Is This The How-to For You?

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How to Create a Timesheet for Professional Staff

Is This The How-to For You?

This document is for UNE Professional staff who need to create and submit a timesheet. Only staff members employed on a casual basis are required to complete and submit a timesheet.

If you are a member of Academic Staff and are employed on a casual basis, please see ‘How To Create a Timesheet for Academic/ELC Staff’.

Staff employed on a permanent or contract basis do not need to submit a Web Kiosk timesheet.

Is This The How-to For You? What Do I Need To Do?

1. Login To Web Kiosk 2. Select General Timesheet 3. Add A New Timesheet 4. Enter Start Date 5. Select Job(s) (Optional) 6. Fill In Timesheet 7. Submit Timesheet 8. Successfully Submitted? 9. Response Received Problems? 1. My Panel Is Missing 2. My Favourites’ Missing? 3. Error On Submit

4. Error! No active jobs…

Not working out for you?

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Click here to open the General Timesheet screen.

This is My Favourites – your shortcuts for navigating Web Kiosk.

What Do I Need To Do?

1. Login To Web Kiosk

See How To Login To Web Kiosk for instructions on accessing and logging on to Web Kiosk. 2. Select General Timesheet

Figure 1: Web Kiosk Main Screen

Is This The How-to For You? What Do I Need To Do?

1. Login To Web Kiosk 2. Select General Timesheet 3. Add A New Timesheet 4. Enter Start Date 5. Select Job(s) (Optional) 6. Fill In Timesheet 7. Submit Timesheet 8. Successfully Submitted? 9. Response Received Problems? 1. My Panel Is Missing 2. My Favourites’ Missing? 3. Error On Submit

4. Error! No active jobs…

Not working out for you?

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3. Add A New Timesheet

Click here if you have a partially entered

timesheet you wish to complete. Then click on the RecordID.

Click here to create a new blank timesheet.

Click here if a previously submitted timesheet has been rejected by your approver(s). You will then need to click on Unsubmit Timesheet before you can edit the timesheet

Figure 2: General Timesheet Screen

Is This The How-to For You? What Do I Need To Do?

1. Login To Web Kiosk 2. Select General Timesheet 3. Add A New Timesheet 4. Enter Start Date 5. Select Job(s) (Optional) 6. Fill In Timesheet 7. Submit Timesheet 8. Successfully Submitted? 9. Response Received Problems? 1. My Panel Is Missing 2. My Favourites’ Missing? 3. Error On Submit

4. Error! No active jobs…

Not working out for you?

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1. Click here to open calendar.

2. Select the start date for timesheet.

. Click here for a calendar showing current HR Payroll Dates.

3. When you have chosen the start date, click here to move on to the next step.

4. Enter Start Date

The start date of your timesheet would normally be the date you started work or the day after your lodged your last timesheet.

Is This The How-to For You? What Do I Need To Do?

1. Login To Web Kiosk 2. Select General Timesheet 3. Add A New Timesheet 4. Enter Start Date 5. Select Job(s) (Optional) 6. Fill In Timesheet 7. Submit Timesheet 8. Successfully Submitted? 9. Response Received Problems? 1. My Panel Is Missing 2. My Favourites’ Missing? 3. Error On Submit

4. Error! No active jobs…

Not working out for you?

Email hr-services@une.edu.au How to Create a Timesheet for Professional Staff

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1a. Click here to select the job(s) for which you are completing this timesheet

1b. OR click here to select all jobs.

2. When you have selected all applicable job(s), click here to move on to the next step.

. 5. Select Job(s) (Optional)

If you have more than one job with UNE you will be presented with a screen similar to the one below. If you only occupy one position, Web Kiosk will skip ahead to the next step.

Figure 4: Selecting Your Job(s)

Is This The How-to For You? What Do I Need To Do?

1. Login To Web Kiosk 2. Select General Timesheet 3. Add A New Timesheet 4. Enter Start Date 5. Select Job(s) (Optional) 6. Fill In Timesheet 7. Submit Timesheet 8. Successfully Submitted? 9. Response Received Problems? 1. My Panel Is Missing 2. My Favourites’ Missing? 3. Error On Submit

4. Error! No active jobs…

Not working out for you?

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1. Enter the following information for your first work period,

Field Description

Job No.Select a job for this work (if applicable).

Work Date: The date you undertook this work.

Start Time: The start time of this work period or session* rounded to nearest quarter hour. Select or type your entry.

Finish Time: The end time of this work period or session* rounded to nearest quarter hour. Select or type your entry.

Break: The total of any breaks taken between Start Time and Finish Time. Enter in minutes e.g. 1 hour  60 minutes.

Pay Code: The only option here is ‘SAL’ for salary Cost Code Override: Only enter if different to your default.

Activity (Optional): Description of activity undertaken during work period*.

2. Press this button to insert a new row and automatically copy your data from the row above.

4. Repeat steps 1 to 3 for subsequent work periods* until you have entered all the paid hours you have worked in this pay period.

Your default cost code (for each selected job).

3. Change the data where required for your new work period*.

* What is this thing called ‘Work Period’?

A Work Period is a continuous period of a single day during which you worked for only one cost centre.

The Job No. column will only appear if you have more than one job and have selected multiple jobs on the previous screen

6. Fill In Timesheet

Figure 5: Filling In Your Timesheet

Is This The How-to For You? What Do I Need To Do?

1. Login To Web Kiosk 2. Select General Timesheet 3. Add A New Timesheet 4. Enter Start Date 5. Select Job(s) (Optional) 6. Fill In Timesheet 7. Submit Timesheet 8. Successfully Submitted? 9. Response Received Problems? 1. My Panel Is Missing 2. My Favourites’ Missing? 3. Error On Submit

4. Error! No active jobs…

Not working out for you?

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7. Submit Timesheet

3. Click on the Person id of your approver.

5. Click here to submit your timesheet to your chosen approver.

Not Ready to Submit Yet?

You can save your timesheet at any time by clicking on .

It will now appear as Not Submitted timesheet on the General Timesheet Screen and can be re-opened from there.

2. Click here for list of possible approvers for this job.

1. Click first job for which you are claiming payment.

4. Repeat 1 to 3 for each job number.

Is This The How-to For You? What Do I Need To Do?

1. Login To Web Kiosk 2. Select General Timesheet 3. Add A New Timesheet 4. Enter Start Date 5. Select Job(s) (Optional) 6. Fill In Timesheet 7. Submit Timesheet 8. Successfully Submitted? 9. Response Received Problems? 1. My Panel Is Missing 2. My Favourites’ Missing? 3. Error On Submit

4. Error! No active jobs…

Not working out for you?

Email hr-services@une.edu.au How to Create a Timesheet for Professional Staff

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What Happens Next?

Your approver(s) will check your timesheet and may approve or reject it. You will be sent a notification email in either case along with any applicable comments.

Alternatively you can check the General Timesheet screen. An approved timesheet will no longer appear there and a rejected timesheet will have been moved to the Rejected section. Remember: A separate timesheet will have been created for each approver and each timesheet may be handled differently.

Your timesheet has been submitted.

A separate timesheet has been created for each approver and your approver(s) notified.

The timesheet(s) will be moved to the Submitted (Not Approved) section of the General Timesheet screen.

8. Successfully Submitted?

Figure 7: Timesheet Successfully Submitted

Is This The How-to For You? What Do I Need To Do?

1. Login To Web Kiosk 2. Select General Timesheet 3. Add A New Timesheet 4. Enter Start Date 5. Select Job(s) (Optional) 6. Fill In Timesheet 7. Submit Timesheet 8. Successfully Submitted? 9. Response Received Problems? 1. My Panel Is Missing 2. My Favourites’ Missing? 3. Error On Submit

4. Error! No active jobs…

Not working out for you?

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9. Response Received

Timesheet approved? Congratulations! Our work here is done.

Timesheet rejected? Read your approver’s comments before following the instructions for a rejected

timesheet in step 3. Repeat the subsequent steps as needed.

Is This The How-to For You? What Do I Need To Do?

1. Login To Web Kiosk 2. Select General Timesheet 3. Add A New Timesheet 4. Enter Start Date 5. Select Job(s) (Optional) 6. Fill In Timesheet 7. Submit Timesheet 8. Successfully Submitted? 9. Response Received Problems? 1. My Panel Is Missing 2. My Favourites’ Missing? 3. Error On Submit

4. Error! No active jobs…

Not working out for you?

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Click this button to show your My Panel.

Problems?

1. My Panel Is Missing

If My Panel is missing from any screen, it may simply be hidden. Try clicking on the button located on the lower left hand side of the screen.

Figure 8: My Panel Is Hidden

Is This The How-to For You? What Do I Need To Do?

1. Login To Web Kiosk 2. Select General Timesheet 3. Add A New Timesheet 4. Enter Start Date 5. Select Job(s) (Optional) 6. Fill In Timesheet 7. Submit Timesheet 8. Successfully Submitted? 9. Response Received Problems? 1. My Panel Is Missing 2. My Favourites’ Missing? 3. Error On Submit

4. Error! No active jobs…

Not working out for you?

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2. My Favourites’ Missing?

If your ‘My Favourites’ menu is missing or incomplete, you can still find your way around Web Kiosk using the menu bar.

The Web Kiosk Menu Bar

You can select General Timesheet from here.

Figure 9: Selecting 'General Timesheet' Using the Menu Bar

Is This The How-to For You? What Do I Need To Do?

1. Login To Web Kiosk 2. Select General Timesheet 3. Add A New Timesheet 4. Enter Start Date 5. Select Job(s) (Optional) 6. Fill In Timesheet 7. Submit Timesheet 8. Successfully Submitted? 9. Response Received Problems? 1. My Panel Is Missing 2. My Favourites’ Missing? 3. Error On Submit

4. Error! No active jobs…

Not working out for you?

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3. Error On Submit

When you submit a timesheet, Web Kiosk performs various checks on the data you have entered and may generate an error if a problem is found. The precise actions you will need to take to rectify the error will depend on the actual error but checking that the data entered is correct is a good place to start.

1. Error messages appear here and should include information that will help you rectify the error.

2. In this case the first two rows of the table are same.

3. Reni notices that he has inadvertently booked the hours he worked on 15 March against 14 March. Changing the date for the second row to 15 March will correct this mistake and fix the Web Kiosk error.

When you have fixed the error, click on the button. If Web Kiosk agrees with you, you will be taken to the Timesheet

Successfully Submitted screen and can return to step 8 and continue.

Figure 10: Correcting an Error Figure 11: Correcting an Error When Submitting a Timesheet

Is This The How-to For You? What Do I Need To Do?

1. Login To Web Kiosk 2. Select General Timesheet 3. Add A New Timesheet 4. Enter Start Date 5. Select Job(s) (Optional) 6. Fill In Timesheet 7. Submit Timesheet 8. Successfully Submitted? 9. Response Received Problems? 1. My Panel Is Missing 2. My Favourites’ Missing? 3. Error On Submit

4. Error! No active jobs…

Not working out for you?

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4. Error! No active jobs…

You may receive this error after you have selected your Start Date on the New General Timesheet screen.

Error! No active jobs found for this date matching the allowed configuration for Timesheets.

If you receive this error, please check that the start date entered is within the period of at least one of your professional jobs. If it does, your details may not have been entered into Alesco. Please email HR at hr-services@une.edu.au

Figure 12: No Active Jobs... error

Is This The How-to For You? What Do I Need To Do?

1. Login To Web Kiosk 2. Select General Timesheet 3. Add A New Timesheet 4. Enter Start Date 5. Select Job(s) (Optional) 6. Fill In Timesheet 7. Submit Timesheet 8. Successfully Submitted? 9. Response Received Problems? 1. My Panel Is Missing 2. My Favourites’ Missing? 3. Error On Submit

4. Error! No active jobs…

Not working out for you?

Figure

Updating...

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