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Casual Staff Time and Attendance Procedure

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Section 1 - Audience

(1) This procedure should be understood by all staff and all areas of the University of Newcastle (University). Specifically this procedure applies to casual professional, academic and teaching staff employed under the University's Enterprise Agreements, except where otherwise stated.

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Section 2 - Introduction

(2) The University supports compliance with the obligations within the various Enterprise Agreements in place, as amended from time to time. The University is committed to ensuring casual staff are paid in accordance with the terms detrmined in the applicable Enterprise Agreements.

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Section 3 - Purpose

(3) This procedure outlines the steps required of casual staff to record hours of work.

(4) This procedure must be read in conjunction with the Casual Staff Time and Attendance Policy.

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Section 4 - Timesheets

Submission of Timesheets

(5) Timesheets must be completed by casual staff and submitted via HROnline on a fortnightly basis. 

(6) Supervisors must clearly and explicitly advise their casual staff of the cut off time for submission of timesheets to allow for approval (as per Clause 11).

Professional Staff Timesheets

(7) Professional staff timesheets will record all actual hours and specified days/dates of work, including any University requested and approved overtime for the preceding fortnighly period.

Academic Staff Timesheets

(8) Academic staff timesheets will record all activities of work and the days/dates these activities were performed for the preceding fortnightly period.

Teaching Staff Timesheets

(9) Teaching staff timesheets will record all normal activities of work.  Where Newstep, ELICOS or Community Music casual teaching staff have performed University requested and approved overtime, they must contact Human Resource Services to notify them of the approved overtime that has been worked. Human Resource Services will provide further instruction on how to claim overtime at this time.

Minimum Periods of Engagement

(10) Where a casual staff member has not worked the minimum period of engagement the actual period of engagement must be entered in the Timesheet. Human Resource Services will adjust the payment to reflect the appropriate Minimum Period of Engagement as outlined in Section 5 of the Casual Staff Time and Attendance Policy.

Approval of Timesheets 

(11) Supervisors or timesheet approvers must approve Timesheets in HROnline by no later than 4.00 pm of Friday of an off-pay week to allow for payment in the next pay cycle. The deadline for approval may be brought forward where a University Holiday or Public Holiday is within the pay period. (See Timetable)

(12) Before approving, supervisors or timesheet approvers must ensure that:

  1. the correct Timesheet has been used by the staff member;
  2. professional casual staff members Timesheets accurately reflect the hours, days and dates of the time worked;
  3. academic / teaching casual staff members Timesheets accurately reflect the activities performed for each date; and
  4. claims for overtime meet the requirements of the Casual Staff Time and Attendance Policy

(13) Where any of the above requirements have not been met by the casual staff member, the Timesheet must be returned to the casual staff member for correction, and then resubmitted for approval. Where overtime claims do not meet the policy requirements the casual staff member must be given an appropriate explanation as to why the overtime will not be approved.

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Section 5 - Training

(14) Awareness Training associated with this procedure, and its associated policy, is available on Discover for casual staff. Supervisors and timesheet approvers must complete the training in accordance with the Casual Staff Time and Attendance Policy.

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Section 6 - Definitions

(15) In the context of this document:

  1. “Timesheet” means the electronic timesheet that records rostered hours of work, activities worked, and overtime, and is available within HROnline.