FULL TIME PROFESSIONAL STAFF TIMESHEETS
Macquarie University full time fixed-term and continuing staff who are required (as agreed with their
supervisor) to work overtime and/or shifts must complete a Professional Staff (Non-Casual) Fortnightly
Timesheet for each period (fortnight) where overtime or shifts were worked. The timesheet template can
be found on the University HR Intranet: http://staff.mq.edu.au/public/download.jsp?id=48711
When completing a timesheet the following information must be entered:
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Name and employee number as well as the fortnight ending date at the top of the timesheet.
Fortnight ending dates and payroll calendars can be found on the HR Intranet at
http://staff.mq.edu.au/human_resources/about_hr/hr_calendar/
For each of the days where shifts or overtime were worked, complete the actual start time,
actual finish time, identify (in hours/minutes) any breaks and then calculate and enter the actual
hours worked (as hours/minutes) in the columns provided. Please round minutes to the nearest
quarter (e.g. 15 minutes = 0.25)
If shift penalties are applicable the column titled “Allw/’ce%, Code or Rate” needs to be
completed with the Shift Penalty code (see below for the list of codes) and the column titled
“Allow’ce Hrs/Units” needs to have the number of hours and minutes that were worked on that
shift. Examples are provided in the attached Professional Staff (non-Casual) Fortnightly
Timesheet.
If overtime has been worked the hours/minutes up to the first two hours are to be entered in the
column titled “O/T or Addt’l Hours 1.5”. Any hours or minutes of overtime (after the first 2
hours) are to be entered in the column titled “O/T 2.0”. Examples are provided in the attached
Professional Staff (non-Casual) Fortnightly Timesheet.
When complete the staff member and supervisor must sign the timesheet and submit to HR.
Please see below for a summary of entitlements that are set out in the Professional Staff Enterprise
Agreement 2010 and refer to the attached example Professional Full Time Staff (non-Casual) Fortnightly
Timesheet on how to complete each instance.
Shift Penalties:
A staff member who, at the request of the University, is rostered to work on a shift, weekend or public
holiday, will be paid the applicable shift penalty. Payment will be calculated by applying the relevant shift
penalty (allowance) to the Staff Member’s hourly rate.
Shift Type
Afternoon Shift
Code
SH10
Evening Shift
SH125
Night Shift
SH15
Saturday
SH50
Sunday
SH75
Public Holiday
SHPH
Description
Commencing at or after 10am and before 1pm and
concluding at or after 6pm. (See example – 5/4/12)
Commencing at or after 1pm and before 4pm and
concluding after 6pm.
(See example – 10/4/12)
Commencing at or after 4pm and before 4am.
(See example – 11/4/12)
Commencing at or afternoon midnight Friday and
before midnight Saturday.
Commencing at or afternoon midnight Saturday and
before midnight Sunday.
Work during a public holiday.
Full Time Staff Timesheet Instructions_May2012
Allowance
10%
12.5%
15%
50%
75%
150%
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Overtime:
If the staff member has worked more than 70 hours per fortnight they will be paid overtime for every
period of time over the 70th hour unless there is a prior agreement with the supervisor to utilise variable
working hours. Overtime is paid at time and a half for the first two hours of overtime then double time
for the remaining hours.
Overtime Types
Applied to the first two hours of overtime worked on Monday to
Friday and Saturday (before 12 noon). (See examples – 17 & 18/4/12)
Paid after 2 hours of overtime has been worked, as well as any
overtime worked between 12 noon Saturday and midnight Sunday.
(See examples – 17 & 18/4/12)
Overtime hours worked on a Public Holiday. (See example – 7/4/12)
Code
OT15
Allowance
1.5x normal hourly rate
OT20
2x normal hourly rate
OTPH
2.5 x normal hourly rate
Meal Allowance:
Staff working 2 hours or more of overtime on a weekday, or 4 or more hours of overtime on Saturdays,
Sundays or Public Holidays may claim a meal allowance for that day. (See example timesheet – 7/4/12
and 18/4/12 – meal allowance).
On-Call (Ready–A) for Professional Staff
Staff (mainly IT) on Ready A are on “out of hours restriction” during which they are required to be
contactable and available to perform any additional duties required of them that is consistent with their
job description. Note: no specific examples are provided on the attached Professional Full Time Staff
(non-Casual) Fortnightly Timesheet.
On-Call Type
On call Monday to Friday
On call Saturday
On call Sunday
Public Holidays
Code
SH075
SH10
SH125
SH15
Allowance
7.5% of the hourly rate of pay
10% of the hourly rate of pay
12.5% of the hourly rate of pay
15% of the hourly rate of pay
If the staff member is recalled to their workplace during the “restriction” period they must do so within
one hour of being called. Payment will be at the appropriate overtime rate with a minimum of 4 hours
being paid. If the staff member is required to perform additional duties but is not recalled to the
workplace, payment will be at overtime rates with a minimum of 1 hour being paid.
Notes:
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If the staff member did not work on any shifts and did not work any overtime a timesheet does
NOT need to be submitted. The staff member will be paid based on their existing agreed hours of
work.
Further and completed information on Hours of Work and Association Conditions can be found
on the Macquarie University Enterprise Agreement 2012
http://staff.mq.edu.au/human_resources/ea/professional_staff_agreement/
Full Time Staff Timesheet Instructions_May2012
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