User Guide for Hourly Casual Staff Entering a Timesheet
Contents
1. M 100443 wed 0 HO CI C H Owa 1104 13 Thu 0 T foom 12 00PM 2 00PM 5 00PM Casual Work Day SupenisorA 2 Thu 120443 Fi 0 HOO CTI C CO H m mo 1310413 sat o WOO CO C IL OCS B O Oa M 140413 Sun 0 HOO COC O CO CO W s M 1510413 Mon 0 IOO COOCOO COC Pd O Om M 160413 Tue 0 H COO C C O C H Ow M 17043 Wed 0 WO C TC C C H O Owa M 190413 Thu 0 HO WO C C O CO p Th m Awa Fr O C EC CO ES H JOm I Select all rows Comment to be applied to all selected rows Submit f sae Follow the same steps as above to complete all of the appropriate dates worked The timesheet will not let you enter overlapping dates and times worked in multiple job records If you have multiple job records when entering your timesheet you can check hour many hours have been entered for one job as well as the total number of hours entered for multiple jobs that you have within the timesheet per fortnight To do this tick the Show time for all jobs checkbox at near the top left hand side of the timesheet as per the example below Hours entered fPJobNbrt 16 00 Show time for all jobs 23 25 Time Entry help Resume Finish Work Break Work Work OE IT JL JL JL Pun IT JL J JL E Pn P aoon 12 00PM 12 45PM 5 00PM Casual Work Day 7 250000 SupenisorA Tue JL JL JL __CdW PO We Gloom 00am Casual WorkDay 146 000000 Supenisore lt 2 Thu IL JL JL JL E Om JL JL JL JL Vs ef WT2. mon E 2506 13 Tue 0 e 30am 12 00PM 12 45PM 4 30PM Not Student and No Other Job 7 250000 Kellie Hinchy O Tue E Fo 2610613 Wed 0 454m 14200PM 1245PM_ 4 45PM_ Not Student and No Other Job 7 250000 Kellie Hinchy Owed E 270643 Thu 0 T g30AM 12 00PM 12 45PM 4 15PM Not Student and No Other Job 7 000000 KellieHinchy 2 Thu E 280643 Frio T 2 30AM 12 00PM 12 45PM_ 4 30PM_ Not Student and No Other Job 7 250000 Kellie Hinchy Oi E E Select all rows Submit Clear Once you have finished entering your timesheet simply logout of the Griffith Portal by clicking Logout in the top right hand corner of the screen Logged In Luke Testing Logout My Links Select One l gg g Log lf you have further hours to submit for different jobs or fortnights repeat from Step 2 until all required hours have been completed Appendix A Time Reporter Codes Work Group Time Reporter Code s Not Student and No Other Job Student or Other Job Furniture Handling Allowance Child Care Casual Work Day Not Student and No Other Job Student and or Other Job Laundry Allowance Griffith Food Meal Allowance Griffith Food Gumurrii Rate 1 Gumurrii Rate 2 Gumurrii Rate 3 Gumurrii Gumurrii Rate 4 Casual General Employees Health Fitness Chief Invigilator 0 99 Student Chief Invigilator 100 Student Invigilator Assisting Invigilators Invigilator Scribe Casual Language Instructors Drawing Mode
3. YY Griffith User Guide for Hourly Casual Staff Entering a Timesheet Brief Document Description Overview On engagement Hourly Casual staff are required to submit their hours worked for approval and submission to Staff Services in the Office of HRM for payment These Timesheets are created by the Hourly Casual staff themselves About this Business Process Timesheets are created on a regular basis as work is completed each fortnight This User Guide details the process for the Hourly Casual staff to create and submit their timesheets Log into the Griffith Portal Select Job Record and Timesheet Enter valid hours for applicable days Check Supervisor Save Timesheet Submit Timesheet Step 7 Print Timesheet Step 1 Log into the Griffith Portal Log into the Griffith Portal using your Griffith ID and Password Griffith Single Sign On Username Password i login Navigate to Employment resources under Employment from the Portal menu on the left hand side of the screen Griffith Portal gt Employment gt Employment resources gt Casual Select Hourly casual staff timesheets Griffith Portal gt Employment gt Employment resources Casual staff Sessional staff Performance managemerty gt gt Hourly casual timesheets gt gt Academic manager resourcesy gt gt Hourly casual user guidegy gt gt Sessional staff schedules gt gt Timesheet supervisor view gt gt Sessio
4. able to navigate between them By selecting the magnifying glass icon a list of current active casual jobs for which you have been engaged will appear Look Up Enter data for Job Nbr Empl ID Period Begin Date 06 04 2013 Period End Date 19 04 2013 Empl Rcd Nbr Look Up Clear Cancel Basic Lookup Search Results iew 100 Firs I Eligibility Location _ S Payroll Salary Compensi Group De ent Code Combination Code Status Grade sie Rate HRLY GAS PGC CAMNAT PGC1001EXEXP3930 Active ENC 0 0 Select the job by clicking on the applicable Empl Rcd Nbr Alternatively you can click through multiple jobs by clicking the arrow buttons either side of the Enter data for Job Nbr field Previous pay fortnight periods can also be chosen if required To do this either click on the left hand arrow for the pay fortnight commencing date or select the pay fortnight commencing date from the date drop down list wiew data for the period Step 3 Enter Valid Hours for applicable Dates Start Start Resume Finish Work Break Work Work Sat Select Date Day Job Row Status Time Reporting Code Quantity Approver Name Day 06 04 13 Sat 0 07 04 13 Sun 0 O Sun 08 04 13 Mon 0 CO Mon 0 0 0 09 04 13 Tue 9 00AM 11 30AM 12 30PM 5 00PM Casual Work Day C gt Tue 10 04 13 Wed gt Wed 11 04 13 Thu Thu Time c
5. an be entered in various formats Time Entry he These are detailed by clicking on the ip button with formats below Message Times can be entered in either AM PM or 24 Hour format for example Sam can be entered as 8 or Bam 6 30am can be entered as 6 30 or 6 30am 12 noon can be entered as 12 or 12pm of 12 00pm 4pm can be entered as 16 or 4pm 4 30pm can be entered as 16 30 or 4 30pm 12 midnight can be entered as O of 12am If your work day crosses midnight you still enter the times into the same row for example Start Work 6 00pm Start Break 12 00am Midnight Resume Work 12 45am Finish Work 4 00am Enter the Start Work time and Start Break time Resume Work time and Finish Work time for each day worked within the pay fortnight If you do not have a break enter the Start Work time and Finish Work time only Select the appropriate Time Reporting Codes from the drop down list Time Reporting Code Casual Work Day OCGU Laundry Allowance Note Casual General Employees will be shown an additional information link to assist in their Time Reporting Code selection Clicking on the help button will show the details Time Entry help ey NOTE When selecting Time Reporting Code Please choose Student and or Other Job if you answer yes to either ofthe following 1 f you re a current S
6. completed at a later date Below is a timesheet showing time at various stages Approved Saved and Submitted Empl ID Enter data for Job Nbr wo pa m View data for the period Supervisor i K 23 03 13 to 05 04 13 gt Department QCM Queensland Conservatorium GU Campus Southbank Campus QCM Workgroup Theatre Costing Details 2158120CBLAB2250 Salary Plan Venues Staff Grade Theatre Employee Level 5 Step 1 Hourly Rate 19 163162 Job data As Of Date 05 04 2013 Hours entered for Job Nbr 0 39 50 Day Job Row Status 23 03 13 Sat 24 03 13 Sun 25 03 13 Mon Mon 26 03 13 Tue 27 03 13 Wed Wed 28 03 13 Thu 29 03 13 Fri 30 03 13 Sat 31 03 13 Sun 01 0443 Mon 02 04 13 Tue 03 04 13 Wed 04 04 13 Thu 05 04 13 Fri E Select all rows 0 0 Approved 0 Approved 0 0 Approved 0 Approved 0 Approved 0 Saved 0 0 0 0 0 0 0 Time Entry help ey Resume Work Finish Work Time Reporting Code Casual Work Day QCGU Laundry Allowance Casual Work Day QCGU Laundry Allowance Casual Work Day Casual Work Day Casual Work Day G Quantity Approver Name 7 500000 1 000000 7 500000 1 000000 7 500000 8 000000 9 000000 Comment to be applied to all selected rows The complete list of Row Statuses on the timesheet are Saved saved by employee Submitted
7. l Models Photographic Model Casual Work Day Casual Work Day Research Assistants Casual Work Day Research Fellows Casual Work Day Theatre QCGU Laundry Allowance Casual Work Day
8. nal staff user guides gt gt Timesheet report gt gt Sessional stoff salary rates gt gt Sessional report Step 2 Select Job Record and Timesheet A timesheet will be displayed for the current pay fortnight period ee a EmplID Department GBS Griffith Business School Campus Gold Coast Campus Salary Plan General Staff Job data As Of Date Workgroup Research Assistants Grade Senior Research Assistant Gr 1 28 06 2013 Costing Details 2160510000002450 100 Step 3 Hourly Rate 37 883814 Maximum 4 displayed Hours entered for JobNbr1 0 00 Show time for all jobs Hours entered for all Jobs 21 00 Time Entry help eo Select Date Day Job Row Status ioe aaa ona dsan Time Reporting Code Quantity Approver Name Day 15 06 13 Sat 1 X gt Sat 16 06 13 Sun 1 JWE X fo Sun 17 06 13 Mon 1 oOo TIMO WE O Morn 18 06 13 Tue 1 gt Tue 19 06 13 Wed 1 Pi o Mo Wo J X f ee 20 06 13 Thu 1 x Thu 2106 13 Fri 1 Do WoO Wo ooo fo OF 22 06 13 Sat 1 JME fi O 23 06 13 Sun 1 q sun 24 06 13 Mon 1 Eo o TMo JMEO QES X O Mon 25 06 13 Tue 1 gt gt Tue 26 06 13 Wed 1 M O Owed 27 06 13 Thu 4 P Mo Mo J X O OT 28 06 13 Fri 1 gt Fri Select all rows Submit Clear Print If you have multiple casual jobs there are a couple of options avail
9. sun Start Start Select Date Day Job Row Status Time Reporting Code Quantity Approver Name Day 230343 Sat 1 24 0343 Sun 1 25 0313 Mon 1 26 03 13 Tue 2 270313 Wed 1 2803413 Thu 4 290313 Fri 1 300313 Sat 1 qaja p e ajala a H033 Sun 1 Yellow Job Record 1 Pink Job Record 2 Step 4 Check Supervisor Check that the correct Supervisor is assigned to each date row entered for the timesheet Resume Finish Work Work Select Date Day Job Row Status Time Reporting Code Quantity Approver Name Day O Sat H C gt Sun C gt Mon D Tue C gt Wed Thu H 06 04 13 Sat 0 07 043 Sun 0 08 04 13 Mon 0 0 0 0 9 00AM 9 00AM 11 30AM 11 30AM 12 30PM 12 30PM 5 00PM 5 00PM 5 00PM Casual Work Day Casual Work Day 09 04 13 Tue 10 04 13 Wed 11 04 13 Thu 9 00AM 11 30AM 412 30PM Casual Work Day elele Cele If the Supervisor name is incorrect or an Alternate Supervisor should be assigned highlight the incorrect Supervisor s name press delete and enter the first and last name of the new correct supervisor in the Approver Name field Step 5 Save Timesheet lf the details of the timesheet are incomplete or they are complete but you do not wish to submit the timesheet for approval at this stage select the button which will allow your timesheet to be saved in its current state The timesheet can then be
10. time is with Supervisor for approval With Authoriser time is with Financial Approver for approval Approved with Staff Services for uploading no 2 IY Accepted for Processing ready for payment in next payrun Step 6 Submit Timesheet Individual rows of a timesheet can be submitted for approval or all days entered can be submitted at once You can select the checkbox on individual lines as per below ice 29 0313 Fri 0 Saved Wozo fz00 44 00 1418 00 Casual Work Day 5000000 Fri Alternatively selecting the Select all rows checkbox at the bottom of the page will select all days which have been entered in the fortnight that are ready for approval by your Supervisor 02 04 13 Tue Casual Work Day gt Tue 03 04 13 Wed Casual Work Day Wed 04 04 13 Thu Casual Work Day C gt Thu 05 04 13 Fri Casual Work Day C gt Fri Z select all rows Comment to be applied to all selected rows Once rows are selected select the button near the bottom of the timesheet which will workflow your timesheet to the appropriate Supervisor s for Approval Step 7 Print Timesheet Frin Individual timesheets can be printed You can click the button at the bottom of the timesheet Please note that if you are using Mozilla you will need to update your paper to landscape to obtain better printing results F 24 0613 Mon 0 amp leasaMm 42 00PM 12 45PM 4 45PM Not Student and No Other Job 7 250000 Kellie Hinchy
11. tudent incl Postgrad or 2 Have employment elsewhere or within the University that you consider your primary occupation If neither ofthese apply please choose Not Student and No Other Job OK Note A list of valid Time Reporter Codes available to each Workgroup is detailed in Appendix A If you need to enter additional hours for another Time Reporting Code for the same day hit on right hand side which will create a new row for that date Clicking the v button on any line will copy down the same information to the next row If you are entering an allowance there is no need to enter any times Select the Time Reporter Code only for the allowance for the relevant day s The Supervisor assigned will default in the Approver Name column If you need to add comments in relation to the times worked click on the comments bubble on the right hand side next to the day listed Another screen will appear Timesheet row comments Please enter your comment below It will be prefixed with your name and the Date when saved Usher Bob the Builder Performance Row History Click OK once entered to save or Cancel to go back to the timesheet If you make a mistake or need to delete the row of hours you have entered tick the Select box on the right hand side then press CLEAR Once the row is cleared untick the Select box and continue to enter your times worked
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