Aurion is the system we use to manage payroll and HR information.

To request, change or remove your access:

  1. Choose the type of access you need.
  2. Complete the Aurion access form (DOC, 75KB) with authorisation from an appropriate approver.
  3. Use the Aurion organisational units list (XLS, 34KB) to fill in the relevant organisational unit numbers.
  4. Submit the form to the ITS Service Desk.

For some access types you may be required to complete training.

If you need help using Aurion:

All placements view access

Who this access is for

This access is available for:

  • staff in Information Technology Services
  • staff in the Institute for Teaching and Learning Innovation who work with teaching awards and grants
  • Accounts Payable officers in Finance and Business Services.

Who approves this access

This access must be approved by one of:

  • your supervisor
  • a staff member with a higher level of authority (HEW level) in the organisational unit.

What you can do

You’ll be able to view current and historical placement details for all UQ employees.

You’ll also be able to run Aurion staff general reports. These include:

  • organisation and position reports
  • leave reports
  • placement and staff reports.

What you can’t do

You won’t be able to view:

  • personal details
  • training history (Staff Development courses, not online Blackboard courses)
  • service history
  • leave balances and occurrences
  • superannuation (current and historical)
  • qualifications
  • positions
  • org availability chart
  • emergency contact details
  • passport or visa details
  • payroll information
  • allowances or deductions
  • reports in HR Portal. To be able to do this, request Timekeeper reports (HR Portal) access using the Aurion access form
  • standard staff reports in the UQ Reportal (Business Objects). To be able to do this, request Data warehouse manager (HR data) access using the Aurion access form. You may also have to apply for access to the UQ Reportal.

You won’t be able to:

  • generate a leave occurrence chart for an employee
  • update position costing. To be able to do this, request Finance officer access using the Aurion access form.
  • approve leave or training requests through MyAurion. To be able to do this, your position number must be listed as the ‘Functional reports to’ position for the employee
  • approve Timekeeper claims. To be able to do this, your position number must be listed as the ‘Functional reports to’ position for the employee.

All staff view access

Who this access is for

This access is available for staff in:

  • UQ Research and Innovation
  • UQ Graduate School
  • University Library division
  • Internal Audit.

Who approves this access

The access must be approved by one of:

  • Associate Director, Internal Audit
  • University Librarian, University Library division
  • Director, Library Corporate Services, University Library division
  • Director, Research Strategy and Management, UQ Research and Innovation
  • Director, Research Analysis and Operations, UQ Research and Innovation
  • Director, UQ Graduate School.

What you can do

You’ll be able to view HR information for all UQ employees. This includes:

  • personal details
  • placement details (current and historical)
  • leave balances and occurrences
  • service history
  • positions
  • org availability chart
  • employee availability chart.

You’ll be able to:

  • generate a leave occurrence chart for an employee.

You’ll also be able to run Aurion staff general reports. These include:

  • organisation and position reports
  • leave reports
  • placement and staff reports.

What you can’t do:

You won’t be able to view:

  • emergency contact details
  • passport or visa details
  • payroll information
  • allowances or deductions
  • reports in HR Portal. To be able to do this, request Timekeeper reports (HR Portal) access using the Aurion access form
  • standard staff reports in the UQ Reportal (Business Objects). To be able to do this, request Data warehouse manager (HR data) access using the Aurion access form. You may also have to apply for access to the UQ Reportal.

You won’t be able to:

  • update position costing. To be able to do this, request Finance officer access using the Aurion access form
  • approve leave or training requests through MyAurion. To be able to do this, your position number must be listed as the ‘Functional reports to’ position for the employee
  • approve Timekeeper claims. To be able to do this, your position number must be listed as the ‘Functional reports to’ position for the employee.

Continuing appointments access

Who this access is for

This access is for staff who work in Continuing Appointments and Promotions.

What you can do

You’ll be able to view HR information for for all UQ employees. This includes:

  • personal details
  • placement details
  • service history
  • probation history
  • probation enquiry report.

You’ll also be able to run Aurion staff general reports. These include:

  • organisation and position reports
  • leave reports
  • placement and staff reports.

Finance officer access

Who this access is for

This access is for employees in finance positions who need to:

  • update position costing in Aurion
  • view HR information for employees in their organisational unit.

Who approves this access

This access must be approved by one of:

  • School Manager
  • Head of School
  • Faculty Finance Manager
  • Faculty Executive Manager
  • Institute Finance Manager
  • Deputy Director (Operations).

What you can do

You’ll be able to:

  • update the costing information for positions within the organisational units specified on your access form
  • view HR information for all employees in the organisational units specified on your access form.

This includes:

  • personal details
  • placement details (current and historical)
  • training history (Staff Development courses, not online Blackboard courses)
  • service history
  • leave balances and occurrences
  • superannuation (current and historical)
  • qualifications
  • positions
  • org availability chart.

You’ll be able to:

  • generate a leave occurrence chart for an employee.

You’ll also be able to run Aurion staff general reports. These include:

  • organisation and position reports
  • leave reports
  • placement and staff reports.

What you can’t do

You won’t be able to view:

  • emergency contact details
  • passport or visa details
  • payroll information
  • allowances or deductions
  • reports in HR Portal. To be able to do this, request Timekeeper reports (HR Portal) access using the Aurion access form
  • standard staff reports in the UQ Reportal (Business Objects). To be able to do this, request Data warehouse manager (HR data) access using the Aurion access form. You may also have to apply for access to the UQ Reportal.

You won’t be able to:

  • approve leave or training requests through MyAurion. To be able to do this, your position number must be listed as the ‘Functional reports to’ position for the employee
  • approve Timekeeper claims. To be able to do this, your position number must be listed as the ‘Functional reports to’ position for the employee.

Occupational Health and Safety Division access

Who this access is for

This access is for staff in the Occupational Health and Safety Division. You can choose from 2 levels of access depending on the needs of your role:

  • view only
  • update licence.

Who approves this access

This access must be approved by one of:

  • Deputy Director, Occupational Health and Safety Division
  • Director, Occupational Health and Safety Division.

What you can do

View only access

You’ll be able to view HR information for all UQ employees. This includes:

  • personal details
  • emergency contacts
  • placement details (current and historical)
  • leave balances and occurrences.

You’ll also be able to view:

  • standard staff reports in the UQ Reportal (Business Objects).

You’ll also be able to run Aurion staff general reports. These include:

  • organisation and position reports
  • licences report
  • leave reports
  • placement and staff reports.

Update licence access

You’ll be able to view HR information for all UQ employees. This includes:

  • personal details
  • placement details (current and historical)
  • licence information
  • service history.

You’ll be able to update:

  • employee licence information
  • occupational health and safety flags for employees.

You’ll also be able to run Aurion staff general reports. These include:

  • organisation and position reports
  • licences report
  • leave reports
  • placement and staff reports.

Payroll and superannuation access

Who this access is for

This access is for staff in Payroll and Employee Benefits.

Who approves this access

This access must be approved by one of:

  • Manager, Payroll and Employee Benefits
  • Deputy Director, HR Division.

What you can do

You’ll be able to complete payroll and superannuation tasks.

Staff Development course administrator access

Who this access is for

This access is for Staff Development officers and assistants working in HR.

Who approves this access

This access must be approved by the:

  • Associate Director, Organisational Learning and Development.

What you can do

You’ll be able to:

  • view HR information for all UQ employees
  • update staff training records for all UQ employees.

You’ll be able to view and update:

  • programs and courses
  • attendees and bookings
  • training course timetable
  • course nomination management
  • start a person
  • personal details
  • training history
  • placement records
  • training codes and cost codes
  • training rooms
  • presenter details
  • manage course evaluation
  • survey and answer codes
  • coordinators and nominated staff.

You’ll be able to run these Aurion training reports:

  • training history and summary reports
  • staff training schedules and timetables
  • training enquiry reports.

You’ll also be able to run Aurion staff general reports. These include:

  • organisation and position reports
  • leave reports
  • placement and staff reports.

Staff Development course coordinator access

Who this access is for

This access is for staff who coordinate courses in the Staff Development program.

Who approves this access

The access must be approved by the:

  • Staff Development Officer, Organisational Development.

What you can do

You’ll be able to use the Training Reports database on Citrix to manage Staff Development courses. This includes:

  • viewing who is enrolled for a course session
  • generating the course participant checklist
  • viewing the waiting list for a course session.

You’ll be able to view :

  • course and participant information
  • evaluation reports
  • participant record
  • annual planning menu
  • course information and statistics by all presenters
  • statistics by selected presenter (all courses)
  • select course completions by faculty
  • current staff training record for a course (including series)
  • cancelled courses
  • course ‘did not attend’ (DNA) report
  • courses that have waitlisted enrollees.

See the Staff Development presenter and coordinator information to find out more about the Training Reports database and the role of course coordinators.

What you can’t do

You won’t have access to Aurion. If you need to be able to view staff information in Aurion, request Standard enquiry access to Aurion.

Standard enquiry access

Who this access is for

This access is recommended for staff who require view access to HR information for all employees within an organisation unit.

Who approves this access

The access must be approved by one of:

  • School Manager
  • Head of School
  • Faculty Executive Manager
  • Deputy Director (Operations).

What you can do

You’ll be able to view HR information for all employees in the organisational units specified on your access form.

This includes:

  • personal details
  • placement details (current and historical)
  • training history (Staff Development courses, not online, Blackboard courses)
  • service history
  • leave balances and occurrences
  • superannuation (current and historical)
  • qualifications
  • positions
  • org availability chart.

You’ll be able to:

  • generate a leave occurrence chart for an employee.

You’ll also be able to run Aurion staff general reports. These include:

  • organisation and position reports
  • leave reports
  • placement and staff reports.

What you can’t do

You won’t be able to view:You will not be able to view:

  • emergency contact details
  • passport or visa details
  • payroll information
  • allowances or deductions
  • reports in HR Portal. To be able to do this, request Timekeeper reports (HR Portal) access using the Aurion access form
  • standard staff reports in the UQ Reportal (Business Objects). To be able to do this, request Data warehouse manager (HR data) access using the Aurion access form. You may also have to apply for access to the UQ Reportal.

You will not be able to:

  • update position costing. To be able to do this, request Finance officer access using the Aurion access form
  • approve leave or training requests through MyAurion. To be able to do this, your position number must be listed as the ‘Functional reports to’ position for the employee
  • approve Timekeeper claims. To be able to do this, your position number must be listed as the ‘Functional reports to’ position for the employee.