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GENERAL
This guide provides GENERAL information for the following areas and tasks:
General information for HRonline, not covered in the TIMESHEET, LEAVE and APPROVER guides
Access, logging in, unlocking, resetting passwords
Manage / update / change your personal details, personal contacts, emergency contacts
Manage / update / change your leave and employment records
View your roster, qualifications and employee calendar
View your payslips, payslip history, payment summaries
View / update / change your bank accounts
Help
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TABLE of CONTENTS
WHERE CAN I ACCESS HRONLINE FROM? ................................ 4
Via University of Newcastle website ............................................................ 4
Via direct website address ............................................................................ 5
HOW DO I RESET MY HRONLINE PASSWORD? ......................... 5
I know my password and I want to change it ............................................... 6
I don’t know my password and I want to change it ..................................... 7
I have set up my IT Alert Mobile Number in HRonline .................................. 7
HOW DO I UNLOCK MY HRONLINE ACCOUNT? ......................... 9
HRONLINE WELCOME SCREEN ................................................... 9
MY DETAILS ................................................................................. 10
MY HR ........................................................................................... 11
Personal Details ........................................................................................... 12
Update your Personal Contacts .................................................................. 13
Emergency Contacts .................................................................................. 14
Add a new Emergency Contact ............................................................... 14
Update an existing Emergency Contact .................................................. 15
Employee Equal Opportunity Information ................................................... 16
Employment .................................................................................................. 17
Appointment Details ................................................................................... 18
View the details of a specific occupancy record ...................................... 19
View details of your position .................................................................... 20
Roster ......................................................................................................... 20
Update your Staff Directory Details ............................................................ 21
View or change Attribute information ...................................................... 22
Add new Attribute information ................................................................. 22
My Staff Directory Details: CRITICAL SMS ................................................ 23
Private Outside Work .................................................................................. 25
Employee Calendar .................................................................................... 26
Training History .......................................................................................... 27
3
MY PAY ......................................................................................... 28
Payroll Details .............................................................................................. 29
View your current payslip ........................................................................... 29
View your payslip history ............................................................................ 29
Bank Accounts............................................................................................ 30
Payment Summary ..................................................................................... 32
NEED MORE HELP? ..................................................................... 33
4
GENERAL
Where can I access HRonline from?
You can access HRonline from any device with Internet Explorer, Forefox and Safari browsers that has an internet connection.
Via University of Newcastle website
Once you have your Username and Password, you can go to the main University of Newcastle website and follow the links to HRonline:
1. Go to www.newcastle.edu.au >
2. Click Current Staff at the top of the homepage:
3. Scroll down to SYSTEMS AND TOOLS > Click HRonline:
http://www.newcastle.edu.au/
5
4. Login with:
Username = your Number Plate (your Uni ID e.g. ABC123) Password = your main password >
5. Click Login:
Via direct website address
The direct URL is: https://hronline.newcastle.edu.au.
We suggest you “bookmark” the HRonline page for easy future access.
How do I reset my HRonline password?
Try to log in with your main password and Number Plate combination.
If you want or need to change your password, please follow one of the below options: I know my password and I want to change it I don't know my password and I want to change it
Alternatively, if you are having trouble following the steps or encounter any unexpected errors, please phone the IT Service Desk on Ext 17000 ((02) 4921 7000) and they will be able to reset your password over the phone.
https://hronline.newcastle.edu.au/
6
I know my password and I want to change it
1. Click here.
2. Enter your Number Plate and password >
3. Click Login:
4. Enter your current password >
5. Enter your chosen new password twice >
6. Click Change Password:
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7. If successful, you will receive this Success screen:
8. Your main university password is now changed, and you can access HRonline with this password.
I don’t know my password and I want to change it
As of 26 September 2016, you will need to add an IT Alert Mobile Number to your HRonline profile before you can use the Reset Forgotten Password utility.
If you cannot access HRonline and you have not yet added an IT Alert Mobile Number, please contact the IT Service Desk on Ext 17000 ((02) 4921 7000) to reset your password over the phone.
Please then log in to HRonline and follow the steps here to add an IT Alert Mobile Number.
You will then be able to reset a forgotten password yourself in the future.
I have set up my IT Alert Mobile Number in HRonline
You are able to use the Reset Forgotten Password utility. Please follow the below steps.
Note: You will need your mobile phone with you.
1. Go to the University’s YOUR PASSWORD page, located here.
2. Click on the “+” to expand the Forgotten your password section >
3. Click on the Reset Forgotten Password link:
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4. Type in your Number Plate (your Uni ID e.g. ABC123) >
5. Click Next:
6. Enter the Security Code that has just been TEXTED to the IT Alert Mobile Number >
7. Click Next:
9
8. Enter a new password >
9. Enter the new password again >
10. Click Next to save:
11. If successful, you will receive this screen:
12. Your main university password is now changed, and you can access HRonline with this password.
How do I unlock my HRonline account?
Your HRonline account will unlock automatically after one hour.
If you require urgent access, email your request to [email protected]. The HR Information Systems (HRIS) team will unlock your account as soon as they are able and will advise you.
Once your account has been unlocked, if needed, you can reset your password by following the steps in the How do I reset my HRonline password? section.
HRonline welcome screen
mailto:[email protected]
10
When first logging in to HRonline, the My Details panel will be collapsed and the My Favourites panel will be expanded:
1. Click > next to My Details to expand the My Details panel, and simultaneously collapse My Favourites:
2. Open the My Favourites menu to select the most commonly used
options in HRonline:
My Details
This section of HRonline displays the user ID, name, active job and position description of the user logged in.
If the active job is changed, it will be updated in this section.
11
HRonline displays information from one job at a time. If you have more than one job at the University, you will need to choose a specific job number and then the relevant information and options will be displayed. Information and options will relate to this job number until you choose another job or you log off HRonline.
Please note, only active jobs are listed under My Details.
To change the active job:
1. Click > to the left of My Details:
2. The panel will expand downwards and display all current jobs for the
logged in user > 3. Click on the row/job > Click Select:
4. The chosen job will now be displayed under ‘My Details’.
My HR
My HR allows you to:
Update your Personal Details
12
Manage your Leave
Manage your Employment Records
View your Employee Calendar
1. Click My HR >
2. Choose an option from the menu:
Personal Details
Leave
Employment
Personal Details
These steps show you how to view and update your personal details in HRonline.
1. Click My HR > Personal Details >
2. Choose an option from the menu:
Personal Contacts
Emergency Contacts
EEO Information
13
Update your Personal Contacts
1. Select My HR > Personal Details > Personal Contacts:
2. Your Personal Contacts will be displayed in the right hand screen:
3. Click Contact Details:
4. The Personal Contacts form will be displayed.
5. Complete / edit fields >
6. Click Update to Save:
14
Emergency Contacts
1. From the menu, select My HR > Personal Details > Emergency Contacts:
2. Your Emergency Contacts will be displayed.
Add a new Emergency Contact
1. To add a new Emergency Contact, click on Add new Emergency Contact record:
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2. Complete relevant fields >
3. Click Insert to Save:
Update an existing Emergency Contact
1. From the Emergency Contacts screen, click on the Contact Name >
16
2. Update fields >
3. Click Update to Save.
Employee Equal Opportunity Information
The University of Newcastle values equity, diversity, access and social justice.
We strive to create a learning and working environment that reflects and
celebrates diversity, practises affirmative action, offers equal opportunity and is
free from discrimination and harassment. The information provided by staff is
confidential and is used to develop comprehensive and relevant employment
and career development strategies for staff of the University of Newcastle.
The below shows you how to update your Employee Equal Opportunity
Information details in HRonline.
1. From the menu, select My HR > Personal Details > EEO Information:
2. Your Employee Equal Opportunity Information record will be
displayed:
3. Click EEO Details:
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4. The EEO Information form will be displayed >
5. Update relevant fields >
6. Click Update to Save OR Click Clear to clear the form and start again:
Employment
The Employment section of HRonline allows you to:
Verify your Appointment Details
Display your employment View Roster
Enter an Outside Work Application
Display your Qualifications
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View your training history prior to July 2016
1. From the menu, select My HR > Employment >
2. Choose an option from the menu:
Appointment Details
Roster
My Staff Directory Details
Private Outside Work
Employee Calendar
My Qualifications
Training History
Help for Employment Information
Appointment Details
You can check all of your appointments at the University of Newcastle.
1. From the menu, select My HR > Employment > Appointment Details:
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2. The Appointment Details query form will be displayed.
View the details of a specific occupancy record
1. Click on an occupancy row > Click Details at the bottom of the page:
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2. The occupancy details will be displayed.
View details of your position
1. Click on the Position Number:
2. The further details will be displayed on the right side of the page.
Roster
You can view your roster and work patterns for specific periods.
1. From the menu, select My HR > Employment > Roster:
2. The roster form will be displayed.
3. Enter an Enquiry Date or choose a date from the calendar >
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4. Enter the number of days you wish to see in the Period of Enquiry >
5. Click Find:
6. Your roster will be displayed.
Update your Staff Directory Details
1. From the menu, select My HR > Employment > My Staff Directory Details:
2. The Employee Attributes screen will be displayed.
22
View or change Attribute information
1. Click on an Attribute Type to view/change details:
Add new Attribute information
1. Click Add new Employee Attribute record to add a new attribute:
2. The below Employee Attributes screen will be displayed.
3. Select the Attribute Type:
23
4. Select the Attribute Value >
5. Enter Comments (this is where you can enter the attribute’s information e.g. a phone number) >
6. Click Insert to save:
7. You will receive a Success message when saved:
My Staff Directory Details: CRITICAL SMS
Follow these steps to change your Critical Incident SMS mobile number.
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1. From the menu, select My HR > Employment > My Staff Directory Details:
2. Click Add new Employee Attribute record to add a new employee
attribute:
3. The Employee Attributes screen will be displayed.
4. Select the Attribute Type as Staff Contact Details >
5. Select the Attribute Value as Critical Incident SMS >
6. Enter a mobile phone number (no spaces, brackets or full stops) into the Comments >
NOTE: This mobile number is stored for use in emergency situations only and will not be used or any other purpose.
7. Click Insert to save.
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8. You will receive a Success message when saved.
Private Outside Work
The University of Newcastle recognises that it is in its interest for members of
staff to participate in appropriate Outside Work activities which bring benefits to
the institution whilst promoting or maintaining the professional standing of staff.
It is also recognised that Outside Work must be undertaken in a way that
appropriately addresses risks associated with such arrangements. For further
information on Outside Work see the Outside Work Policy - D12/26657P.
1. From the menu, select My HR > Employment > Private Outside Work:
2. Click Add new record:
3. The Outside Work form will be displayed.
4. Complete relevant fields >
5. Click Update to Save
26
OR Click Clear to clear the form and start again:
Employee Calendar
The Employee Calendar allows you to view leave bookings (Pending, Approved and Deferred).
Public Holidays are displayed in the calendar by default.
The calendar is for display only. Events cannot be created / updated via the calendar.
1. From the menu, select My HR > Employment > Employee Calendar:
27
2. Your calendar will be displayed. The Calendar will show the current month.
3. To display the previous month, click
4. To display a specific date, type the date in the date field OR choose the date from the calendar drop-down >
5. Click Display:
For more information about Staff Directory Information, see Help for Personal Details in the Personal Details menu within HRonline:
Training History
You may view your training history prior to July 2016.
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1. From the menu, select My HR > Employment > Training History:
2. The Training History search form will display >
3. Enter the Start Date and/or End Date and/or Course Code > Click Find:
4. The training history for that search will be displayed.
My Pay
My Pay allows you to:
View payroll details
View payslips and payment summaries
View / change bank account details
View and enter Timesheets (Not covered in this guide. Information found in the HRonline Help - TIMESHEETS guide.)
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Payroll Details
1. Click My Pay > Payroll Details:
2. Choose an option from the menu:
Current Payslip
Payslip History
Bank Accounts
Payment Summary
View your current payslip
1. Go to My Pay > Payroll Details > Current Payslip:
2. Current Payslip is also in the My Favourites menu.
TIP: You can print your payslip or payment summary by clicking on the Print icon near the top right hand corner of the HRonline home page:
View your payslip history
1. Go to My Pay > Payroll Details > Payslip History:
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2. Scroll down the page to see the payslips available.
3. Click on the Period End date to view the full payslip:
Bank Accounts
The Bank Accounts section allows you to view and change your bank account details in HRonline.
1. From the menu, select My Pay > Payroll Details > Bank Accounts:
2. Your current Bank Accounts will be displayed >
3. Click to select the account you wish to change >
4. Click on the small arrow, bottom left of the screen, to view the selected account’s details:
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5. The details of the account will be displayed.
6. Enter the new bank account details >
7. Click Save, at the bottom of the screen:
8. Click SUBMIT, at the bottom of the screen:
32
Payment Summary
1. From the menu, select My Pay > Payroll Details > Payment Summary:
2. The Payment Summary screen will be displayed >
3. To view Payment Summary details, click on a Serial#:
4. Click on PAYG Payment Summary:
5. The Payment Summary will be displayed on in a new tab:
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NEED MORE HELP?
Please read the below to make sure you contact the correct team!
Contacting the correct team saves time and ensures your question is answered quickly.
AREA CONTACT
Payslips Payroll Services Telephone: (02) 4033 9999 > Option 1 Email: [email protected]
Payment Summaries Payroll Services Telephone: (02) 4033 9999 > Option 1 Email: [email protected]
Tax Payroll Services Telephone: (02) 4033 9999 > Option 1 Email: [email protected]
Superannuation Superannuation Telephone: (02) 4033 9999 > Option 1 Email: [email protected]
Leave Leave Specialist Telephone: (02) 4033 9999 > Option 1 Email: [email protected]
Staff Directory Updating HRonline information.
HR Support Telephone: (02) 4033 9999 > Option 6 Email: [email protected]
Staff Directory HRonline is correct but it has not updated the Staff Directory on the website.
Web Team Email: [email protected]
Approvers Who is my timesheet approver?
HR Support Telephone: (02) 4033 9999 > Option 6 Email: [email protected]
mailto:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]
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Approvers My timesheet approver isn’t in my HRonline list.
HR Support Telephone: (02) 4033 9999 > Option 6 Email: [email protected]
Training Discover Website: http://www.newcastle.edu.au/current-staff/working-here/performance-and-development/workforce-development/discover
Recruitment I can’t see the progress of an application.
Recruitment Team Telephone: (02) 4033 9999 > Option 2 Email: [email protected]
Qualifications Information about adding qualifications.
HR Support Telephone: (02) 4033 9999 > Option 6 Email: [email protected]
Qualifications Qualifications are correct in HRonline but my Research Profile is not updated.
Research Performance and Systems Unit Email: [email protected] Website: http://www.newcastle.edu.au/research-and-innovation/resources/research-performance-and-systems-unit/contact-us
Alesco / Ascender Report requests
HR Information Systems Telephone: (02) 4033 9999 > Option 3 Email: [email protected]
Alesco / Ascender System access
HR Information Systems Telephone: (02) 4033 9999 > Option 3 Email: [email protected]
ECG System access
HR Information Systems Telephone: (02) 4033 9999 > Option 3 Email: [email protected]
Discoverer System access
HR Information Systems Telephone: (02) 4033 9999 > Option 3 Email: [email protected]
Further HRonline assistance is available through the following:
About Your Contract or Appointment Contact your Supervisor / Timesheet Approver or HR Support
HR Support Telephone: (02) 4033 9999 Email: [email protected]
PRD Online Email: [email protected]
HR Information Systems Email: [email protected]
General IT Help Telephone: (02) 4921 7000
mailto:[email protected]://www.newcastle.edu.au/current-staff/working-here/performance-and-development/workforce-development/discoverhttp://www.newcastle.edu.au/current-staff/working-here/performance-and-development/workforce-development/discoverhttp://www.newcastle.edu.au/current-staff/working-here/performance-and-development/workforce-development/discovermailto:[email protected]:[email protected]:[email protected]://www.newcastle.edu.au/research-and-innovation/resources/research-performance-and-systems-unit/contact-ushttp://www.newcastle.edu.au/research-and-innovation/resources/research-performance-and-systems-unit/contact-ushttp://www.newcastle.edu.au/research-and-innovation/resources/research-performance-and-systems-unit/contact-usmailto:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]
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Email: [email protected]
mailto:[email protected]