Online Pay Claims for EXAM SUPERVISORS User Guide Version 1.0

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1 Online Pay Claims for EXAM SUPERVISORS User Guide Version 1.0

2 Table of Contents What is Employee Self Service?... 4 Where do I start?... 4 Where do I find help?... 4 Getting Started... 5 Pay Claim Entry... 7 Review Existing Pay Claims... 7 Select a Time Period... 8 Enter a Comment... 9 Select Type of Claim Casual Hours (no minimum)... 9 Enter Position Enter Costing Enter hours worked Submitting a Pay Claim Manager Approval Updating (Re-submitting) a Pay Claim Pay Claim Search Pay Claim Templates Using a Template Frequently Asked Questions... 20

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4 What is Employee Self Service? From September 2015 Exam supervisors will be required to enter and submit their pay claims through Employee Self Service (ESS) in the neo HR/Finance System. When a pay claim is submitted, the Exam Supervisor s manager receives a notification to either approve or reject the claim. When the manager actions the pay claim, the Exam Supervisor will receive a notification acknowledging the action and the claim is then sent to the payroll system for processing. Pay claims can also be entered on behalf of the Exam Supervisor by their manager, using the Manager Self Service (MSS) responsibility. Where do I start? Before you log into neo for the first time you will need to activate your account, this process need only be completed once. Copy and paste the below account activation link into your browser and complete the required details. Once completed, the activation will synchronize your neo and webmail passwords (they will be the same). Your neo username is your staff ID. Where do I find help? All system and password issues should be logged with IT Support on ext 2222.

5 Getting Started Log into Neo by navigating to the Neo website: and click on the Neo login button. Use the username (your Staff ID) and password (the same as your webmail password) that you set on the Account Activation Page to login at the following screen: Once you have logged in, the UTS Employee Self Service responsibility is displayed at the left of the screen: Click on the link for the UTS Employee Self Service responsibility. Under the Online Pay Claims, the following two options will appear: Pay Claim Entry Templates

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7 Pay Claim Entry Click on Pay Claim Entry. The Recent Timecard page displays any previous pay claims. This table can be sorted by the Status, Period Starting, Period Ending, Recorded Hours or Submission columns. To view older pay claims select the Next link at the top right of the table. Review Existing Pay Claims To view details of previous pay claims, click on the Details icon to access the Pay Claim Review screen. Note that you cannot make changes from this view. When the pencil icon is coloured, you may edit your pay claim. To update the pay claim, click the Update icon to access the Pay Claim Entry screen. For important information on updating pay claims, see the section on Resubmitting Pay Claims When the pencil icon is greyed out, the pay period is older than 6 weeks therefore the pay claim cannot be amended through Self-Service. You need to contact Payroll to alter pay claims that are older than 6 weeks Click on the Pay Claim Entry link then click Create Pay Claim The Time Entry screen will appear:

8 Select a Time Period Click on the arrow to the right of the Period field to view the drop down options. Select a time period to enter your data against. You may also select a template if you have set one up (refer to Creating a New Template A time period that has an adjacent ~ is an active pay claim that contains data. You can only enter claims for the current or prior periods.

9 Enter a Comment If you wish to add a comment for your manager, type it in the comment box to the right of the Period field. These comments are viewed by your manager on submission of your pay claim Select Type of Claim Casual Hours (no minimum) Click on the arrow to the right of the Type of Claim field to view a drop down list of available options of payment or allowance category. For information on rules and eligibility go to Select the appropriate type from the list of values: Scroll down the list and select Casual Hours (no minimum) When entering pay claim data, please note that any field that contains an asterisk in the heading denotes a mandatory field.

10 Enter Position Click on the magnifying glass to the right of the Position field to view your current position. The Search and Select: Position screen will open. The Search and Select screen will automatically open Click on Go If you have multiple Positions, all Positions will appear. Click on the Quick Select icon (1 click).

11 Enter Costing Click on the magnifying glass to the right of the Costing field to view the drop down options The Search and Select screen will again open Click on Go The cost centre assigned to your Position will appear. Click on the Quick Select icon (1 click).

12 Enter hours worked Further to the right, there are a series of fields for the days relating to the pay claim period selected: Enter the start and stop times worked on a given day (or in the case of kilometres, the Kms field). For example, the following pay claim shows 3 hours worked in the morning and 2 hours in the afternoon for Monday, Aug 24. Please that time worked in mornings and afternoons (or pre and post meal break) must be entered so the correct meal break can be calculated. separately You cannot enter more than 5 hours straight without entering a break of at least half an hour. To check for the total hours worked at any stage, click on the Recalculate button. Totals will appear in the last row along the bottom of the pay claim and in the column at the end of the rows. If you need to add more rows to your pay claim, click on the Add Another Row button.

13 Submitting a Pay Claim Click on the Continue button. Note: the Cancel button will delete the pay claim without saving any changes. The Save button will save the pay claim for later use. After clicking the Continue button, the system validates the entries in your timecard (this may take up to 20 seconds). You will receive an error message if there is any discrepancy with your pay claim. In the example below, 5.5 hours were claimed without a break (5 hours is the maximum). Error messages show at the top of the Pay Claim form: To progress, the error must be corrected then Continue. Check the data in the Review screen then click Submit.

14 If there are no errors and you are ready to send the pay claim to your supervisor for approval, click on the Submit button. Note: the Cancel button will delete the pay claim without saving any changes. The Back button will take you back to the create screen to update before submitting. This will provide a summary screen with confirmation that the pay claim has been sent to your supervisor for approval (you will also receive a notification confirming this). Manager Approval Your supervisor will receive an from neo requesting that they approve or reject the pay claim. A notification is also sent to the manager s notification list in neo. Once your supervisor has actioned the pay claim, a message will appear in your notifications advising you of its status (i.e. whether with has been approved, rejected, or escalated if the manager has not actioned the notification within 3 days). You will also receive advice via .

15 Updating (Re-submitting) a Pay Claim Pay claims are open for amendment for a period of 6 weeks before the current date (that is the previous 3 pay periods can be altered through self-service). During this 6 week period, you can update a pay claim, regardless of its status (whether submitted, approved or rejected). To update a pay claim, locate the claim in the recent pay claims list, and click on the Update icon denoted by the coloured pencil. The pay claim will open displaying the details that were submitted. Make corrections to the screen (i.e. change of hours, hours not claimed, etc), and submit in the normal manner. All updated pay claims will go to your manager for approval as per the normal process. When making corrections, always enter the actual number of hours worked for the day. That is, resubmitted pay claims should be the total number of hours, NOT the difference between the correct and incorrect amounts. For example, if a casual has claimed 4 hours but in fact worked for 7 hours on that day, the corrected pay claim should read 7 hours (neo will work out that 4 hours have been already processed and will add another 3). Do not delete or correct hours that have already been paid! Note the same principle applies to a pay claim that has already been paid - only the difference between the original pay claim and the amendment will be paid (e.g. the previous pay claim was 20 hours and the resubmitted pay claim is 23 hours. 3 hours will be paid in the next pay period). If the pencil icon is greyed out, then the time period has elapsed and you will need to contact your Payroll Officer about any changes that need to be made to the pay claim. Note: Reports and s will be generated for pay claims requiring approval. s to approvers are generated by the system every 10 minutes.

16 Pay Claim Search Click on the Pay Claim Entry link. You may search for previously submitted pay claims in this screen based on the date range. Enter a range in which you wish to search for a pay claim in the From field. Type in the date using the format DD-MON-YYYY (for example, 01-JAN-2010). Alternatively, you can click on the calendar icon and select the required date from the pop up calendar window. Once you have selected the From date, you can enter a range by selecting a To date. Note: You may wish to leave the To field blank and retrieve all pay claims recorded from the date selected.

17 Pay Claim Templates Neo enables employees to create templates which can be used for recording and submitting pay claims. For example, a template may be created for a casual employee who works similar days/hours each fortnight, or an employee who works the same shifts each fortnight. Click on the Templates link and then click on Create Template. Create a New Template To create a pay claim template, click on the Create Template button. You can use a previous pay claim to populate your template: NOTE: This option is only available if you have previous claims to select from. Select the period required wait while the template populates with those hours. OR

18 Create the template as if you were submitting a pay claim. Note there are no dates at the top of each week day column. Once you have finished click the Apply button.

19 Using a Template To use a template, click on the Create Pay Claim button and choose the period you wish to create a pay claim for. Select the template you wish to use. You can only use 1 template per period (week), use of a second template will overwrite the original template and could cause errors in your pay. Click the Exclude Hours checkbox if you wish to only populate the Type of Claim, Position and Cost Centre fields. If you use template with hours, simply click on the continue button, check your entries and then submit your claim. If you exclude hours, enter your hours for the week and submit the claim.

20 Frequently Asked Questions When I clicked the Browser Back button the browser showed an error page. When entering Online Pay Claims you must always use the back button at the bottom of the pay claim page as it is calculating information every time you move to a different page. Why can I see Pay Claim types I m not entitled to? All Pay Claim types are visible to all employees, but the system prevents staff from selecting Pay Claim types they are not entitled to. How do I know if my manager changes my pay claim? When you view your submitted timesheets it will show the new cost centre/hours entered. Why does my hourly rate on my payslip change by 1 cent? Oracle looks at each payment separately and rounds it up or down based on 4 decimal places, sometimes there is a 1 cent difference in the rate but your overall payment will be correct. What happens if my manager is away and cannot approve my pay claim? Your pay claim will escalate to your manager s manager for approval. Page 20 of 20