributes screen will be displayed.
3. Select the Attribute Type:
4. Select the Attribute Value >
5. Enter Comments (this is where you can enter the attribute’s information e.g. a phone number) >
6. Click Insert to save:
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7. You will receive a Success message when saved:
My Staff Directory Details: CRITICAL SMS
Follow these steps to change your Critical Incident SMS mobile number.
1. From the menu, select My HR > Employment > My Staff Directory Details:
2. Click Add new Employee Attribute record to add a new employee
attribute:
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3. The Employee Attributes screen will be displayed.
4. Select the Attribute Type as Staff Contact Details >
5. Select the Attribute Value as Critical Incident SMS >
6. Enter a mobile phone number (no spaces, brackets or full stops) intothe Comments >
NOTE: This mobile number is stored for use in emergency situationsonly and will not be used or any other purpose.
7. Click Insert to save.
8. You will receive a Success message when saved.
Private Outside Work
The University of Newcastle recognises that it is in its interest for members of staff to participate in appropriate Outside Work activities which bring benefits to the institution whilst promoting or maintaining the professional standing of staff.
It is also recognised that Outside Work must be undertaken in a way that appropriately addresses risks associated with such arrangements. For further information on Outside Work see the Outside Work Policy - D12/26657P.
1. From the menu, select My HR > Employment > Private OutsideWork:
2. Click Add new record:
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3. The Outside Work form will be displayed.
4. Complete relevant fields >
5. Click Update to Save OR Click Clear to clear the form and start again:
Employee Calendar
The Employee Calendar allows you to view leave bookings (Pending, Approved and Deferred).
Public Holidays are displayed in the calendar by default.
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The calendar is for display only. Events cannot be created / updated via the calendar.
1. From the menu, select My HR > Employment > Employee Calendar:
2. Your calendar will be displayed. The Calendar will show the current
month.
3. To display the previous month, click <<. To advance a month, click >>
4. To display a specific date, type the date in the date field OR choose the date from the calendar drop-down >
5. Click Display:
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For more information about Staff Directory Information, see Help for Personal Details in the Personal Details menu within HRonline:
My Pay
My Pay allows you to: View payroll details View payslips and payment summaries View / change bank account details View and enter Timesheets (Not covered in this guide. Information found
in the HRonline Help - TIMESHEETS guide.)
Payroll Details
1. Click My Pay > Payroll Details:
2. Choose an option from the menu:
Current Payslip Payslip History Bank Accounts Payment Summary
View your current payslip
1. Go to My Pay > Payroll Details > Current Payslip:
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2. Current Payslip is also in the My Favourites menu.
TIP: You can print your payslip or payment summary by clicking on the Print icon near the top right hand corner of the HRonline home page:
View your payslip history
1. Go to My Pay > Payroll Details > Payslip History:
2. Scroll down the page to see the payslips available.
3. Click on the Period End date to view the full payslip:
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Bank Accounts
The Bank Accounts section allows you to view and change your bank account details in HRonline.
1. From the menu, select My Pay > Payroll Details > Bank Accounts:
2. Your current Bank Accounts will be displayed >
3. Click to select the account you wish to change >
4. Click on the small arrow, bottom left of the screen, to view the selected account’s details:
5. The details of the account will be displayed.
6. Enter the new bank account details >
7. Click Save, at the bottom of the screen:
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Payment Summary
1. From the menu, select My Pay > Payroll Details > PaymentSummary:
2. The Payment Summary screen will be displayed.
3. Click on Serial# to view details of an individual Payment Summary.
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NEED MORE HELP?
Please read the below to make sure you contact the correct team!
Contacting the correct team saves time and ensures your question is answered quickly.
AREA CONTACT
Payslips Payroll Services Telephone: (02) 4033 9999 > Option 1 Email: [email protected]
Payment Summaries Payroll Services Telephone: (02) 4033 9999 > Option 1 Email: [email protected]
Tax Payroll Services Telephone: (02) 4033 9999 > Option 1 Email: [email protected]
Superannuation Superannuation Telephone: (02) 4033 9999 > Option 1 Email: [email protected]
Leave Leave Specialist Telephone: (02) 4033 9999 > Option 1 Email: [email protected]
Staff Directory Updating HRonline information.
HR Support Telephone: (02) 4033 9999 > Option 6 Email: [email protected]
Staff Directory HRonline is correct but it has not updated the Staff Directory on the website.
Web Team Email: [email protected]
Approvers Who is my timesheet approver?
HR Support Telephone: (02) 4033 9999 > Option 6 Email: [email protected]
Approvers My timesheet approver isn’t in my HRonline list.
HR Support Telephone: (02) 4033 9999 > Option 6 Email: [email protected]
Training Discover Website: http://www.newcastle.edu.au/current-staff/working-here/performance-and-development/workforce-development/discover
Recruitment I can’t see the progress of an application.
Recruitment Team Telephone: (02) 4033 9999 > Option 2 Email: [email protected]
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Qualifications Information about adding qualifications.
HR Support Telephone: (02) 4033 9999 > Option 6 Email: [email protected]
Qualifications Qualifications are correct in HRonline but my Research Profile is not updated.
Research Performance and Systems Unit Email: [email protected] Website
Alesco / Ascender Report requests
HR Information SystemsEmail: [email protected]
Alesco / Ascender System access
HR Information SystemsEmail: [email protected]
ECG System access
HR Information SystemsEmail: [email protected]
Discoverer System access
HR Information SystemsEmail: [email protected]
Further HRonline assistance is available through the following: About Your Contract or Appointment Contact your Supervisor / Timesheet Approver or HR Support HR Support Telephone: (02) 4033 9999 Email: [email protected] PRD Online Email: [email protected] HR Information Systems Email: [email protected] General IT Help Telephone: (02) 4921 7000 Email: [email protected]