Recording overtime and/or allowances - Themis

Recording overtime and/or allowances in Themis
If you are a continuing or fixed term employee at the University, you may need to record and submit
allowances (e.g.: meal money, kilometre reimbursement, etc) and/or overtime or additional hours to your
supervisor via Themis Staff Self Service.
Note: if you are entering overtime or additional hours worked during a public holiday falling on a weekday, you need to
submit an HR26 form to the department’s local HR Officer - please do not submit your overtime/additional hours via
Themis.
Submitting a timecard
1 Log on to Themis via your Staff Self Service responsibility and select Timecard > Create Timecard.
The Create Timecard screen will display.
2 Select the appropriate payment Period from the drop-down list.
Notes:
• a ~ indicates there is an active timecard associated with the payment period
• timecards cannot be submitted for future payment periods
You may also select a timecard template to use, if desired (refer to the Creating a timecard template in Themis reference card
for further information on creating and using templates).
3 Complete your timecard details.
Note: the values available in the Hours Type, Payment Type and Job Performed lists are determined by your Primary
Assignment as recorded in Themis. A separate line must be entered for each specific payment type (e.g.: overtime at time and
a half, overtime at double time, additional hours for part-time staff, meal money, kilometre reimbursement, etc).
Field Action Comment
Hours Type
Payment Type
Job Performed
Select the type of work you have performed
from the drop-down list.
Select the unit of payment from the list of
values (LOV).
Select the type of activities performed from
the drop-down list.
Refer to the Hours Type table on page 3 for a list
of available hour types and their corresponding
units.
Note: the values displayed in this list will be
determined by the Hours Type selected above.
To display all values available:
• click on the search icon to display the
Search and Select screen
• leave the search field blank and click Go
• click on the Quick Select icon for the
desired payment type
Recording overtime and/or allowances V:1 Effective Date: 7/02/2014 1

Themis Reference Card
Timecard details continued
Field Action Comment
Casual Contract
Reference
Approval ID
Coy
Budg
Cost
Proj
Pur
Act
Loc
Select the appropriate contract from the
drop-down list, if applicable.
Select your supervisor/approver from the
drop-down list.
Enter your 2 digit Company segment from
the chart of accounts (COA) or select from
the LOV.
Enter your 4 digit Department/Budget Unit
segment from the COA or select from the
LOV.
Enter your 2 digit Cost Centre segment from
the COA or select from the LOV.
Enter your 6 digit Project segment from the
COA or select from the LOV.
Enter your 3 digit Local Purpose segment
from the COA or select from the LOV.
Enter your 2 digit Activity segment from the
COA or select from the LOV.
Enter your 2 digit Location segment from
the COA or select from the LOV.
This field is mandatory.
Note: a casual contract reference is not
necessary for a staff member on continuing or
fixed term contract and should default to Not
Applicable.
Refer to your supervisor or Department Manager
for the appropriate code.
Refer to your supervisor or Department Manager
for the appropriate code.
Refer to your supervisor or Department Manager
for the appropriate code.
Refer to your supervisor or Department Manager
for the appropriate code.
Refer to your supervisor or Department Manager
for the appropriate code.
Refer to your supervisor or Department Manager
for the appropriate code.
Refer to your supervisor or Department Manager
for the appropriate code.
5 Enter your hours worked or units in the day/date fields.
Remember: when entering overtime, enter the extra hours worked only. A maximum of 2 meal money units per day will be
accepted.
If you do not wish to submit your details at this stage you may click on the Save button.
6 Enter any comments for your approver and click on the Continue button.
This will take you to a Review screen where you can check the details entered and correct them if required. If details are
incorrect, click on the Back button to return to the Time Entry screen and make changes, or use the Cancel button to cancel the
action.
7 After checking all details are correct, click on the Submit button.
You will receive a Confirmation that your timecard has been sent to your approver. Note: each payment type entered on the
timecard (e.g.: overtime, meal money, kilometre reimbursement) will generate a separate notification to your approver so each
may be independently approved or rejected.
Note: if your approver rejects your timecard, you will receive a notification in your Themis worklist for you to action. It is
advisable to check your Themis worklist prior to the payment cut-off date to ensure your timecard has been approved.
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Themis Reference Card
Payment cut-off dates
Fortnightly staff timecards must be approved (all lines approved by all approvers) by 4.00pm on the Tuesday of the
fortnightly pay week (i.e.: the Tuesday before you get paid).
Casual and fortnightly hours type units
When entering data through Staff Self Service (Timecard), you are asked to complete the number of units for each Hours
Type you enter. While most of these units are recorded in hours (i.e.: 2 hours of overtime, or 4 hours of demonstrating)
there are some exceptions, as outlined in the table below.
Hours Type
Accompanist
Agreed Rate FNT Professional
Agreed Rate CAS Academic
Agreed Rate CAS Professional
Clinical teaching
Conferring Casual Professional
Conferring FNT Professional
Demonstrating
Exam Supervisor
General Staff Support
Honorarium
Km Reimbursement Casual Academic
Km Reimbursement Casual Professional
Km Reimbursement FNT Professional
Law School Moots
Lecturer Casual
Marking
Meal Money Pay
OT Hrs (Outside 7:30am-7:30pm)/Sat Before 12pm
OT Hrs Sat After 12pm & Sun
OT Hrs/Add Hrs (7:30am-7:30pm)
Other Academic Activity
Research Assistance
Shift
Sports Centre
Tutorial Casual
Unit Type
Per session
Per unit
Per unit
Per unit
Per hour
Per ceremony
Per ceremony
Per hour
Per hour
Per hour
Per thesis
Per kms
Per kms
Per kms
Per session
Per hour
Per hour
Per meal (max 2 per day)
Per hour
Per hour
Per hour
Per hour
Per hour
Per shift (max 1 per day)
Per session
Per hour
Decimal conversion of minutes
When recording hours in Themis, you need to use decimal amounts. If you are not entering whole hours, then you will
need to convert the number of minutes worked into its decimal equivalent as outlined in the table below.
Minutes Decimal conversion Minutes Decimal conversion
5 min 0.08 35 min 0.58
10 min 0.17 40 min 0.67
15 min 0.25 45 min 0.75
20 min 0.33 50 min 0.83
25 min 0.42 55 min 0.92
30 min 0.5 60 min 1.00
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