Timekeeper FAQ
Contents
1. MyAurion Timekeeper FAQ Publication Date v1 1 11 THE UNIVERSITY wT OF QUEENSLAND AUSTRALIA 2 15 The TK form has a Status of Submitted how can you tell where it has been sent A TK Approver may be informed that a casual has submitted a TK form and be asked to approve the form or be asked where the form currently is Using the Pending Claims report available from HR Portal a TK Approver is able to view where a TK form currently is located Receiver field Pending Claims Report MyAurion Timekeeper FAQ Publication Date Pending Claims Save As aa Drag a column header here to group by that column Organisational Unit Sent Date amp Time F Timesheet For F Senders Name F Recievers Name Description UQ Gatton Library UQ Gatton Library UQ Ipswich Library UQ Ipswich Library Dentistry Library Teaching and Learning Service 14 11 2012 15 11 2012 11 11 2012 13 11 2012 14 11 2012 10 11 2012 LEWIS Janette BOOTH Sarah L MILL Benjamin POWER Karen M THOMAS Daisy L CAZZULINO David P v1 1 2123197 2097978 2079725 1052766 2095199 2112697 Karen Seymour Karen Seymour Benjamin Mill Karen Power Jennifer Hall David Cazzulino TK ADMIN Library TK ADMIN Library Miranda Newell Margaret Schindler TK ADMIN Library Aiden Cattle Timekeeper Form for 03 11 2012 to 16 11 2012 Timekeeper Form for 03 11 2012 to 16 11 2012 Timek2. 1 Employee has multiple employee numbers can they have multiple supervisors 13 3 2 Are Offer letters for exception based casuals automatically generated 0 ceeeeeee 13 3 3 Where can find copies of letters Sent to CASUAIS ceeccecsteeeeesseeeeeeseneeeeesseeeeessieeeenees 13 3 4 How does Aurion Client pay the difference between Min Hours and Hours Worked 13 3 5 How can check how many hours a casual has claimed in a certain date period 13 A Approval coves ees see sects sceece sc ccce set ck secant eee ee cee detent Sts cence cece ea ead on eet eases 15 4 1 Why is a supervisor unable to approve a TK fOrm sssssssssseessisesrsssrnssrrsrrssrnssrnssrnssrnssrnsns 15 4 2 How was a supervisor able to approve a TK form without sending it to the TK mailbox 15 4 3 Why has the TK form disappeared when an approver was trying to approve it 15 MyAurion Timekeeper FAQ Publication Date v1 1 2 THE UNIVERSITY NA OF QUEENSLAND AUSTRALIA 4 4 A TK form has been approved in Aurion why is the message still in MyAurion 16 4 5 The Approval option in MyAurion iS missing ceeecceeeeeteeeeeeneeeeeeeaeeeeeeaeeeeetaeeeeeenaeeeenees 16 4 6 Unable to view the Finance Only fields on the TK form in MyAurion cceeeseeeeereeees 16 4 7 a Approver has TK Approver access however is unable to see a TK Mailbox in MyAurion 6 4 8 Can an Approver upd
3. approver can lose access to Timekeeper and or the Timekeeper mailbox when they e are acting in a different role and are on a different position number to normal e have had their position number removed from the TK Mailbox Central Roles possibly due to a clean up of security access The HR officer will need to check what position number the approver is on and then email ITS with the details of the position number and an approved copy of the Aurion Access Form 9 2 Why does a casual employee no longer have access to Timekeeper An employee will normally not be able to log in to MyAurion and subsequently Timekeeper when their access has been removed as part of the termination process The finance admin officer should check to see if access is appropriate If the employee s placement needs to be reinstated contact HR and request that the casual employee number is reactivated 9 3 Error Message Employee has not been setup in Aurion Database The error message Employee has not been setup in Aurion Database is normally received when an employee has multiple Aurion numbers and login details which are interfering with MyAurion In this instance a support request will need to be logged with the ITS Support desk on x56000 or email itsupportdesk uq edu au 9 4 Error Message You do not have security access The error message You do not have security access is normally received when attempting to log in to MyAurion after 12pm on
4. for this in Aurion Client Where an overtime payment has been authorised the overtime payment will need to be performed manually To arrange for overtime to be paid the finance administrative officer will need to lodge a manual claim with Payroll This is done using the Casual Salary Adjustment for Timekeeper form 6 2 How can finance admin HR officers check if overtime will be paid HEW level 1 7 casual employees are automatically paid overtime once they meet the work time requirements as stated in policy 5 55 4 Overtime for Professional Staff Aurion provides HR finance admin officers with the ability to see if an employee will be paid overtime Casuals supervisors and approvers can use the Resulting Payroll Transaction grid in MyAurion to see if overtime is to be paid To see whether overtime is to be paid complete the following steps 1 Access Aurion and select to view the Timekeeper forms for the employee 2 Click the Summary button provided to the right of a completed Timekeeper form The Timekeeper Summary page is displayed 3 From the Timekeeper Summary page you will be able to view the overtime worked and the pay rate s used to calculate the amount paid to the employee As shown below Timekeeper Summary Fi Timekeeper Summary Of x page j Name Employee No Ruleset Casual Professional Staff Timesheet Timeframe For Saturday 20 Oct 2012 To Frid
5. has been filled out correctly Timekeeper Form B Actual Casual Professional Staff Timesheet for Name Employee No View Daily Weekly Period Timeframe Saturday 11 Feb 2012 through Friday 24 Feb 2012 inclusive Status incomplete gt Hours Worked Payment T Start Time Break From __ Break To Finish Time OpUnit Site__ Fund Function j O E wor 12 30 16 00 mj WORK fiz30 fis 00 I Mon 20th Feb_ WORK 12 30 16 00 I tue2tstFeb work fiz30 16 00 TILE y Additional Allowance Claims ee a OR NOR A tm H Based usna Em a a oo E e cance Ruleset Casual Professional Staff Times Process Pay En Approve eea ATEA Solution Process Option 1 Click Approve and this will approve and validate the sheet in one step Solution Process Option 2 Once a Timesheet has been validated you have three options as shown below you can choose to leave the timesheet as is for the moment Yes or continue updating the timesheet No or approve Approve the timesheet Validation message Aurion Aurion AURTRAIM ENVIRONMENT 1 a ees ee A Form menj RI E 4 10 How do I enter a Work Category in Aurion To select a specific work category for a casual in Aurion the HR officer TK Approver must click in the field requiring this entry then click the Pick Values button pant hand corner of the form that appears in the top right M
6. hours than the University is obligated to pay The correction will need to be performed manually The supervisor finance officer or administrative officer must ensure that the correct amount of hours is paid To arrange for payment of the additional hours the finance administrative officer will need to lodge a manual claim with Payroll This is done using the Casual Salary Adjustment for Timekeeper form 3 5 How can I check how many hours a casual has claimed in a certain date period To check how many hours an employee has claimed access the HR Portal and run the Total Hours report Maximum Hours report provides the following information Employee name Employee number MyAurion Timekeeper FAQ Publication Date v1 1 13 THE UNIVERSITY Noy OF QUEENSLAND AUSTRALIA Classification paid Time Code to which the Classification relates FFT Hourly Rate Total Hours Total Amount MyAurion Timekeeper FAQ Publication Date v1 1 14 THE UNIVERSITY N OF QUEENSLAND AUSTRALIA 4 Approval 4 1 Why is a supervisor unable to approve a TK form Supervisors are only able to review a TK form and send it to the appropriate Timekeeper mailbox for approval by an authorised approver finance or administrative officer Supervisors should be instructed to check the hours recorded on the TK form and forward it to the relevant Timekeeper mailbox for final approval 4 2 How was a supervisor able to approve a TK form without
7. period has already run then a Casual Salary Adjustment for Timekeeper form will need to be completed and sent to payroll 8 2 2 Incorrect classification defined in Aurion Where an incorrect classification is selected on the Appointment form this will flow through to the TK forms provided for the casual in MyAurion To correct this issue the finance or administration officer will need to contact their HR officer and confirm what classification rate the employee should be on Once this has been determined the HR officer will need to update the classification on the placement as appropriate To have the existing Timekeeper forms updated to the new classification Go to the casual s Timekeeper forms in Aurion Click the Detail form button for all approved timekeeper forms which will be processed in the current pay Select Unapprove and Update Select the Cancel button Click the Detail form button for the now Incomplete timekeeper form Approve the form as per normal hp OOO MyAurion Timekeeper FAQ Publication Date v1 1 25 THE UNIVERSITY N OF QUEENSLAND AUSTRALIA 8 3 Ifa classification is changed does the new rate flow through to current TK form No Solution Follow instructions outlined in Section 8 2 MyAurion Timekeeper FAQ Publication Date v1 1 26 THE UNIVERSITY N OF QUEENSLAND AUSTRALIA 9 Security Access 9 1 Why has an approver lost access to Timekeeper and or the Timekeeper mailbox An
8. save the TK form A casual employee is unable to enter hours into a TK form if their current placement has lapsed The Faculty Institute Division HR staff member will need to check to see if the employee s placement covers the required dates If the placement is no longer active and the employee s placement is to be extended the HR officer will need to organise for the reappointment paperwork to be sent through 2 4 Why is an employee able to enter hours into some days on the TK form but not others This can occur when an employee s placement finishes partway through the fortnight The employee should contact their finance or administrative officer in the first instance The finance or administrative officer will need to check the status of the appointment paperwork for the staff member If required they will need to complete the casual appointment paperwork and send it through to HR for update into Aurion 2 5 Why does a casual academic have access to the incorrect TK form This can occur when the award assigned to the employee s profile in Aurion is incorrect Check with your local HR officer if the employee is currently on ACADO3 fixed or ACAD04 variable and confirm with them which it should be so they can update the employees details accordingly To update the award HR officers need to access the Change Employee Status function enter the status change date as of the commencement date and change the award v Note the fol
9. sending it to the TK mailbox The supervisor may also have TK approval authority Timekeeper will recognise this and provide the supervisor with the ability to approve the TK form by adding the Approve this request and Decline this request options from the Action button in MyAurion If a supervisor has the Timekeeper approval access it will depend upon the local org unit s policy as to what the supervisor should do e Approve the claim themselves e Send the claim to the TK mailbox for final approval v Where possible a different approver should then approve the TK form for payment 4 3 Why has the TK form disappeared when an approver was trying to approve it This can occur when MyAurion times out once you have clicked on a message within the Timekeeper mailbox the timesheet will load and allow for approval or updating If the session times out the timesheet will disappear The back or refresh button on the browser is clicked or when updating the costing in the TK form the Cancel button or the Close icon is clicked the TK form will be cancelled The mail item will still be in the Mail Inbox but will have a status of Cancelled Note A cancellation message is not sent to the employee therefore when they log on they will not know why their TK form has an Error status Should this happen the TK approver is required to either e log in to Aurion via Citrix and update the costing and approve the form or contact the
10. An Invalid Timekeeper Form message will display in Aurion Client when the placement has lapsed for details refer to section 5 3 1 Lapsed placement cost code is invalid for details refer to section 5 3 2 Invalid Cost code Invalid data is highlighted in red and the message field at the bottom of the page will provide some information as to the cause of the error MyAurion Timekeeper FAQ Publication Date v1 1 18 THE UNIVERSITY N OF QUEENSLAND AUSTRALIA 5 3 1 Lapsed placement Where the date field is highlighted in red it is likely that the cause of the Invalid Timekeeper Form error message is that the placement has lapsed Timekeeper Form Actual Casual Professional Staff Timesheet for I x Name Employee No View C Daily Weekly Period Delete Li Timeframe Saturday 20 Oct 2012 through Friday 2 Nov 2012 inclusive Status Error Invalid Timekeeper Form Hours Worked Date Break From Break To pmm Time Fund Function mj WORK 10 00 pe 00 O WORK 10 00 I fis00 r Sa work 10 00 I fis00 r WORK fio 00 I fiz00 Cannot record time for Monday October 22 as no job details are recorded for this date The approver will need to check to see if the employee s placement covers the required dates If the placement is no longer active and the employee s placement is to be extended the reappointment paperwork will need to be completed and sent through to t
11. Error When a TK Approver declines a claim a reason must be provided The casual should read the message from the TK Approver and action accordingly 2 7 Why is an employee unable to validate their TK form for submission If the employee has filled out their TK form correctly and the TK form is still unable to be validated has an Error status it could be that the TK form is outside the employee s placement date The finance or administrative officer will need to check the status of the appointment paperwork for the staff member If required they will need to complete the casual appointment paperwork and send it through to HR for update into Aurion Client 2 8 How can approvers view which employees have a variable or fixed classification 2 8 1 MyAurion When a TK Approver is viewing the message in MyAurion the Ruleset field in the Timekeeper Form Details section displays what type of casual the employee is MyAurion Timekeeper FAQ Publication Date v1 1 9 THE UNIVERSITY N OF QUEENSLAND AUSTRALIA Timekeeper Form Details i Q Timekeeper Form Details Show Form Update Employee JACKSON Samuel 2065869 Number Option Type Actual Timeframe Saturday 15 Jan 2011 through Friday 28 Jan 2011 inclusive Ruleset Casual Academic Variable Classifi Status Submitted Error Message Process Period 11 03 2011 Approved Approver User Id Raised Using Empty 2 8 2 Aurion When a TK Approver is viewing the Tim
12. Loading leave loading occurrences Long Service Long Service 1 This type does exist for casual staff Leave Leave 2 Therefore will be transferred across automatically when you change the award 2 1 4 Incorrect status change date A new TK form is unable to be raised when the Last Status Change Date field in Aurion Client contains a date which is after the pay period for the TK form in question Before a new TK form can be created the HR staff member will need to access the Change Employee Status function in Aurion Client and change the date listed in the Last Status Change Date field to be the first Saturday in the pay period for the required TK form m No other dates should be changed 2 2 How do I complete a TK form In the first instance if the staff member has not read the instructions or has been unable to locate the required instructions direct the staff member to the appropriate set of instructions available in the MyAurion User Guides section If the staff member has read the instructions and is still unable to raise a Timesheet refer to section 2 1 for reasons why pay periods may not be available for casuals to enter their claim Depending on the level of assistance needed this can be done over the phone or in the form of a formal training session MyAurion Timekeeper FAQ Publication Date v1 1 7 THE UNIVERSITY N OF QUEENSLAND AUSTRALIA 2 3 Why is the date field highlighted in red and an employee is unable to
13. My Aurion Timekeeper Frequently Asked Questions THE UNIVERSITY N OF QUEENSLAND AUSTRALIA THE UNIVERSITY NA OF QUEENSLAND AUSTRALIA Table of Contents T oc e0 Ue tosses E E 5 2 TWimesSheets scena ee eee 6 2 1 Why am unable to create a TK form oo cee cecececeeeeeceneeeeaeeeeeeeceaeeesaaeeeeaaeeeneeeseaeeesaeeeeeeeeeees 6 2 1 1 Timekeeper form already created SUDMItted 20 0 2 eee eeteeeeeeeeeeeeeenaeeeeeeaeeeeeeaaeeeeeeaeeeesenaes 6 2 1 2 Pay period is not available ccce cece eeeeceeeseeaeeeeneeeeeenseceeesneeeeeesneeeeeeennaaes 6 2 1 3 Incorrect award siirsin aaa iiaa eaa abaa aaan aaa aa ae ebara a aaa 6 2 1 4 Incorrect status change date eee ceeeeeenteeeeeenaeeeeeeaaeeeeeeaaeeeeeeaaeeeeeeaaeeeseeaaeeeeeenaeeeesenaes 7 2 2 How do I completea TK fOr tecctcsceccestvececcbses exeuttendeavaattvest mean esecctead ia dbnsteeiarecnneeeties 7 2 3 Why is the date field highlighted in red and an employee is unable to save the TK form 8 2 4 Why is an employee able to enter hours into some days on the TK form but not others 8 2 5 Why does a casual academic have access to the incorrect TK form ccsscceeeesseeeeeeeees 8 2 6 Why does a casual s submitted TK form now have a status of Error ccceeseseeeerteees 8 2 6 1 Approver browser ISSUC ccceeeececeeeeeceeeeeeeceeeeeseceeeeaeeeeesaaeaeeeeaaeeeeeeneaecessaeeeeeeneeeeenennnaes 8 2 6 2 Error when Validating TOM escrase AES A
14. NEA treats 9 2 6 3 Error as declined by Timekeeper Approves eeeceeeeeeececeenneeeceenaeeeeeeaeeeseeaeeeseenaeeeesenaes 9 2 7 Why is an employee unable to validate their TK form for submission ceeeeeeeeeeeees 9 2 8 How can approvers view which employees have a variable or fixed classification 9 281 MY AUMMOM wxes tessicccedaiecedeahieteccaveeadendtsigechanevaysnitelyectavtesdendsdeedneesessiardyectntiaadenisadednenienaes 9 268 2 AUNO anna eaaa aaa ea ancdeusdaaseteadaacteassanet lite aaaveestancamiecaacvenss 10 2 9 Why is an employee unable to locate their Timekeeper emails in MyAurion 0 06 10 2 10 When will the next fortnight s TK forms be available 0 eee ceeeesneeeeeeneeeeeeenaeeeeeenaeeeeeeaaes 11 2 11 Why is a casual academic unable to record a lunch break on their TK form 0 0 6 11 2 12 What happens if a TK forms is not approved by cut off 0 2 eecceceeeeeeeeeeeeeeeeeeeeeseaeeeeeeenenees 11 2 13 Casual does not receive an email when the form has been approved cccceseeeeees 11 2 13 1 IK Fom approved MAUNO asssiiysisia n ona aAA SANE i 11 2 13 2 Approver updates the TK Form and then the Approve button s 11 2 14 The TK form has been submitted to an incorrect TK MailboX ssssesesseeeesseeseerssrerssnn 11 2 15 The TK form has a Status of Submitted how can you tell where it has been sent 12 3 JAPPOINIMOINS vies sti eee eee ie Aes 13 3
15. ate the hours a casual claims ccccecccceesteceeeenneeeeeesaeeesessaeeeessaaes 16 4 9 How does the validation work on a TK form within Aurion Client eseeseeeseeeseeeseeeeeeeeeee 17 4 10 How do I enter a Work Category in Aurion s sssssesssssssssesssessiessissrinsrnntrinsrnnntnnntnnnnnnnnnnt 17 5 Timekeeper Error Messages s eccccsseeeceeeeneeeeeeseeeeeeesneeeeessneeeeeesneeeeessneesesesneesesesneesessaneeeeessnaes 18 5 1 Why is an invalid TK form error message received when approving a TK form n s 18 5 2 Aurion Error Unexpected error encountered validating Timekeeper form 1 05 18 5 3 Error message Invalid Timekeeper Form displayed in AUriON cccceeeeeeeeseeteeeeeeees 18 52k LAPSE PIACSMONM sie ces cssecceccstieleciiind dean antisite A T SaR 19 5 32 Invalid COSTCO Eissaia ds ects chen edie casita aiaa edd epiad dh eaten a aniani 19 5 4 Locked Recorda oa sats se cases See scarce San cat teat ccc ene tec AEE ea hap E E AS EEA i ded EE 19 67 OVEM oss cece vs facta a ca un ce seem e Eee a e aa aE 20 6 1 How is overtime paid to a HEW 8 staff member ceeeeeeeeeceeeeeeeeeeeeeeseneeeteaeeesaeeeeeeeees 20 6 2 How can finance admin HR officers check if overtime will be paid ceceeeeeeeeereees 20 6 3 What is the overtime rate for public holidays cceceeseeeeeeeceeeeeeeaeeeeeeeseeeeeseaeeesaeeseaeeeeaes 20 Tas COSUN Bate eee ie ne a a Pe ree i ie Se e
16. ay 2 Nov 2012 Type Actual Hours Hours Worked 69 25 Total Work Hours 69 25 Overtime Worked 0 05 Total Overtime Hours 0 05 Total All Hours 69 30 oe ev Transactions Pay nene Units Classification Amount Date From Date To sae Hrs 69 25 LC401 34 ea 2 362 93 22 OCT 2012 _ 02 NOV 2012 Overtime 1 5 a a 0 05 LC401 34 03981 3 40 25 OCT 2012 25 OCT 2012 Total 2 366 33 6 3 What is the overtime rate for public holidays After a minimum engagement time of four hours the overtime rate of 2 5 x the normal rate is applied For employees at HEW level 1 7 this rate is automatically applied and calculated in Aurion Client MyAurion Timekeeper FAQ Publication Date v1 1 20 THE UNIVERSITY ane OF QUEENSLAND AUSTRALIA For further information on overtime and how the rates are calculated refer to policy 5 55 4 Overtime for Professional Staff MyAurion Timekeeper FAQ Publication Date v1 1 21 THE UNIVERSITY N OF QUEENSLAND AUSTRALIA 7 Costing 7 1 Do approvers need to add costing to every transaction No a generic default costing should be placed on the position number or casual placement Approvers should review the costing and determine how often specific accounts will be used If the same account is used every week then approvers should ask HR to add the costing details to the placement 7 2 Employee costed at the Placement level is now being costed at the Position level Why was an employee charged at placement leve
17. casual employee and advise them that they need to resubmit their TK form for approval MyAurion Timekeeper FAQ Publication Date v1 1 15 THE UNIVERSITY N OF QUEENSLAND AUSTRALIA 4 4 ATK form has been approved in Aurion why is the message still in MyAurion When a TK form is approved in Aurion the corresponding mail item in MyAurion will remain as pending and will not be removed until the end of the pay cycle when all pending Timekeeper emails are deleted To ensure no TK forms are left unapproved the Pending MyAurion report can be used to check which TK forms have not yet been approved 4 5 The Approval option in MyAurion is missing The Approve or Decline this request options are only available for a staff member in MyAurion if they have the appropriate Timekeeper approval access and it has not expired If a staff member requires the ability to do the final approval of a Timekeeper claim they need to send the completed Aurion Access form to the ITS Helpdesk via fax or email 4 6 Unable to view the Finance Only fields on the TK form in MyAurion In MyAurion when attempting to update a TK form the costing Finance Only fields are not being displayed Timekeeper in MyAurion has been configured so that only staff with a higher position level are able to view the Finance Only costing fields If a Timekeeper Approver cannot view the costing fields when attempting to update a Timekeeper claim they should use Aurion
18. d evec dees eveteuss weve cuadesgtucedesdccsssecdhucneuececwaiees 29 11 1 What are the deadlines for Submitting a TK fOr ec eeeeceeeeceeeeeeeeeeeeeeeceeeeeteeeesaeeseaeeteaes 29 MyAurion Timekeeper FAQ Publication Date v1 1 4 THE UNIVERSITY N OF QUEENSLAND AUSTRALIA 1 Introduction This document provides answers and possible solutions to some of the commonly asked questions regarding Timekeeper processes and Timekeeper TK forms If this document does not provide information about an issue or further assistance is required please raise the issue with the appropriate area as outlined in the below table Issue Type Process Technical issues For all technical issues for example cannot access MyAurion please lodge the issue with the ITS Help Desk by phoning x56000 option 2 or email itsupportdesk uq edu au ITS will lodge the query and you will be contacted by someone who will be able to assist Functional issues For any functional issues Approvers finance or administrative officers should contact their relevant Faculty Institute Central HR staff HR staff should contact the HR BAI team Intended Audience This document is intended for Timekeeper approvers finance and administrative officers and Faculty Institute Central HR staff MyAurion Timekeeper FAQ Publication Date v1 1 5 THE UNIVERSITY N OF QUEENSLAND AUSTRALIA 2 Timesheets 2 1 Why am I unable to create a TK form It is not possibl
19. e to create enter a TK form when e the TK form has already been created submitted for details refer to section 2 1 1 Timekeeper form already created submitted e the required pay period is not available for details refer to section 2 1 2 Pay period is not available e anincorrect award has been used for details refer to section 2 1 3 Incorrect award e anincorrect status change date has been selected for details refer to section 2 1 4 Incorrect status change date 2 1 1 Timekeeper form already created submitted Only one Timekeeper form can be created per pay period It is not possible to create a new TK form when one already exists for the same pay period In the event that a casual employee has already submitted their TK form for the pay period and additional hours are to be added the approver will need to check whether the pay period has been approved closed and either e fill out a Casual Salary Adjustment for Timekeeper form for the hours that were not included in the original submission of the TK form if the TK form has been finalised and paid or e Unapprove amp Update the TK form in Aurion Client add the additional hours days and then Approve the TK form 2 1 2 Pay period is not available It is not possible to raise a new TK form using Aurion Client when the required pay period is not listed in the Pick Pay Period List pop up window in Aurion Client Before a new TK form can be created the req
20. eeper Form for 03 11 2012 to 16 11 2012 Timekeeper Form for 03 11 2012 to 16 11 2012 Timekeeper Form for 03 11 2012 to 16 11 2012 Timekeeper Form for 03 11 2012 to 16 11 2012 12 THE UNIVERSITY N OF QUEENSLAND AUSTRALIA 3 Appointments 3 1 Employee has multiple employee numbers can they have multiple supervisors No MyAurion allows for only one Default Supervisor for an employee regardless of the number of employee numbers they may have 3 2 Are Offer letters for exception based casuals automatically generated No these letters need to be manually created by HR staff 3 3 Where can find copies of letters sent to casuals A copy of the automatically generated casual offer letter is sent to the TK Mailbox for the casual s organisational unit The finance or administrative officers who have access to the TK mailbox should be able to locate the letter Alternatively a copy of each letter is stored under the Q drive Q Letters FacultyX Casuals Only HR staff members have access to the Q drive Note When searching for a letter HR officers should check the date the placement was recorded in Aurion Client so that they can easily find the correct file in the Q drive 3 4 How does Aurion Client pay the difference between Min Hours and Hours Worked If an employee works for 1 hour but their minimum engagement is 3 hours how is the difference paid Aurion will not recognise that an employee s timesheet is for fewer
21. ekeeper Workbench the Default Ruleset field at the bottom of the form displays what type of casual the employee is Payroll Timekeeper Payroll Workbench for Workbench aa Timekeeper Forms Scheduled amp Default Timekeeper Forms All Current Approved Outstanding All Current Future Default Period From__ Period To Ruleset__ Type Default Ruleset Casual Professional Staff Timesheet 2 9 Why is an employee unable to locate their Timekeeper emails in MyAurion An employee has received an email notification in their email client advising that a TK form needs actioning However when the employee clicks on the link provided in the email they cannot locate the mail item in their MyAurion inbox MyAurion Timekeeper FAQ Publication Date v1 1 10 THE UNIVERSITY N OF QUEENSLAND AUSTRALIA This occurs as every Friday prior to the pay run all TK mail items older than three months are deleted from MyAurion After the pay run all employees with Pending TK forms are automatically emailed and asked to resubmit their TK form for the following fortnight The supervisor will then get a new email the following week requesting they action the TK form 2 10 When will the next fortnight s TK forms be available The TK forms for the next fortnight are automatically generated on the Sunday after cut off 2 11 Why is a casual academic unable to record a lunch break on their TK form Academics do n
22. eper FAQ Publication Date vii 22 THE UNIVERSITY wa OF QUEENSLAND AUSTRALIA 7 4 Why is an approver unable to view all OpalUnitSite codes in MyAurion When an approver uses MyAurion to update costing the OpalUnitSite field only displays a selected number of OpalUnitSite options There are over one thousand OpalUnitSite values that can be used to cost financial activities for the entire University To display all of them would take the form a lot longer time As such a filter is applied that only displays a limited number of OpalUnitSite values depending upon the casual s Org Unit Solution Use Aurion to update the costing details in the short term Log into Aurion as per normal and update the costing In the long term if more OpalUnitSite values are required contact ITS Helpdesk and include the OpalUnitSite values for the specified org unit 7 5 Where can you view split costing details To find out what the split costing details are you can either request the information from your HR officer HR officers can view these details on the employee s placement or position in Aurion or access the HR Portal and generate the Current Pay transactions report This lists all of the costing details Please note that access to the HR Portal is restricted and is not available to all staff to apply for access an approved copy of the Aurion Access Form will need to be emailed to ITS itsupportdesk uq edu au Current Pay Transactio
23. he HR officer for processing Please note The transaction will not have been validated and will therefore not appear on the current pay transactions report 5 3 2 Invalid Cost code Where the Costing fields are highlighted in red it is likely that the cause of the Invalid Timekeeper Form error message is that the cost code entered is not valid Timekeeper Form Actual Casual Academic Variable Classification for Bee N Gn vwe c 6 5 ame Employee No View Daily Weekly Period ies Timeframe Saturday 20 Oct 2012 through Friday 2 Nov 2012 inclusive Status invalid Timekeeper Form Contact Hours Worked Work Course JAC30A Add Line Date Contact Start_ Contact Stop_ Opunitisite ie 10 00 12 00 invatid Timekeeper Form Go to HR Portal and use the Cost Combination Search from the Costing section to confirm valid cost strings 5 4 Locked Records The following error message will display in the Message line in Aurion Client when a record that you are trying to access is locked being used viewed by another user 2009 This record has been locked by another process Once a lock is encountered it will not be released until the next day MyAurion Timekeeper FAQ Publication Date v1 1 19 THE UNIVERSITY N OF QUEENSLAND AUSTRALIA 6 Overtime 6 1 How is overtime paid to a HEW 8 staff member HEW level 8 employees are not normally paid overtime and there is no provision
24. ieceeeenneeeeeeneeeeeeaeeeeeeaaeeeseeaaeeeeeeaeeeeneaaes 25 8 3 If a classification is changed does the new rate flow through to current TK form 26 Ol Security ACCESS sieren ze scdvcceteda aeara aae aaa aaan a aana a En tuceshecyasetexgiucel snap estas aaia 27 9 1 Why has an approver lost access to Timekeeper and or the Timekeeper mailbox 27 9 2 Why does a casual employee no longer have access to Timekeeper ccccccceseeeeeee 27 9 3 Error Message Employee has not been setup in Aurion Database seeeeeeeeeeeeeee 27 9 4 Error Message You do not have security ACCESS eeeeeeeeeeeeeeeeeeeeeeeeeeeeeseeeeeeeseeeaeeeeeeeaeees 27 9 5 How do casuals get access to MyAurion cceccceceeeeeeeeeeeeeeceeeeeeeaeeeeaeeseneeeeeaeestaeeeeneeee 27 a1 Fo sk 00 eo ee oS 28 10 1 Why is a user unable to log in to the HR Portal ccceecsceceeeeeseeeeeeeeseeeeeseaeeesaeeseaeeeeaes 28 MyAurion Timekeeper FAQ Publication Date v1 1 3 THE UNIVERSITY S OF QUEENSLAND AUSTRALIA 10 2 User is having difficulty accessing the HR Porrtal eccceeeeceeeeeeeneeeeeeeaeeeeeeaeeeeeeaeeeeneaaes 28 10 3 Are validated TK forms listed on the Pending Claims or Approved Entries report 28 10 4 Does the Pending Claims report list all staff who have submitted a TK form 0000 28 WMA DCAM CS 55sec ot ed ocd oe ccetecececte haa tcceteced sete ewes ncad caneeuse Seateetcae
25. l last fortnight but this fortnight the same employee is now appearing on the Current Pay Transaction report as position level This can occur when the costing was manually entered for details refer to section 7 2 1 Manually entered costing placement costing details have been removed for details refer to section 7 2 2 Placement costing details removed 7 2 1 Manually entered costing The Finance Admin Officer could have manually entered the costing last fortnight Solution Process 1 Ask HR if they can add the costing details to the placement 7 2 2 Placement costing details removed The placement costing details have been removed from the employee number Solution Process Check with HR and ask them to add the costing codes back onto the placement Last pay fortnight the Finance Admin Officer had added at the costing at the timesheet level If the same costing is going to be applicable ask HR to change the placement costing to avoid having to add costing to every transaction on every fortnight 7 3 When viewing a TK form in Aurion why am I unable to see all of the columns The Professional Casual timekeeper form contains 11 fields of information Only 10 fields at a time can be displayed in Aurion when viewing the Timekeeper form To view all of the available columns use the Scroll buttons rh to view the columns not currently displayed v This issue does not affect the view of the TK forms in MyAurion MyAurion Timeke
26. l need to be emailed to ITS itsupportdesk uq edu au MyAurion Timekeeper FAQ Publication Date v1 1 24 THE UNIVERSITY N OF QUEENSLAND AUSTRALIA 8 Classification 8 1 Why does the TK form for an academic variable default to AC50A If variable academic casual ACAD04 does not select a Work Category from the options provided on their TK form the default Work Category of AC50A is used This category is used as it is the lowest hourly rate and avoids large overpayments Where the Timekeeper form has already been processed for the pay period the finance administrative officer will need to lodge a manual claim with Payroll This is done using the Casual Salary Adjustment for Timekeeper form 8 2 A casual s TK form has the wrong classification A casual s TK form can be assigned the wrong classification when the classification e selected by the employee when completing their TK form is incorrect for details refer to section 8 2 1 Incorrect classification on TK form e defined in Aurion Client is incorrect for details refer to section 8 2 2 Incorrect classification defined in Aurion 8 2 1 Incorrect classification on TK form A casual s TK form can contain the wrong classification if the casual has a timesheet requiring a category be selected and did not select the correct classification In this instance the TK form should be sent back to the employee for correction and provide training if required If the pay
27. listed on the Approved Entries report Instead the validated TK form will be listed on the Current Pay Transactions report 10 4 Does the Pending Claims report list all staff who have submitted a TK form Reports are derived from placement details if a staff member does not have a current placement their submitted TK form will not be listed on the reports If a staff member is not listed on the report and their placement has been extended the finance administrative officer will need to organise reappointment paperwork and send it through to HR for processing MyAurion Timekeeper FAQ Publication Date v1 1 28 11 Deadlines THE UNIVERSITY N OF QUEENSLAND AUSTRALIA 11 1 What are the deadlines for submitting a TK form The deadlines submitting a TK form are as follows Process Deadline for Casuals to submit Timesheets Deadline for Timekeeper approvers to update approve Timesheets Deadline for Manual Salary Adjustments Form to be sent to Payroll Lock out of MyAurion Timesheets for the current fortnight generated MyAurion Timekeeper FAQ Publication Date v1 1 Deadline Refer to local org unit guidelines 12pm Friday Non Pay week COB Tuesday Non Pay week 12pm Friday Non Pay Week Sunday Night Pay week 29
28. lowing Changing the award will remove the TK form The employee will need to re enter the details The Change Date should be the first Saturday in the relevant pay period 2 6 Why does a casual s submitted TK form now have a status of Error There are a couple of different reasons why a Timekeeper form can have a status of Error 2 6 1 Approver browser issue This can occur when an approver while updating a TK form in MyAurion has accidentally clicked Cancel button the browser s Back button or the Close icon Clicking either of these items will cancel the TK form and return it to the casual employee with an Error status No email is sent to the casual in this instance Should this occur the approver is required to either e log in to Aurion Client via Citrix update the costing and approve the form or MyAurion Timekeeper FAQ Publication Date vii 8 THE UNIVERSITY NA OF QUEENSLAND AUSTRALIA contact the casual employee and advise them that they need to resubmit their TK form for approval 2 6 2 Error when Validating form This can occur when the employee has entered the claim clicked the Validate button and the TK form cannot be saved due to an error The error could be incorrect time format the End Time is before the Start Time a date has been selected but no times entered 2 6 3 Error as declined by Timekeeper Approver The TK Approver may decline a TK claim which results in the claim having the Status of
29. ns a report Current Pay Transactions Save As Help Excel v Units Amount Date From Date To Process Flag TK Status OpUnit Site Fund Func Project FFTag Cost Y kl M k 47 50 2 189 96 22 10 2012 02 11 2012 TSHEET 200840801 25161 OTPAEDS 20 00 922 09 22 10 2012 30 10 2012 TSHEET 200841301 25161 SPCH 3 50 397 77 01 11 2012 01 11 2012 TSHEET 200830211 25101 3 50 397 77 01 11 2012 01 11 2012 TSHEET 200830211 25101 SMYTHJ 3 50 397 77 01 11 2012 01 11 2012 TSHEET 200830211 25101 MyAurion Timekeeper FAQ Publication Date v1 1 23 THE UNIVERSITY N OF QUEENSLAND AUSTRALIA 7 6 How can an approver find out where hours costed to The hours can be costed to one of the following four levels 1 Timesheet 2 Placement 3 Position 4 Organisation Unit This information can be found by accessing the HR Portal and running the Current Approved Entries report Hovering over the OUS Loc FF Loc Proj Loc or FFT Loc will display a screen tip with the following abbreviations Current Approved Entries PLA This value is derived from the placement costing report POS This value is dervied from the positon costing TK This value is derived from the TimeKeeper Line Please note that access to the HR Portal is restricted and is not available to all staff to apply for access an approved copy of the Aurion Access Form wil
30. o Re ee eer eae oe 22 7 1 Do approvers need to add costing to every transaction ccccccesseeeeeeeseeeeeseeeeeeeeeeeeeeees 22 7 2 Employee costed at the Placement level is now being costed at the Position level 22 7 2 1 Manually entered Costing eecccceceecceceeeeeceeeeeeeceeeeteececesneceeesnaeaeeesnseeeeesneeeeeseneeaeeeennnaes 22 7 2 2 Placement costing details removed eecccceeeeseeeeeeeeneeeeeeaeeeeeeaeeeeeeaaeeeseeaaeeeeeeaeeeeneaaes 22 7 3 When viewing a TK form in Aurion why am I unable to see all of the columns 22 7 4 Why is an approver unable to view all OpalUnitSite codes in MyAurion sesse 23 7 5 Where can you view split Costing details eccccceeeesseeceeeeeeeeeeeaeeeeeeeseeeeeseaeeeenaeeseneeenaes 23 7 6 How can an approver find out where hours costed tO cccecceceesseceeeeneeeeseaeeesessaeeeeseaaes 24 8 ClaSSiti Cation sc icccce ccc cacs fecte cna ce nosan teen caus ence cect ce cesteeenneneentees staventenecetecesdue cuseeseeneuestuecedesndecteestuceds 25 8 1 Why does the TK form for an academic variable default to AC50A cccccsseeceestteeeeees 25 8 2 A casual s TK form has the wrong classification cccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeneeeeeeeeeaeees 25 8 2 1 Incorrect classification ON TK fOr 0 eeeeeeeeeeeeeneeeeceeaeeeeeeaaeeeeeeaaeeeeeeaaeeeeeeaaeeeeeeaeeeeseaaes 25 8 2 2 Incorrect classification defined in Aurion eee
31. ot need to enter breaks Therefore there is no room on the timesheet for them to do this Academics are only paid for their contact hours Time for preparation and breaks is built into an academic s classification rates 2 12 What happens if a TK forms is not approved by cut off At 12pm of Non Pay Week Friday all validated or submitted forms are set back to a Status of Incomplete by the system and an email is generated and sent to the casual s UQ email address If the TK form has a Status of Error at cut off the form remains at an Error Status 2 13 Casual does not receive an email when the form has been approved 2 13 1 TK Form approved in Aurion When a TK Approver approves TK forms in Aurion the system does not generate an email to send to the casual 2 13 2 Approver updates the TK Form and then the Approve button MyAurion will not generate an email informing the casual that their claim has been approved if the TK Approver updated the TK form and then clicked the Approve button not the Submit button Please refer to the Update and Approve reference guide for more information 2 14 The TK form has been submitted to an incorrect TK Mailbox If a TK Approver notices that a Timekeeper claim is from a casual from another organisational unit the TK Approver can forward the message to the correct TK Mailbox This is done by selecting the Forward this Request option and then selecting the correct TK Mailbox from the available list
32. the Friday of a Non Pay week At this time all employees are locked out of MyAurion Access will be available again on the Sunday night Monday morning 9 5 How do casuals get access to MyAurion For each new employee a Web prism letter is sent to their organisation unit If the employee has not received this letter the employee will need to call the ITS Support desk on x56000 with their employee number and ask ITS for their log on details MyAurion Timekeeper FAQ Publication Date v1 1 27 THE UNIVERSITY N OF QUEENSLAND AUSTRALIA 10 HR Portal 10 1 Why is a user unable to log in to the HR Portal Employees are not able to log in to the HR Portal unless they have been set up with the required access To gain access to the HR Portal an approved copy of the Aurion Access Form with Timekeeper Reports selected will need to be emailed ITS itsupportdesk uq edu au 10 2 User is having difficulty accessing the HR Portal Users may have difficulty accessing the HR Portal when they are using an older internet browser version Users who experience difficulty viewing a HR Portal page should contact the ITS Helpdesk ext 56000 option 2 with the internet browser name and version 10 3 Are validated TK forms listed on the Pending Claims or Approved Entries report Once a TK form is validated it will not be listed on the Pending Claims report and because the form has not yet been approved the validated TK form is also not
33. to update the costing and complete the approval The Approver should also log an issue with the ITS Helpdesk that they need a change to the Authority Level for their Position number 4 7 An Approver has TK Approver access however is unable to see a TK Mailbox in MyAurion The Timekeeper Mailbox is only visible in MyAurion If a Timekeeper Approver cannot see the Timekeeper Mailbox in their Inbox grid in MyAurion the Approver s position has not been associated with the Timekeeper Mailbox When an Aurion Access form is completed the employee needs to complete the Position number and Timekeeper Mailbox fields in Section C If these fields are not completed correctly the employee will not be able to view the required Timekeeper Mailbox A new Aurion Access form needs to be completed correctly and sent to the ITS Helpdesk via fax or email 4 8 Can an Approver update the hours a casual claims A Timekeeper Approver has the ability to update the hours a casual claims in either MyAurion or Aurion MyAurion Timekeeper FAQ Publication Date v1 1 16 THE UNIVERSITY N OF QUEENSLAND AUSTRALIA A Timekeeper Approver should only update the hours a casual claims upon receipt of written instruction from the casual s supervisor 4 9 How does the validation work on a TK form within Aurion Client Cause When a TK Approver has finished entering or viewing hours in a timesheet you need to click Validate to confirm that the timesheet
34. uired pay period will need to be made available from the Pick Pay Period List pop up window To add a pay period refer to section 4 4 of the Timekeeper Approver User Manual 2 1 3 Incorrect award It is not possible to raise a TK form when the award for the employee is incorrect Before a new TK form can be created the award will need to be checked and updated The HR staff member should check the employee s status in Aurion to see what award has been applied to the casual employee s profile Where it is found that the employee should be on a different casual award update the Change Employee Status screen in Aurion to the correct Award MyAurion Timekeeper FAQ Publication Date vii 6 THE UNIVERSITY N OF QUEENSLAND AUSTRALIA If the employee is on a non casual award for example HEGS01 and should have been on a casual award the leave balances will need to corrected before accessing the Change Employee Status function and updating the award To correct the leave balances complete the following steps BEFORE AFTER Fixed Term Casual Staff Procedures to resolve leave balances Continuing Recreation NA 1 This type does exist not exist for casual staff Leave 2 Enter in Debit adjustment to zero out the balance on file Carers Leave for the original start date of the casual placement Sick Personal Additional Academic Sick Leave Academic Leave NA 1 This leave type does not exist for casual staff delete out
35. yAurion Timekeeper FAQ Publication Date v1 1 17 THE UNIVERSITY N OF QUEENSLAND AUSTRALIA 5 Timekeeper Error Messages 5 1 Why is an invalid TK form error message received when approving a TK form When the OpUnit Site field is left blank the costing would normally flow through from the placement costing If the costing does not flow through correctly an Invalid Timekeeper From error message will be displayed When this occurs the approver will need to manually update the OpUnit Site field on the TK form 5 2 Aurion Error Unexpected error encountered validating Timekeeper form 1 The error Unexpected error encountered validating Timekeeper form 1 is displayed when the employee has already been terminated In order to validate and approve the TK form the approver will need to contact their Faculty Institute Central HR Officer and request that the placement be temporarily reactivated Once the timesheets have been completely approved the placement can be terminated once more For HR to reactivate the employee they will need to access the Change Employee Status function delete the Date Terminated and change the Employee Status field from Terminated to Active The HR Officer should make sure that the status date used is the first Saturday of the pay period This ensures that it does not affect the ability to raise TK forms if required 5 3 Error message Invalid Timekeeper Form displayed in Aurion
Download Pdf Manuals
Related Search