Casual Lifecycle Project
Casual Timesheet Solution
Suzanne Dunstan
Deputy Director HR Shared Services
Casual Lifecycle Phase 1
Why?
What?
Casual Timesheet Solution
Casual Long Service Leave
Timelines
Support
Why?
A number of issues have been identified in the current Casual timesheet solution for RMIT. These
issues were identified as part of Internal Audit investigations within respective Schools and also as a
result of monitoring HR KPI’s over a 18 month period. These issues include:
•
No Segregation of Duties (often Time Recording and Approval completed by same person)
•
Casual staff able to lodge long-term retrospective payment claims creating misalignment of actual
to budget spend
•
Limited timesheet details available for Casual and Time Approver
•
No legislative compliance with Casual Long Service Leave (LSL) act
•
90 % of Payroll Overpayments are due to paying time in advance for Regular Casual staff
What? – Key Changes
The project was driven by HR Shared Services to investigate and resolve these issues and current
functionality has been enhanced to deliver:
•
Segregation of Duties •
Time Administrator – Hires a Casual and can enter timesheets but cannot approve
•
All Casual staff are able to enter, edit and submit a timesheet via ESS
•
Time Approver – Approves work schedules and timesheets but cannot enter or edit a timesheet
•
Closer alignment of actual Casual spend to Budget, including a limited time frame of 6 weeks to
retrospectively edit and submit timesheets
•
Enhanced detailed reporting of actual time worked including pay details and timesheet approval
status
•
System generated Long Service Leave (LSL) provision for eligible Casual staff
•
All Casuals will now be paid in arrears
Casual Timesheet Solution
How do the changes affect me?
-Ad Hoc Casuals
Timesheets must be submitted weekly for approval
All timesheets must be approved prior to payroll cutoff to be processed for payment
Retrospective editing and submitting of timesheets will be restricted to 6 weeks via ESS
1 ESS report available to Casuals:
•
actual time worked including pay details and timesheet approval status
Casual Timesheet Solution
How do the changes affect me?
-Regular Casual
Regular casuals have planned working time (Work Schedule) assigned
Timesheets need to be submitted via ESS every week to be processed for payment
Timesheets are pre-populated with the planned working time
Regular Casuals will need to record any changes to planned working time via ESS
All changes to planned working time must be approved prior to payroll cutoff to be processed for
payment
Retrospective editing and submitting of timesheets will be restricted to 6 weeks via ESS
Casual absences are recorded via ESS
2 ESS reports available to Casuals:
•
planned working time (details of work schedule)
•
actual time worked including pay details and timesheet approval status
Changed pay-period for Regular Casuals - Regular Casual will only be paid in arrears
Casual Timesheet Solution
How do the changes affect me?
-Time Administrators
PLEASE NOTE: Casual Administrators now identified as Time Administrators will not be permitted
to have access to approve any work schedules or timesheets for Casual staff
New Time Administrator role created
Only 2 processes remain on Managers Desktop (MDT) for Casual processing:
•
Casual Hiring
•
Submission of and change to Work Schedule
Regular casuals have planned working time (Work Schedule) assigned
Work Schedules for Regular Casuals can only be maintained up to 6 months in advance
Retrospective editing and submitting of timesheets will be restricted to 6 weeks via ESS
New functionality to record timesheets for Casuals via ESS. Going forward no timesheet can be
input via MDT
Casual Timesheet Solution
How do the changes affect me?
-Time Administrators…continued
No functionality to record absences for Casuals via MDT. If an employee can't maintain their
absences in ESS, an authorised absence form will need to be forwarded to Payroll Services for
processing in SAP.
If no changes are made to work schedules, timesheet data will be automatically transferred to Payroll
Casual Timesheet Solution
How do the changes affect me?
-Time Approver
New Time Approver role created to approve work schedules and timesheets
Only a dedicated owner of an IO can be set up as a Time Approver
Time Approvers will be required to approve all work schedules for Regular Casuals via ESS
Time Approvers will be required to approve all timesheets for Ad Hoc Casuals and any changed
hours for regular Casuals via ESS each pay period prior to payroll cutoff to ensure payment
You will receive an email reminder for outstanding timesheet approvals
All approvals now in ESS - Timesheet approvals and Work Schedule approvals can only be
actioned via ESS
PLEASE NOTE:
•
Casual Administrators now identified as Time Administrators will not be permitted to have
access to approve any work schedules or timesheets for Casual staff
•
Work Schedules for Regular Casuals can only be maintained up to 6 months in advance
•
Retrospective editing and submitting of timesheets will be restricted to 6 weeks via ESS
Casual Long Service Leave (LSL)
Service as a casual staff member which meets the requirements of the Long Service Leave Act 1992
(Vic) will count as service for the purposes of long service leave provisions. This covers service where
employment has been regular and systematic with one employer with no more than a 4 month
absence period between 2 periods of employment.
How will this affect Casuals?
•
Casual staff with a Long Service Leave entitlement are able to apply for Long Service Leave.
Payment of unused long service entitlement will be made where employment terminates after
seven years service which meets the requirements of the Long Service Leave Act 1992 (Vic)
How will this affect Time Administrators and Time Approvers?
•
No affect – Approved LSL will need to be applied for via the Payroll Services team
How will this affect the Payroll process?
•
Approved LSL for Casual staff with a Long Service Leave entitlement, will be processed by the
Payroll Services team upon receipt of the “Casual Absence Form”
How will this affect Finance?
•
SAP HR will be able to provide casual LSL provision to FSG on an annual basis
Timelines
Activity
Date
PRE-Go-live
All timesheets and workschedules COB Thursday March 6, 2014
must be submitted and approved
Go-Live Weekend
All access to ESS and SAP will
be suspended
3pm Friday March 7, 2014 –
9am Tuesday march 11, 2014
POST Go-live
All timesheets submitted and
approved via ESS
COB Friday March 14, 2014
All work schedules submitted and
then approved via ESS
COB Friday March 14, 2014
Support
Training sessions will be offered by HR Shared Services. Please book your place via developME.
Date
Time
March 3, 2014
10.00am- 12.00pm
2.00pm- 4.00pm
March 4, 2014
10.00am- 12.00pm
2.00pm- 4.00pm
March 6, 2014
10.00am- 12.00pm
2.00pm- 4.00pm
Training Guides will be made available on the Staff ESS Web page
On going support and training can be arranged by contacting the Payroll Services team on 992 50600
and by emailing payroll.services@rmit.edu.au
Regular Casuals transitioning to being paid in arrears, in line with Ad Hoc Casuals, who may be
disadvantaged in the first two weeks after go-live (for the period Tuesday March 11 to Thursday
March 20, 2014) will have the option of a special offline payment subject to the discretion of the
Deputy Director, HR Shared Services on a case by case basis. This can be requested via the
School/Portfolio representative contacting the Payroll Services team.