Purpose of the guide

This guide lists the steps required to approve a timesheet submitted by a Casual Academic when they have varied from their pre-determined work schedule. As a supervisor, you can make changes to the timesheet as well, or submit a timesheet on behalf of the Casual Academic.

Amendment timetable for Casual Claims

Amendments can be submitted both for the current pay period’s schedule, and a previous pay period’s schedule up to six months in the past. 

In the current pay period’s schedule, you can:

  • Enter additional hours, for example if the Casual Academic worked an extra tutorial, and/or
  • Remove hours, for example if they were sick.

In a previous pay period’s schedule, you can:

  • Enter additional hours, for example if the Casual Academic worked an extra tutorial.

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 approved / returned / submitted by 3pm on the following Wednesday. Note that if a submitted timesheet is not actioned by the deadline, it will be rolled over for approval in the next pay fortnight.

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.

Notification of timesheets to be reviewed

If there is a timesheet waiting for your review, you will receive an email notification to advise you of this. You will also see a notification on your my.UQ dashboard. You will not receive a separate notification for each timesheet: A notification will be sent / displayed if you have any timesheets to review, and will disappear when you have completed all timesheets.

Navigate to the timesheet

To navigate to the CAHP system, you can:

  • Click on the link in your notification email, or
  • Click on the timesheet notification in your my.UQ dashboard, or
  • 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 and click on ‘Approvals’ in the top navigation bar, then ‘Timesheet approvals’ in the left navigation bar.

The Teaching Activity Timesheet Approvals page displays all submitted timesheets awaiting your review. Click anywhere on a row to access the timesheet.

Timesheet overview

The Pay period selector allows you to choose the pay period that you would like to review.

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 add hours for an activity that is not in the schedule.

The ‘Approve changes’ button allows you to confirm that you want the hours listed on the timesheet to be paid to the Casual Academic. Any activities with status ‘SUBMITTED’ will be updated to status ‘APPROVED’. You can add a comment to your approval in a pop-up window that appears after clicking the button.

The ‘Reject changes’ button allows you to reject the timesheet so that it is returned to the Casual Academic, who will receive a rejection notification via email. Any activities with status ‘SUBMITTED’ will be updated to status ‘REJECTED’. You can add a comment to explain your rejection in a pop-up window that appears after clicking the button.

The teaching activity table displays all of the teaching activities that were scheduled for the Casual Academic, as well as any changes that were applied to their pay for this pay period. This includes changes made for previous pay periods if they affect the pay they 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. – The 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 the Casual’s 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.

Approve a timesheet

If you would like to approve the timesheet as it stands, click the ‘Approve changes’ button.

A pop-up window will appear. You can add an optional comment here and click ‘Submit’ to finalise your approval or ‘Cancel’ to go back to the timesheet. On approval, any activities with status ‘SUBMITTED’ are updated to status ‘APPROVED’.

Adjust a timesheet before approving

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

You can remove an activity from the 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 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 the Casual Academic 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 approve the timesheet as described above.

Submit a change to a timesheet for a previous fortnight

You can make changes to 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 process a timesheet for the current pay period, but any changes you make in previous pay periods will be included in the timesheet for the current period. To make 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. Note, however, that as a Supervisor you cannot start the process of a pay recovery. This means that you cannot delete or reduce the duration of any activity in the past. If a Casual Academic has already been paid for an activity that they did not work, they can submit a timesheet to remove these overpaid hours.

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 ‘Approve changes’. All changes for the current AND previous pay periods will be approved for payment. Any activities with status ‘DRAFT’ are updated to status ‘APPROVED’.

Return a timesheet to the Casual Academic

If you do not want to approve the timesheet submitted to you by the Casual Academic, you can reject it with the ‘Reject changes’ button.

This will return the timesheet to the Casual Academic, who will receive a rejection notification via email. Any activities with status ‘SUBMITTED’ will be updated to status ‘REJECTED’. You can add a comment to explain your rejection in a pop-up window that appears after clicking the button.

Adjust a timesheet on behalf of a Casual Academic

As a Supervisor, you can also make changes to a Casual Academic’s timesheet on their behalf, without relying on the Casual Academic to submit their timesheet. To do this, navigate to the ‘Teaching Activity Schedule’ page via the top navigation bar.

The Teaching Activity Schedule page will display all of the staff you supervise. Click on the ‘Go to’ link under the Timesheet column to access the timesheets for that staff member.

Then you can amend and approve the timesheet as described above.