Casual Professional Employees
Timesheets
If you are a professional staff member employed on a casual basis at any level, you need to keep a record of your hours worked through MyAurion.
To ensure that casual employees are paid for their time worked, timesheets should accurately reflect the work undertaken and account for any additional pre-approved hours worked by an employee. It is the responsibility of all casual professional employees to ensure that they record and submit the hours that they have worked on a fortnightly basis in order to be paid.
Casual professional employees are employed at the prescribed hourly rate for a defined period of time, during which the duties are determined by the Supervisor. The minimum period of engagement for Casual professional employee is three (3) hours, subject to the below table.
| Staff Groups | Minimum Engagement |
|---|---|
| University of Queensland students (including post graduate students) Monday – Friday during teaching weeks of the University | 1 hour |
| Persons with a primary occupation elsewhere (or with the University of Queensland) | 1 hour |
| Persons with an agreed minimum engagement to meet personal circumstances | 1 hour |
| Hospitality and catering professional employees | 2 hours |
| All other categories of professional employee | 3 hours |
Clause 37.1 of the Enterprise Agreement outlines the specific minimum engagement periods for professional employees. While the Enterprise Agreement specifies that some occupational categories are eligible for a 2 hour minimum engagement, the University has determined to apply a 3 hour minimum engagement period for all professional employees (except employees at Customs House) regardless of their occupational category, unless a 1 hour minimum engagement is applicable.
For information please review the Enterprise Agreement.
Changes to Casual Timesheets in 2024
From July 2024, the university will be introducing changes to timesheets in the MyAurion system for casual professional employees and casual professional research employees to ensure we are meeting our compliance obligations regarding minimum periods of engagement for casual professional employees.
Casual professional employees will be required to select the relevant employee category, per the above table, for each shift when completing their timesheet. By selecting the relevant employee category, the minimum engagement will be applied automatically to each shift for payment.
Please visit the System and Process tab for links to user guides.
Overtime
A Casual employee will only be entitled to overtime where hours worked are in excess of 36.25 hours per week or 7.25 hours on any one (1) day (except in cases where the standard working day for the work area exceeds 7.25 hours, in which case overtime will be paid in excess of the standard working day). The employee will receive the greater of the applicable overtime rate or the casual loading, but not both.
All casual professional staff are required to enter their worked hours each fortnight by completing an online timesheet via MyAurion for each casual professional role they hold.
Casual professional staff must gain approval in advance from their supervisor before any additional hours are completed for work outside of their scheduled hours. Supervisors must consider the request and understand the reasoning to why the additional hours are required. It is important to note, if the work has not been completed in the specific timeframe, no further work is to be completed unless the staff member is paid.
Casual Professional Timesheet process:
- Supervisor advises casual professional staff member of their schedule/roster and allocated hours.
- Where additional hours are required, the casual professional staff member discusses and obtains email approval from their supervisor prior to working any additional hours.
- Casual professional staff member complete and submit their timesheets in MyAurion by 5:00pm on Monday in the week prior to pay week for work performed in the previous fortnight.
- Supervisor approves timesheets in MyAurion by 5:00pm on Wednesday in the week prior to pay week.
- If a casual professional staff member has been paid incorrectly, whether this is an overpayment or underpayment, staff members and their supervisor will need to complete the Casual Salary Adjustment Form (PDF, 1.6MB) and submit via email to our Payroll and Benefits Team.
For pay dates and deadlines for submitting and approving timesheets, please see the Salary and Pay Deadlines.
Timesheet Support Materials
You can find training material on how to use MyAurion in the Systems Training Hub, links below. The AskHR Team are also available to assist employees if required.