Christmas and New Year payroll processing requires amendments to normal deadlines for staff to submit documentation or casual online timesheets via Web Kiosk.
For your information the Christmas Break as per the Workplace Agreements will cover the period Thursday 25th December 2014 to Thursday 1st January 2015 with Friday 2nd January being the first working day for 2015.
This email provides advance warning of the amended deadlines and also confirmation of when each pay will be credited to staff bank accounts.
Timesheet approvers should also make arrangements for delegation of timesheet approvals if they plan to be on leave over the Christmas / New Year payroll periods.
Web Kiosk access or login
http://www.une.edu.au/web-kiosk
Web Kiosk Guides for online processes.
http://www.une.edu.au/web-kiosk/web-kiosk-guides
ONLINE (Web Kiosk) TIMESHEETS
Online timesheets will need to be lodged and approved by the revised deadlines.
**Due to the early deadlines for 25th December 2014 pay HR will allow employees to forecast hours up to and including Friday 19th December 2014.**
In the event that forecasted hours are not actually worked supervisors should contact HR to make arrangement for recovery options.
APPROVERS RESPONSIBILTIES
Approvers should especially note the revised deadlines to be sure payments to staff are not delayed.
Supervisors are responsible for ensuring they thoroughly check the details of the documents they are authorising.
For Web Kiosk timesheets or leave request please click on the “Record ID” to review the full details of what you are approving.
For timesheets you need to ensure the correct work dates, hours worked, rate of pay, cost code requirements and start and finish times are recorded.
For leave requests you need to check the staff members available leave balance and that correct work dates and Hours taken have been recorded.
Delegation of approvals when you are absent or on leave.
Appropriate delegation of approval functions should be arranged for periods when you know you will be absent on leave or unavailable.
Contact hr-support@une.edu.au if assistance required with delegations functions.
OTHER DOCUMENTATION
All other documentation related to payroll will need to be received in Human Resource Services by the revised deadlines. Documentation received after the required deadlines will be processed in the next available pay period. Whenever possible any documentation relating to pays should be forwarded as completed and not held until the specified deadlines. We also seek your assistance in providing staff numbers on all payroll forms wherever possible.
Pay Ended 25th December 2014
EARLY DEADLINES APPLY
TIMESHEET LODGEMENTS
5.00pm – Tuesday 16th December – all **TIMESHEETS** to be lodged.
**Due to the early deadlines for 25th December 2014 pay HR will allow employees to forecast hours up to and including Friday 19th December 2014.**
In the event that forecasted hours are not actually worked supervisors should contact HR to make arrangement for recovery options.
APPROVAL OF TIMESHEETS
5.00pm – Wednesday 17th December – Online timesheet approvals.
Pays deposited early in Bank accounts on Tuesday 23th December 2014.
Pay Ended 8th January 2015
Due to University Shut Down – Amended early deadlines apply
5.00pm – Monday 22 December 2014 – all other non timesheet related documentation affecting processing of entitlements for this pay period.
5.00pm – Monday 22 December 2014 – all TIMESHEETS to be lodged.
5.00pm – Tuesday 23 December 2014 – Online timesheet approvals.
Pays deposited as normal in Bank accounts on Thursday 8th January 2015.
Pay Ended 22rdh January 2015
Normal deadlines will apply
5.00pm – Tuesday 13th January – all other non timesheet related documentation affecting processing of entitlements for this pay period.
5.00pm – Wednesday 14th January – all TIMESHEETS to be lodged.
5.00pm – Thursday 15th January – Online timesheet approvals.
Pays deposited as normal in Bank accounts on Thursday 22rd January 2014.
FUTURE DEADLINE INFORMATION
Future payroll deadline information can be found on the Human Resource Services web page under the heading of “Payroll Calendar” http://www.une.edu.au/staff-current/working/pay-timesheets-super
Please note that the 2015 Payroll Calendar will be released early next week
Public holidays are the main cause for amended deadlines therefore it is recommended that staff review the “Payroll Calendar” on a regular basis to have advance warning of lodgement deadlines.
We also seek your continued assistance in the following matters especially over the amended deadlines for December and January periods.
NON CASUAL STAFF CEASING EMPLOYMENT
To ensure prompt payment of final monies and the prevention of overpayments of wages please be sure to complete the necessary forms:
For the initial advice to HRS for a staff member resigning or retiring: http://www.une.edu.au/__data/assets/pdf_file/0005/38894/resignation-retirement19-02a.pdf
For payment of final monies the following form is required to be completed and authorised by the Head of Cost Centre: http://www.une.edu.au/__data/assets/pdf_file/0003/37506/ceasingemployment19-02b.pdf
Assistance from staff and supervisors to pass on these forms promptly to HR Services is crucial in ensuring timely processing.
Assistance from Human Resource Services staff:
HR Services and Support contact names and details can be viewed on the following web page: http://www.une.edu.au/staff-current/une-areas/administration-areas/human-resource-services/hrs-contacts-staff-list