Purpose of the guide

This guide lists the steps required to submit a timesheet when you vary from your pre-determined work schedule.

Amendment timetable for Casual Claims

You can submit a timesheet to amend your work schedule either for the current pay period’s schedule, or a previous pay period’s schedule. 

In both the current pay period’s schedule as well as previous pay periods, you can:

  • Claim additional hours, for example if you worked an extra tutorial, and/or
  • Remove hours, for example if you were sick.

Casual salary payments will continue to be processed fortnightly. Timesheets are available for editing from the last Friday of the pay period and must be submitted by 5pm on the following Monday.

If timesheets are not available for editing, a notification is displayed on the page:

Payment timetable for Casual Claims

To find out more about pay periods and their dates, refer to the Payment Timetable for Casual Claims, available on the HR website: https://staff.uq.edu.au/information-and-services/human-resources/pay-leave-entitlements/pay-scales/casual-academic. You can also refer to the CAHP Pay Period Date Table 2018 or 2019 for information on specific dates for each week.

Navigate to the timesheet

To navigate to the CAHP system, click on the 'CAHP' link in my.UQ (under 'Apps') or navigate to cahp.uq.edu.au. If needed, use your UQ credentials to log in to the CAHP system.

Click on the ‘Timesheet’ tab to access the timesheet. Note that the timesheet will be read-only except in the editing window identified above.

Timesheet overview

The Pay period selector allows you to choose the pay period for which you want to submit a change.

The pay period information section below shows you:

  • The dates for the pay period
  • The expected date of payment for the selected pay period
  • Pending gross payment indicates the total gross pay for the pay period in the event all proposed changes are approved by the Supervisor
  • Approved gross payment indicates the total gross pay for the pay period as it stands, if the Supervisor does not approve. It includes any previously approved changes to the timesheet.

The View dropdown box allows you to filter the items in the teaching activity table. You can choose the following options:

  • ‘Scheduled’ shows all activities that you were scheduled to complete in the fortnight, before any changes were made.
  • ‘Changes’ shows all updates to activities, with status Draft, Submitted or Rejected
  • ‘Approved’ shows the approved version of the current timesheet. It removes any unapproved changes.
  • ‘All’ shows all activities regardless of status.

The ‘Add activity’ button allows you to add a teaching activity that is not listed in the table. Use this if you need to make a claim for an activity that is not in your schedule.

The ‘Submit changes for review’ button sends your changes to your Supervisor for approval. Any activities marked ‘Draft’ will be updated to ‘Submitted’. You will have an opportunity to enter a comment to your supervisor before you submit.

The teaching activity table displays all of the teaching activities that were scheduled for you, as well as any changes that were applied to your pay for this pay period. This includes changes made for previous pay periods if they affect the pay you will receive for this pay period. The table includes the following information:

  • ID – the unique identifier for the teaching activity
  • Unit – The Unit (School) in which the teaching activity takes place
  • Course – The Course Code in which the teaching activity takes place
  • Employee no. – Your employee number used for the activity
  • Scheduled date – The date and time of the activity
  • Activity – The name of the teaching activity, for example Tutorial 1/1
  • Pay code – The pay code at which the activity is being paid. For more information, refer to the HR website: https://staff.uq.edu.au/information-and-services/human-resources/pay-leave-entitlements/pay-scales/casual-academic
  • Duration – The length of the activity in hours, for example 1:00
  • Amount – The gross payment for the activity
  • Comment – Any comments added for the activity when a change is made
  • Review – The name of the person who approves the change (most commonly your Supervisor)
  • Status – The status of the teaching activity. Statuses include Scheduled, Draft, Submitted, Approved and Rejected.

The Comments box records any comments added when a change is made for the overall timesheet. This is in addition to any line item level comments.

The Timesheet defaults to the current fortnight. You can submit a change for the current fortnight’s schedule, or for a previous fortnight.

Submit a change to your timesheet for the current fortnight

The table displays all of the teaching activities which have been assigned to you to perform during the fortnight.  The pay period dates are displayed, along with the pay date and the gross payment you will receive if no changes are made.

To make a change to your timesheet, you can either adjust a scheduled activity, or add a new activity if you have completed more tasks than those listed in the table.

You can remove an activity from your timesheet by clicking the ‘Delete’ button on the activity. To adjust a scheduled activity, click the ‘Edit’ button on the activity you want to change.

A pop-up window will appear where you can adjust the date, start time and duration (in minutes) of the activity. You can also include a comment to your supervisor on the activity. Click ‘Save’ when you have completed your changes.

When you edit or delete an activity, the original activity is still visible but crossed out. A new row is added with the new duration (or zero duration if it was deleted) with a DRAFT status.

To add a new activity, click the ‘Add activity’ button.

A pop-up window will appear. You can select the Unit (School), Course and Scheduled activity for which you completed the work. If the drop-down boxes do not show the course or activity that you are looking for, tick the ‘Show all courses in unit’ or ‘Add unscheduled activities’ checkbox to unlock all courses / activities. Enter a date, start time and duration (in minutes), and leave a comment (optional) before clicking the ‘Save’ button. Your added activity will be displayed in the table with a ‘DRAFT’ status.

When you have made all the required changes, click ‘Submit changes for review’.

A pop-up window will appear where you can enter a comment for your Supervisor. Click ‘Submit’ to submit your timesheet. Any activities with status ‘DRAFT’ are updated to status ‘SUBMITTED’.

Submit a change to your timesheet for a previous fortnight

You can submit changes for activities up to six months in the past. The process is similar to submitting a change in the current fortnight, with some minor differences. You can only submit a timesheet for the current pay period, but any changes you make in previous pay periods will be included in your timesheet for the current period. To submit a change for a previous pay period, navigate to the relevant pay period in the Pay period dropdown box.

Once you have selected your pay period, you can add a new activity, or edit or delete an activity. This works in the same way as for the current fortnight.

To submit your change(s) for approval, navigate back to the current pay period with the ‘View all changes for submission’ button.

On the timesheet for the current pay period, there is now a section for amendments to previous pay periods. You can click on the ‘View’ button to return to the pay period for the changed activity, or click ‘Delete’ to remove the change. Note that if you delete your change, the status will change back from ‘DRAFT’ to the previous status on the activity (for example, ‘APPROVED’).

When you have made all the required changes, click ‘Submit changes for review’. All changes for the current AND previous pay periods will be submitted to your Supervisor for approval. Any activities with status ‘DRAFT’ are updated to status ‘SUBMITTED’.

Make another change after submitting your timesheet

If you have already submitted your timesheet for the pay period and you want to make an additional change, you can do this as long as the timesheet is available for editing (see the top of this guide for the timeframe). Your changes will be submitted to your Supervisor for approval. It does not matter whether your Supervisor has already approved your earlier timesheet or not.