Help using Timekeeper (Aurion ESS) timesheets

If your agency uses Aurion ESS, log in to the QSS Self Service Centre to request access to Timekeeper.

How do I enter hours in my timesheet?

Use the 24-hour format when entering times in your timesheet. For example:

• Start: 09.00
• Break from: 12.00
• Break to: 12.30
• Finish: 17.00

This indicates a 9–5 day with a half hour break at midday.

A timesheet (period) is missing from Timekeeper

Add a missing timesheet period in ESS:

1. Select Dashboard>Timesheets.
2. Select the View Full List button underneath the Unapproved Timesheets bar.
3. Select the Add button.
4. Select the Period dropdown field.
5. Select the missing timesheet period.
6. Select Save.

Who will approve my timesheet if my supervisor or manager is on leave?

If your supervisor's or manager's position is being backfilled, and the higher duties or relieving at level application was processed in Aurion, your acting supervisor or manager will get your timesheet to endorse or approve.

Your timesheet will escalate to the next manager (i.e. the next 'functional reports to' position in the reporting structure) if your supervisor submitted their leave in ESS and their position isn't being backfilled, or the backfilling arrangement hasn't yet been processed in Aurion.

My timesheet isn't showing in Timekeeper

If you see the message, 'Cannot determine default ruleset', contact QSS using the Self Service Centre. We will fix this for you.

How do I recall a timesheet if the recall button isn't showing?

You can recall a timesheet before each fortnight's pay processing deadline. If the deadline for the period has passed, the recall function won't appear in ESS.

If you need to recall an older timesheet, contact QSS using the Self Service Centre.

Can I submit more than 1 timesheet at a time?

No. You can submit and have timesheets approved before the end of the week, but you can't validate or submit another timesheet until the previous one has been approved.

You can only raise timesheets to the end of the current pay cycle.

How do I submit a timesheet if I can't access Aurion ESS (e.g. working remotely)?

If you can't access Aurion ESS, your supervisor can submit your timesheet on your behalf.

They need to:

1. Log in and click on the Change employee icon.
2. Enter your name or employee number in the Search field.
3. Select your name; now they can access your details.
4. Got to Dashboard and select Timesheets.
5. Select and complete the timesheet.
6. Select Validate and then Submit.

The timesheet will go to the person your supervisor reports to for approval. You and your supervisor should keep a record (for example in a spreadsheet or email) of the times you have agreed on.

How do I fill in my timesheet if I worked differently to my usual part-time arrangement?

If, for example, you normally have Wednesdays off, but this week you worked on Wednesday and had Friday off instead, you can enter this in your timesheet.

1. Select the Detailed tab of the timesheet.
2. Select the day that is normally a work day, but you had it off instead (in the example above, this would be Friday).
3. Change the date to the non-work day that you are now working (in the example above, this would be Wednesday's date).
4. Select Type>Swapped Part Time Day.
5. Enter your work hours as usual.
6. Save.

I worked more hours than my usual part-time arrangement and want to be paid the additional hours

1. Select the Detailed tab of the timesheet.
2. Ensure you're in the Overtime/TOIL/Extra Hours section of the timesheet.
3. Select the Add button.
4. Select the date you worked extra time.
5. In the Type field, select Part Time Extra Hours Paid.
6. Enter the start and finish time of the additional hours you worked.
7. Select Save.

I worked more hours than my usual part-time arrangement and want the extra hours as flex time (ATL)

1. Select the Detailed tab of the timesheet.
2. Ensure you're in the Overtime/TOIL/Extra Hours section of the timesheet.
3. Select the Add button.
4. Select the date you worked extra time.
5. In the Type field, select Part Time Extra Hours ATL.
6. Enter the start and finish time of the additional hours you worked.
7. Select Save.

I changed my working hours, but my timesheet still shows my previous work pattern

This can happen if your Change of hours form is processed after your timesheet is generated. Reset your timesheet to prompt your new work pattern to display. In any tab of your timesheet, look for the Reset button at the bottom right of the page. If this doesn't work, call QSS Customer Support on 1300 146 370.

My part day hours don't match my leave history

Make sure you've already applied for the leave in ESS (Select Dashboard>Leave >Apply for leave).

When you add the hours you took as leave to the hours you worked, they must equal your agreed daily work hours.

You can now enter the leave in your timesheet:

1. In the Detailed tab of your timesheet, ensure you're in the Standard & Accrued Time Hours section and select the Add button.
2. Select the correct date.
3. In the Type field, select the type of leave you took.
4. In the Start field, enter the time you began the leave (e.g. 11.00 for 11am).
5. In the Finish field, enter the end time of your leave (e.g. 17.00 for 5pm).
6. Select Save.

If you used flex time (ATL) for your part-day leave, you don't have to apply for the leave. Just enter the hours you worked and Timekeeper will deduct the rest from your ATL balance.

Do I need to enter start and finish times for full days of leave?

No. If you're applying for a full day of leave, don't enter start and finish times in your timesheet (this may affect your overall balance).

How do I turn off Timekeeper when I go on extended leave?

You should have Timekeeper disabled when you go on long term leave (e.g. parental leave, long term sick leave). This will ensure that future timesheets are not generated. Payments and allowances will continue to be paid.

Log in to the QSS Self Service Centre and submit the ESS Timekeeper enquiry form to get your Timekeeper disabled.

How do I submit a leave request if I can't access Aurion ESS (e.g. working remotely)?

If you can't access Aurion ESS, your supervisor can submit your leave request on your behalf.

They need to:

1. Log in and click on the Change employee icon.
2. Enter your name or employee number in the Search field.
3. Select your name; now they can access your details.
4. Got to Dashboard and select Leave.
5. Select Apply for leave.
6. Enter the leave details and select Submit.

The leave request will go to the person your supervisor reports to for approval. You and your supervisor should keep a record (for example in a spreadsheet or email) of the dates you have agreed on.

Why is my Accrued Time Leave balance in Aurion ESS incorrect?

Your Accrued Time Leave (ATL) balance may appear to be incorrect before Friday each week. Timekeeper reconciles your ATL balance every Friday and shows a credit or a debit for the week.
You can see your current ATL balance in the Balance Carried Forward row of the Summary page of your timesheet (after you've validated your timesheet).

The ATL - Debit or ATL – Credit field doesn't match how much leave I took

Short answer: That's ok. 'ATL debit or credit' and 'leave' are different.

The ATL - Debit and ATL – Credit fields show in the Accrued Time Leave History section of the Summary tab of validated or approved timesheets.

They reflect the total ATL (flex time) debited or credited at the end of a timesheet period.

See the following example week and ATL – Debit calculation for why this can be different to your leave history:

• Monday: had a flex day (7.15 hours)
• Tuesday: accrued 0.15 minutes
• Wednesday: used 2.00 hours
• Thursday: worked 7.15
• Friday: accrued 2.00 hours

Total credits equal 2.15 and total debits equal 9.15.

This equals a total debit of 7.00 hours for this timesheet period. The ATL – Debit field will show 7.00 hours, which is different to the 7.15 which would show in the leave history for taking Monday off.

How do I read my Accrued Time Leave history?

Select the Summary tab and view the Accrued Time Leave History table. The table shows the following:

• ATL – Credit: Any hours worked above your weekly standard hours (adds to your ATL balance).
• ATL – Debit: Any hours worked below your weekly standard hours (deducts from your ATL balance).
• ATL - Accrued Time Leave: Full days of ATL applied for through the ESS leave module. Full days will show as a 0.00 balance. You'll see this amount debited on the Friday when it's reconciled.

Select the relevant timesheet to see information about past balances.

Why am I getting an error message about carry forward balance and the FTE limit?

If you get the following error message when trying to submit your timesheet, call QSS Customer Support on 1300 146 370:

'Carry forward balance for accrued time leave would be -X.00. This is less than the FTE limit of X.XX.'

This error occurs if your ATL (flex time) balance is greater than the allowed negative balance at the end of ESS's 4-week cycle. For example, if your agency allows ATL balances of negative 5 hours and your balance is -6 hours, you'll see this error message and won't be able to submit your timesheet.

These limits are pro-rata for part-time employees.

What is forfeited ATL?

Timekeeper removes excess flex time (accrued time leave, or ATL) in forfeit periods. The forfeit period is normally once every 4 weeks. See your agency's pay calendar for forfeit dates.

If you have an ATL balance over the maximum allowed by your agency, the excess balance will be removed when your timesheet is approved for the period ending on the forfeit date.

For example, if you are allowed to accrue 30 hours of flex time in your agency and you have accrued 35 hours, you will lose 5 hours of flex when the next forfeit date occurs.

You can restore forfeited excess flex time.

How can I restore forfeited ATL?

If you have lost excess ATL as a result of a timesheet forfeit period, you can reclaim this accrued time.

You can do this on the timesheet following the period in which the leave was forfeited (this timesheet must be approved). For example, if leave is forfeited on a timesheet for the period 20–26 April, you need to have this timesheet approved before you restore the forfeited leave on the timesheet for 27 April–3 May.

1. Select the Detailed tab of the timesheet.
2. Ensure you are in the ATL Adjustments section of the timesheet (at the bottom).
3. Select the Add button.
4. In the Effective Date field, select a Saturday or Sunday.
5. In the Type field, select Carry over Forfeited ATL.
6. In the Hours field, enter the number of forfeited hours to be credited, i.e. 5.00 hours.
7. There is a Comments field to be used if you require.
8. Select Save.

How do I create an allowance claim in Timekeeper?

1. Select Dashboard>Timesheets.
2. Select the required timesheet in the Drop-down list.
3. Select the Detailed view.
4. Scroll down to the Additional allowance claim section.
5. Select +Add
6. Select the Allowance field.
7. Select the Allowance type from the drop-down list.
8. Enter the values required in the Amounts/Units field.
9. Select Save

How do I claim overtime?

Use the ESS Claims Module if:

• your overtime claim is for hours worked between 12:00am and 6:00am
• you have more than one claim of On Call Overtime (Work at Home) or Exempt-On Call Overtime (Work at Home) for a timesheet day.

For all other overtime claims:

1. Select Dashboard>Timesheets>Detailed tab.
2. Ensure you're in the Overtime/TOIL/Extra Hours section of the timesheet.
3. Select the +Add button.
4. In the Date field, enter the date you worked overtime.
5. In the Type field, select the type of overtime you worked.
6. In the Start field, enter the time you began your overtime (e.g. 11.00 for 11am).
7. In the Finish field, enter the time you finished your overtime (e.g. 17.00 for 5pm).
8. If you need to add a note for your supervisor, do this in the Comments field.
9. Select Save.

How do I claim TOIL for excess travel?

1. Select Dashboard>Timesheets>Detailed tab.
2. Ensure you're in the Overtime/TOIL/Extra Hours section of the timesheet.
3. Select the Add button.
4. In the Date field, enter the date you did the excess travel.
5. In the Type field, select TOIL.
6. In the Start field, enter the travel start time.
7. In the Finish field, enter the travel end time.
8. If you need to add a note for your supervisor, do this in the Comments field.
9. Select Save.

Your TOIL will be processed when the timesheet is submitted and approved.

Excess travel is to be compensated with time off in lieu (TOIL) if you:

• are a public service employee covered by the Queensland Public Service Officers and Other Employees Award – State 2015
• undertake official travel away from your normal headquarters
• undertake this travel outside ordinary hours.

(Your industrial instrument may provide a different compensation.)

The amount of compensation is calculated as follows:

Time taken for the official travel - Time usually spent travelling between home and work = X rounded to the nearest quarter hour.

For example, you leave work in Brisbane at 6pm and drive to Toowoomba for the evening session of a conference.

• The drive takes 1 hour and 37 minutes (01.37).
• Your normal commute home from the office takes 30 minutes (01.37 – 00.30).
• You are entitled to claim 1 hour and 15 minutes TOIL (01.37 – 00:30 = 01.07 rounded to 01.15).