Automated Email process for ESS Casual Academic Timesheets

Due to the large volumn of timesheets entered by casual academics, a consolidated email is used to display a list of employees with timesheets waiting for approval. This email is sent to the supervisor once a day.
The consolidated email includes details of new timesheets submitted within the last 24 hours and details of timesheets submitted more than 2 days ago and still waiting for approval.

Employee Self Service Timesheets must be actioned by the supervisor as soon as possible to meet the next available pay day.

If the timesheet is not approved within the first 2 days, the automated email reminders and escalation process will commence as explained in the table below.

Who receives the email?
Type of email
Email Code#
When is the email sent?
Supervisor
Consolidated
n/a
A consolidated email is generated once a day (approx 1am) displaying a list of employees who have submitted timesheets within the last 24 hours.
Supervisor
Consolidated
n/a
If a timesheet is not approved or rejected within 2 days from the timesheet created date, the transaction details will re-appear on the consolidated email as a reminder to the supervisor. These details will continue to re-appear at 2 day intervals until actioned.
Employee
Reminder
161
Reminder emails are sent at 2 day intervals until the timesheet is actioned by the supervisor.
Payroll Office
Escalation
102
Escalation email is sent to the Payroll Office 10 days from the timesheet created date to investigate why the timesheet has not been actioned.

Consolidated Emails

The supervisor who will receive these emails is the nominated approver authorised on the staff member's Casual Employment Form. This reporting relationship is recoded in the HR System to enable the supervisor to approve ESS timesheets and other requests. A supervisor can view who reports to them by looking at their ESS Team List.

A consolidated email is sent to the supervisor once a day when timesheets are waiting for approval. If a timesheet is not actioned within 2 days, the details of the timesheet will re-appear on the consolidated email as a reminder to the supervisor. These details will continue to re-appear on the consolidated email at 2 day intervals until the timesheet has been actioned.

Escalation Process

If no action is taken within 10 days the request will escalate to the Payroll Office (and also remain with the supervisor).
The Payroll Office will not action the request, but will investigate why the request is still pending and contact the appropriate supervisor.

Delegation of Timesheet Approvals

If you are a Supervisor with staff reporting to your position you have the option to delegate your approval authority to a nominated person for a period of time.
This option is recommended if you are going to be absent from the University or are unable to go online to approve timesheets.

For example: If you take leave and no other staff member will be replacing your position on HDA, simply email the Payroll Office and request to delegate your Casual Academic Timesheet approvals to another person during your period or absence.

Note: Delegation is not required when a staff member receives HDA acting in your position. If the HDA form is received and entered on the HR System prior to the HDA commence date, your staff member's timesheet will automatically be directed to the occupant on HDA. If in doubt, please contact the Payroll Office for advice.