Casual Lifecycle ProjectCasual Timesheet Solution

Suzanne DunstanDeputy 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 SolutionHow 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 SolutionHow 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 SolutionHow 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 SolutionHow do the changes affect me?-Time ApproverNew 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 DatePRE-Go-liveAll timesheets and workschedules must be submitted and approved

COB Thursday March 6, 2014

Go-Live WeekendAll 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.

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.

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