This policy has been developed to describe the arrangements made by our company to record the hours worked by certain categories of staff.
Policy Statement
The Company recognises that there are a variety of work arrangements, which may include a flexible component, undertaken by staff during their employment at our company. This policy sets out the obligations of individual staff, nominated supervisors and the company to record the hours worked by certain categories of staff.
Policy Purpose
The purpose of this policy is to ensure that our company meets its statutory obligations by complying with the Record Keeping requirements detailed before.
Application of Policy
The Company Statutory Obligations
The Company is obliged to record the hours worked by several categories of its staff. The Act describes two sets of requirements for the recording of a staff member’s hours of work, depending on the category of staff concerned.
Requirement to record Overtime and Shift Allowance Hours
All Professional Staff (including casuals) classified at HEW Level 1 to HEW Level 7 (inclusive) are eligible to be paid overtime if a supervisor requires overtime to be worked. When overtime is worked, the staff member must record the number of overtime hours she/he has worked, including when she/he started and ceased working the overtime hours.
Professional Staff who are required to work shift work and who receive a shift allowance, are required to record the number of hours worked each day, including the start and finish times of each shift worked.
Requirement to record the hours worked by Casual and Sessional Staff
If a staff member is a casual, sessional or irregular part-time staff member whose salary is derived from an hourly pay rate, the staff member must record the actual number of hours worked each day.
The requirement to record the hours worked applies to all casual Academic Staff (including field practicum supervisors), sessional Academic Staff, all casual Professional Staff and all casual Teachers in Centres (i.e. ELICOS staff).
The Company Enterprise Agreement and AWA Obligations
Requirement to record hours worked under Flexible Working Arrangements
Professional Staff classified at HEW Level 1 to HEW Level 7 (inclusive) are required to record their daily start and finish times, via a Time Record, in accordance with the company’s Flexible Working Arrangements for Professional Staff Policy.
Approvals
All nominated supervisors are required to confirm and authorise the records of hours worked by staff as outlined in this policy.
All decisions relating to the application of this policy must be in accordance with the relevant Company delegation, as per the Delegations of Authority Policy & Register.
Procedures
All continuing and fixed-term Professional Staff classified at HEW Level 1 to HEW Level 7 (inclusive) eligible to be paid Overtime
This group of staff are required to complete and submit a fortnightly Timesheet via Staff Connect to record the number of overtime hours worked, including when she/he started and finished working the overtime hours.
All continuing and fixed-term Professional Staff classified at HEW Level 1 to HEW Level 7 (inclusive) eligible to be paid a Shift Allowance
This group of staff are required to complete and submit a fortnightly Timesheet via Staff Connect to record the number of hours worked where a shift allowance is payable, including the starting and finishing times of each shift.
All Casual Professional Staff
This group of staff are required to complete and submit a fortnightly Timesheet via Staff Connect to record the number of hours they worked, including their daily starting and finishing times. Nominated supervisors are required to ensure that a Payment Record:
- is completed each fortnight;
- accurately details the hours worked; and
- is completed and submitted via Staff Connect on a fortnightly basis.
All Sessional Academic Staff
National Heads of School are required to complete and submit an Employment Request for Sessional Academic Staff to record the total required hours to be worked each day.
National Heads of School are required to ensure the Human Resources is advised of:
- any variations to the scheduled hours and academic activities that the Company requires sessional Academic Staff to work; and,
- all occasions when the sessional Academic Staff member did not work the hours required by the Company (e.g. where the staff member takes Unpaid Carer’s Leave).
All Casual Academic Staff and Casual Teachers in Centres (i.e. ELICOS staff)
These groups of staff are required to complete and submit a fortnightly Timesheet via Staff Connect to record the total required hours worked each day (including the daily starting and finishing times).
All Casual Piece Rate Staff
This group of staff are required to complete and submit a fortnightly Timesheet via Staff Connect to record the number of hours worked and the number of students the work has been assigned as relating to, which together informs the hourly piece rate to be paid.
Examples of casual piece rate staff members include; professional experience and practicum supervisors (including supervision in the ‘field’), thesis examiners, peer note takers and scribes.
Related Company Policies
The above procedures are required to facilitate the payment of hours worked to the relevant staff, in accordance with the Company Policy on Overtime for Professional Staff; Shift Work for Professional Staff; Employment of Casual Staff and/or Employment of Sessional Academic Staff.
Requirements of Nominated Supervisors
Nominated Supervisors are required to ensure that a Payment Record:
- is completed each fortnight;
- accurately details the hours worked; and
- is completed and submitted via Staff Connect on a fortnightly basis.
Storage of Records of Hours of Work
All approved Timesheets and Employment Request for Sessional Academic Staff must be submitted as outlined above and will be stored by Human Resources in a safe and secure location for a period of 7 years as required by the Act.