Professional Employees HEW 1-7

Timesheets   

If you are a professional employee (HEW Level 1 to 7), you need to keep a record of your hours worked. 

You are also required to work within the span of hours consistent with the occupational category to which you are employed. You can locate your occupational category in your employment contract. The standard spread of hours, maximum work hours per week, and notice requirements to vary commencing and ceasing times for each occupational category, are outlined in the Enterprise Agreement.   

Professional employees work schedules are visible in Workday and can be viewed on the Worker Profile of an employee or by searching ‘My Schedule’. Work schedules can be accessed by employees and their supervisor. 

Changes to Timesheets in 2024

From February 2024, professional employees (HEW 1-7) are required to complete an electronic timesheet in MyAurion each fortnight, recording hours worked, additional hours worked, breaks and overtime. Approval to work additional hours and/or overtime must be sought prior to work performed.

Professional employees (HEW 1-7) in Customs House as well as Veterinary Science professional clinical employees, and professional P&F Security employees will be exempt from this process change. These employee groups will continue with their current time and attendance processes and record keeping. 

Download the 2024 timesheet (XLSX, 693.2 KB)

Please visit the System and Process tab for a recording of the training session and links to user guides. 

Flexible Work   

Eligible employees may access flexible work including but not limited to one of the following patterns of work:   

• 9-day fortnight   
• 19-day month   
• Flexitime   
• Voluntary Banked Time   

Flexi-time and Voluntary Banked Time (VBT)   

The  Attendance, Hours of Work and Overtime (Professional Staff) Procedure provides information relating to the requirements on the use of Flexi-time and Voluntary Banked Time (VBT) for Professional Staff HEW 1-7.  Flexi-time and VBT should only be used where there is a genuine requirement and prior approval from your supervisor to work additional hours in order to meet a peak in workload, or to assist you to balance your work commitments and personal circumstances where it is of mutual benefit.    

Please see a summary below for the options for flexible working hours, please note a staff member can only engage in either Flexi-time or Voluntary Banked Time arrangements, not both at the same time:   

These flexible options are not automatically available to staff members and should be requested via a Flexible Work - Request Flexi-time or VBT request in Workday.   

Please visit Flexible Work to find out more information about flexible work options at UQ.    

Overtime   

Where there is an ongoing local flexible work agreement in place for an employee to commence or finish their workday outside of the span of hours for their occupational category, overtime is not applicable. 

Overtime must be pre-approved by your Supervisor before you work the overtime hours.   Please see the Pre-Approval to Work Overtime Guide for instructions on how to request to work overtime. 

There are different requirements for overtime for different categories of employees. To find out about the requirements for overtime, see the:   

• Attendance, Hours of Work and Overtime (Professional Staff) Procedures   
• Enterprise Agreement.   

You can submit an overtime claim form (PDF, 1.5MB) once your overtime has been approved and you have completed the hours.    

Time Off-In-Lieu of Overtime (TOIL)   

If you are a professional employee (HEW Level 1 - 7) you may come to an agreement with your Supervisor that your approved overtime will not be paid but compensated through “time off in lieu”. In accordance with the Enterprise Agreement, the time off in lieu will accrue at the equivalent overtime rate which would otherwise have been paid to you.    

You may accumulate up to a maximum of five working days as TOIL at any time (pro-rata for part time staff) and this should be taken at a mutually agreed time, normally within thirty (30) days of accrual.   

If you have accrued, but not taken time off in lieu, this will be paid out in total, twice per calendar year (being the last full pay period in May and the last full pay period in November), at the relevant overtime rate and salary that applied at the time the time off in lieu was accrued.    Employees may be provided with the option to opt out from the TOIL payment process provided that their balance does not exceed 36.25 hours and they can take the TOIL at an agreed time within the next 30 days. Please see the Opt out of Time Off In Lieu (TOIL) Payout Guide available in the System Training Hub for instructions to opt out of the TOIL payment process. 

If you are a  HEW Levels 1-8 employee, you  may request to be paid for overtime that you have not taken as time off in lieu and the University will pay you for the overtime in the next available pay period following the request. Please see the Payout of Time Off In Lieu (TOIL) Guide for instructions to request to be paid for overtime that you have not taken as time of in lieu.