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Casual Academic Contracts and Above Load Teaching forms in neo User Guide

Casual Academic Contracts and Above Load Teaching forms in neo User Guide. Table of Contents. Casual Academic Payments………………………………………………….……..…3 Casual Academic Contracts – Process Overview………………………….……..…4 Above Load Payments – Process Overview………………………………….…..….5

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Casual Academic Contracts and Above Load Teaching forms in neo User Guide

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  1. Casual Academic Contracts and Above Load Teaching forms in neo User Guide 1

  2. Table of Contents • Casual Academic Payments………………………………………………….……..…3 • Casual Academic Contracts – Process Overview………………………….……..…4 • Above Load Payments – Process Overview………………………………….…..….5 • Check Casual Employment Status…………………………………………….…..….6 • Enter Contract Data into Neo…………………………………………………...……..9 • Block Teaching………………………………………………………………….………14 • Marking………………………………………………………………………….……….14 • Distance Teaching………………………………………………………….…………..14 • Printing the Contract……………………………………………………………………15 • Copy Contract Information…………………………………………………....……….22 • Searching & Amending…………………………………………………………………24 • View staff details (Qualifications, AWA, Right to work, Phone details)……………26 • Reporting………………………………………………………………………………...31 • Frequently Asked Questions…………………………………………………………..36 • Grade Level Validation Rules………………………………………………………….38 • Oracle Quick keys…………………………………………………………………...….39 2

  3. Casual Academic Payments • As of January 2006 each Faculty, Institute, School or Unit will be responsible for creating the Casual Academic Contract using neo. The contract will be printed and sent to Payroll for processing with the required approvals. • A casual academic contract enables a regular payment to be made each fortnight for the length of the contract period. The casual employee will receive the entitled rates for the period of the contract. It will calculate any back payment should the contract period already have started, and it will terminate payments when the contract period has finished. • It is important that the faculties process contracts on time to ensure that budgeting processes are not impacted. 3

  4. Process Overview – Casual Academic Contracts Returns signed one copy of contract Accepts AWA Signs contract and accepts AWA or not Provides tax details, contact details & Qualifications etc. No Returns one copy of signed contract and AWA document Yes Holds for 14 days Identify Cas Aca Requirements. Obtain Personal &form details inc: Subject, dates, days, hours & rate. Send 2 copies of approved contract & AWA pack to Cas Aca Supervisor, Dean, Assoc Dean etc approves contract Are they a current emp Input data into Oracle (neo)contract Print contract from Oracle Yes Run reports from Oracle Faculty File No Send contract & AWA (if applicable) to HRU & copy to file Upload data into database (If Required) Legend: Advise Cas Aca details to HR Casual Staff Send details to OEA Faculty & Institute Faculties & Institutes AWA accepted Yes ERB Process Input Cas Aca details into Oracle HRU No PSB Process & set AWA flag Payroll PSB - Process Send contract to payroll Input tax & bank details into Oracle Verify Data & AWA flag set on Approve for payment Contract payment processed No Process SPA & approve payment Single payment made at end of contract Yes 4

  5. Process Overview - Above Load Payment Receives approved copy of form Returns signed form to faculty Academic’s faculty supervisor approves Identify above load teaching requirements obtain data – Subj details, start & finish dates, days, hours & rates etc, Input data into neo Oracle above load form. Print contract from Oracle Dean in Faculty where work is conducted (for staff below Head of School) or PVC (T&L) approves Send 1 copy of form to academic, Payroll and to file. Run reports from Oracle Faculty File Legend: Casual Staff Verify data & approve for payment. Faculties & Institutes Payroll Payment processed 5

  6. Check the Casual employment status – Step 1. After you have received the personal details, Subject details, Start and Finish dates, Days, Hours, Rates and HR data you will need to check that they are an employee before you can enter a contract for them in Neo. A. Log into Neo B. Select UTS HRMS Contracts and Above Load Payments Entry C. Select Enter casual Academic Contracts or Above Load Payments 6

  7. Check the Casual employment status – Step 1. Continued… D. Enter the name or Employee number (National Identifier) of the Casual. Note: Placing the % sign either side of your reduced search can assist in fining your request. I.e using %Citizen% instead of John Citizen or vice versa. E. Select Find Note: If the name is not found you will need to complete the Casual Academic Request form available on the HRU website. 7

  8. Check the Casual employment status – Step 1. Continued… F. Select the correct employee name from the list. Verify using the middle names or employee number if necessary. If in doubt contact HR to verify. If you are unable to locate the name you will need to contact HR to have them set up in neo as an employee. Note:The Faculty or Institute is liable for the incorrect employee name entered into a contract. Incorrect allocation will result in payments being made to the wrong person. G. Select the OK button. Note:Always scroll on the slider bar to view additional information. 8

  9. Enter the Contract data into neo – Step 2. A. Enter the correct Start and End dates of the contract. Note: This contract form needs to be completed using the guidelines in the following pages. The form will not validate until you save it at the end. 9

  10. Enter the Contract data into neo – Step 2. Continued….. B. Select the correct Contract type from the list of values. Casual Academic is the typical contract type. Clinical Facilitator is only used in Nursing. Above Load Teaching is only used for permanent Academics. Select OK when you are ready to move to the next field. C. Select the Subject Number from the list of values. If the subject does not exist enter 000001 and enter the subject number and title in Other Course No & Name field. (This allows for the subject to display on their payslip). This information will reflect the same subjects as CASS. 10

  11. Enter the Contract data into neo – Step 2. Continued….. E. Select the HR Organisation Unit from the List of Values. D. Select the Costing Org Unit from the List of Values G. Enter the number of Paid Weeks. Note this cannot exceed the number of calendar weeks in the period (start and end dates). Paid weeks can only be 1 for Block Teaching. F. Select the Costing Activity, if required, from the list of values. You will only see the values for your organisational unit. 11

  12. Enter the Contract data into neo – Step 2. Continued….. J. Enter the Start and End times using 24 hour clock. I. Enter the Paid Hours. This can not exceed the start and end times. If selecting Marking or Distance Teaching, enter the start and end time as 00.00 H. Select the day of week or Marking from the list of values. K. Leave the default value as NO. Payroll will change the status once they receive the signed contract J. Select the Grade Level from the list of values. Note:Grade level validation rules are listed at the end of this document. 12

  13. Enter the Contract data into neo – Step 2. Continued….. M. You are not required to enter in the Payroll Authoriser, this will be completed by Payroll. Leave the default Payroll Approval to No. Failure to do this will result in the employee not being paid for this period. L. Enter the appropriate authoriser in the Contract Authoriser field. This will typically be the Dean or Assoc Dean. Only enter in an Above Load Authoriser for Above Load contracts. N. Above Load Appointments require a reason to be selected from the list of values. Leave the ProcessedFlag default as NO. Failure to do this will result in the employee not being paid for this contract. O. Leave the Document Printed default as No, this will change after the contract is printed. The Contract Document Number will auto generate at the completion of the form. This is the unique reference number for this contract. Click Okay at the bottom of the form as you are now complete. 13

  14. Block Teaching, Marking & Distance TeachingFrom the day field you may also select the categories of Marking, Block Teaching & Distance Teaching. Marking: Select Marking from the Day field and enter in the paid hours. Enter in 00.00 for the start and end times Distance Teaching: Select Distance Teaching from the Day field and enter in the paid hours. Enter in 00.00 for the start and end times Block Teaching: Select Block Teaching from the day field. This should only be used for periods of teaching that are in 2 or more consecutive days in a week, at the same time each day teaching the same subject. This category will block the employees time for 1 week(7days). Enter the start and end times that the employee will teach each day. Enter the paid hours for the week NOT for each day. There can only be 1 contract for each week. 14

  15. Printing the Contract from neo – Step 3. After you have added all the appropriate contracts for the employee by repeating Step 2, you will need to save and print the contract or above load form for signature by the authorised delegate. Return to the Home menu to start printing. Contracts should ONLY be printed from Oracle and not from any local database. A. Make a note of the contract number for future reference. This is very handy if you need to make amendments later. B.Save your data entry by clicking on the floppy disc icon. C. Click OK to proceed. D. Toggle to the Printing & Reports screens by clicking on the navigator icon E. Double click on Reports and Printing. 15

  16. Printing the Contract from neo – Step 3. Continued…. D. Select UTSC: Casual Academic Contracts or Above Load Teaching Forms from the Name list of values. C. Select Single Request and click OK. E. Click in the Parameters field to move to the next screen. 16

  17. Printing the Contract from neo – Step 3. Continued….To find the contract/s that you need to print you can complete any of the parameters in the form below. Enter the From and To contract numbers to find a range of contracts. To find contracts you entered on a particular date enter the from and to dates. Enter the document or contract number to return a singular contract. If it has alr4eady been printed Enter the Org Unit to find all contracts in that Org Unit. Enter the Subject Number to find all contracts with that Subject Number. Enter the GL Org Code to find all contracts with that GL Code. When you are Finished Click OK. Include Reprints will default to NO. If you require reprints select Yes. Note: Reprints occur once the employee signed flag is changed by payroll to ‘Yes” 17

  18. Printing the Contract from neo – Step 3. Continued…. Click Submit to continue 18

  19. Printing the Contract from neo – Step 3. Continued…. A. Click Refresh data until the Phase changes to completed. The status should be listed as Normal. B. Select View Output when the phase is completed. 19

  20. Printing the Contract from neo – Step 3. Continued….The contract will open in Adobe Acrobat with the additional contract information pages built in. The AWA will not be printed with each contract. Staff can view AWA information at the following HR web page: http://www.hru.uts.edu.au/conditions/awa/index.html You may save a copy to file and name it accordingly. Click on the Printer icon to Print. DO NOT try and print from the browser as this will not work. 20

  21. Viewing the Contract information. – Scroll down the adobe output until you view a page similar to the below. Document No Contract No If the supervisor printed on the contract is incorrect you may strike through the name and insert the correct supervisor. Initial the change for HR to amend. 21

  22. Copy the contract information If you are processing a lot of contracts that contain the majority of the same information then the copy functionality will save you time. For example, If you create a contract for a Casual Academic for 4 weeks to teach the same subject same time just separate days, then it is likely that the approvals etc will be the same. Rather than complete a new contract just copy the previous one and change the appropriate details such as the day or time. Step 1. You may either copy an old contract or copy one that you have just entered. Click on the line below the contract that you wish to copy. The date will default to today you can copy the dates from the previous contract by using “Shift + F5” simultaneously on your keyboard or select dates from the calendar function. Step 2. Tab into the detail field, select cancel when the contract form appears and you will be taken to the detail field on the previous screen. Use the “Shift + F5” copy function to copy the previous contract. Note that the contract numbers are currently the same. 22

  23. Copy the contract information Continued….. Step 3. Either “Ctrl +S” or click to save the contract. You will be given an error message advising that your dates/times overlap. Click Ok to go to the contract and amend the conflicting information. Step 4. Change the dates/times etc and resave the contract. Note that the Contract number has changed so that it is now a unique contract. This process can be repeated as often as you require for each contract. 23

  24. Searching and Amending.Circumstances may require you to make a change to a contract after it has been printed such as an employee changing days or hours or a change to a subject.The variation to contract form on the HR forms website needs to be completed for changes to a contract after payroll has processed it.Note: You can only make changes if the employee signed flag is still set to ‘No’. Step 1. Make a note of the contract number and either the employees staff ID or name. Step 2. Either log into neo or toggle back to the the “Enter Casual Academic Contracts” screens. Step 3. Enter the Employees Name or Employee Number in the “Find a person” screen”. Step 2.Name or Employee Number 24

  25. Searching and Amending Continued…… . Step 4. Hit the F11 key on your keyboard when you get to the “Enter Casual Academic Contract” screen. This is the function to run a query. Step 5. Tab to the Detail field and enter in %.the contract number% (I.e percentage, full stop, contract number, percentage) with no spaces. Then press Ctrl and F11 (at the same time) on your keyboard.This will return your query data. Step 6.Double click in the detail field to reopen the form. Make the required amendments and save the document. Please note that the Document number will change, although the contract number will remain the same. 25

  26. Viewing Casual Academic staff Details • To assist you in completing contracts you are able to view details of Casual academic staff that have a current contract with your faculty. These details include: • Qualifications • Postal address • Contact phone numbers • Emergency contact details • If an AWA exists • If the right to work details have been submitted 26

  27. Viewing Casual Academic Staff Details Continued…… Step 1. Select View Casual Academic Details Step 2. Select the employee. Noteif the name will not insert then they do not have an active contract with your faculty. 27

  28. Viewing Casual Academic Staff Details Continued…… View date of birth Step 3. Select button to view details 28

  29. Viewing Casual Academic Staff Details Continued…… Button View Select the Address button to view the address details. Select the Phones button to view the contact phone details. Select the Special Info button to view if an AWA or Right to Work details exist. 29

  30. Viewing Casual Academic Staff Details Continued…… Button View Select the Qualifications button to view qualifications. Use the down arrow key (on your keyboard) to view additional Qualifications. 1. 2. 3. Select the Contact button to get to the Contact’s Details button. Select enter phone numbers to view the Emergency Contact phone numbers. 30

  31. Reporting Reporting is a valuable benefit to Faculties and Units. This report is designed to cater for the various reporting requirements for contracts across UTS. It allows the user to export as little or as much information from Oracle into Excel, where they can manipulate the data to accommodate their requirements. Step 1. Either log into neo and select ‘UTS Contract and Payment Detail Report’ from theUTS HRMS Contracts and Above Load Payment Entry menu, or toggle back to the manu screen to select the ‘UTS Contract and Payment Detail Report’ . Step 2. The Following Screen should appear. 31

  32. Reporting Continued….. You may select all or some of the following parameters. The more parameters you enter the less data is returned. Remember that you can always delete what you do not need in excel. Parameter Clarification is: Day/Marking: You may select a specific day of the week or locate all the contracts for Marking/Distance teaching etc for your organisation unit/faculty. Organisation Code: Enter the GL organisation code if required. Employee Name: This is the list of all UTS employees, you will only be able to see contracts for staff in your HR organisation unit. A short cut to locate an employee is to click on any name in the box and type in the first letter of the last name. Such as S for Smith. HR Organisation Unit: You may select from the HR organisation units in your faculty. Date Entered From and to: This enables you to locate contracts that were entered into neo between certain dates. Note that it is NOT the start and end dates of the contracts. Note:These fields are mandatory. Subject: You may select a subject from this field. When you have entered in all of your parameters click on the button when you are complete. 32

  33. Reporting Continued….. Step 4. The report will appear as per the below Step 3. This screen should appear whilst the report is running. Scroll across the screen to view all the details 33

  34. Reporting Continued….. Step.5 Click on export Data Step 6. Select Microsoft Excel Workbook and click on the ‘Export Data’ button Step 7. Save (go to the file menu and select Save As.) the report to file and rename it, ensure that you keep the .xls at the end Step 8. Double click on the saved document to open the report in excel. 34

  35. Reporting Continued….. Step 9. Now that the data is in excel you can manipulate it to get your information. You may delete data or use a filter to sort through information. Handy Hint! You can put a filter on your report by clicking in the heading of a column. Then go to the Data menu option in excel and select Filter and then Auto Filter. 35

  36. Frequently Asked Questions • Q. What happens if I select the incorrect employee? • If you select an ex employee the data can be entered but will fail at the validation stage. If you select a current employee a contract can be processed for the wrong person. The liability is with the Faculty or Unit. ALWAYS check with HR if you are in doubt. • Q. Can a Casual receive above load payments? • No only permanent Academic staff can receive above load payments. • Q. Do I still need to enter data into our own database? • To ensure complete data integrity it is advised that you rely on neo as much as possible. You may enter data in your system if required. • Q. What if the employee does not exist or is displayed as an Ex-employee? • You will need to complete the Casual Academic Request Form. This is available on the HRU website. • Q.When does the form let you know an error has occurred? • At the end of the data entry when you try to save the form. • Q. Do I need to enter the start and end time for Marking and Distance Teaching? • Enter the time as 00.00 for the start and finish times.. • Q. What hours do I enter for a block Teaching period? • You enter the total hours for the week. • Q. What start and end times do I enter for block Teaching? • You enter the start and end times for the day that they are teaching. Note that the times must be same for every day of that week. Paid hours should be total for the week. 36

  37. Frequently Asked Questions Continued……………. • Q. Can I use block teaching for different subjects? • No the subject must be the same. If they need different subjects then you will need to create an individual contract for each subject. • Q. I don’t know who the payroll authoriser is? • You do not need to enter the payroll authoriser. • Q. Can I make changes to the contract? • You may make changes up to payroll changing the ‘Employee signed’ field to ‘Yes’. After payroll has processed the contract you may only request a reprint. If you need to make changes after Payroll has changed the employee signed field you will need to complete the Variation of contract form available on the HR forms website. http://www.hru.uts.edu.au/forms/VariationofContractV5.doc • Q. How many paid weeks do I enter for Block Teaching? • > You should only enter 1 in the paid weeks field for Block Teaching. 37

  38. Grade Level Validation Rules • Clinical Facilitator can only use grades 14, 15, 16 and 17. • Marking can only use grades 11, 12, 13. • You can enter all grades for other contract types except for 14, 15, 16 and 17. 38

  39. Oracle Quick Keys 39

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