STEP INSTRUCTIONS
CASUAL GENERAL/PROFESSIONAL TIMESHEET - BULK
1. Log into Staff Oasis and select Employee Kiosk.
2. Click on My Administration, Administration Menu, Casual General/Professional Timesheet
– Bulk.
3. Current as at: Enter the Start Date for the timesheet or click on the drop-down icon and
select a date.
Note: The Start Date for the timesheet is the first day worked in the timesheet period. For
Casual general/professional staff, the Start Date should be the Thursday of a non pay
week.
Note: Acceptable date formats include dd-mon-ccyy, dd,ddmmccyy, dd-mm-ccyy, dd-mm-yy,
dd/mm/ccyy, dd/mm/yy
4. Click on the ‘Click to enter an employee timesheet’ button to display a list of casual
employees that you are authorised to enter timesheet details on their behalf.
5. Select the employee you wish to enter a timesheet for by clicking on the Person ID.
6. If the employee has > 1 active job at the Start Date of the timesheet, a list of active Employee
Jobs will be displayed for the selected Staff ID.
7. Select the appropriate Job No by clicking on the applicable tick box in the Select column.
8. Option: If there are multiple active jobs displayed, you can select all jobs by clicking on
button.
9. Check the details of the employee and Job to ensure you are entering the timesheet against
the correct person & Job(s) :
- Job Organisation Level
- Job Cost Centre
- Job Start and End Date  you will not be able to enter a Work Date on the timesheet outside
these 2 dates
- Employee name (New Timesheet for Surname, first and second name)
- Staff ID follows the Employee name and in brackets
10. If you have clicked on “Select all Jobs” on the previous screen (step 10.), you will need to
select the appropriate/enter the Job No for each timesheet entry/record. If you only selected
one current Job you will not need to enter a Job No. for each timesheet record.
11. Enter Work Date (for each day worked) by typing in the date or using the calendar drop-down
icon
. The Day field will default to the day of the week.
12. Enter Start Time in 24-hour format eg. 8:30am can be entered as 0830, 08:30. It will be
reformatted for display as 08:30
13. Enter Finish Time in 24-hour format eg. 4:30pm can be entered as 1630, 16:30. It will be
reformatted for display as 16:30
14. Enter Break time in 24-hour format eg. 45 mins can be entered as 45, 0045. It will be
reformatted for display as 00:45. Even if you did not have a break, you will still need to enter 0
to reflect this otherwise the Hours (worked) will not calculate.
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STEP INSTRUCTIONS
CASUAL GENERAL/PROFESSIONAL TIMESHEET - BULK
15. Hours (ie no. of hours worked on that day) is a protected field and will be calculated
automatically. It is displayed in decimal format, eg. 7 hours and 30 minutes is entered 3.5
16. Enter Pay Code (if known) or by clicking on the drop-down icon to display a list of Pay Code
values and selecting the appropriate code by clicking on the applicable pay code. For eg.
select 221 for Basic Pay.
Note: Overtime pay codes must only be selected based on the rules below.
17. Cost Centre field is optional (ie. requires no entry) as it defaults to the Cost Centre displayed
for the Job No. on the top part of this screen. Only enter this field if a different cost centre from
the default is required.
18. Activity field is optional (like free-format comments).
19. Repeat – If you want a specific record to be repeated on the next empty line, then enter the
number of times (eg. 2) you want this timesheet record repeated and click on
button. Repeat a line will copy all the details from the line with a Work Date 7
days later.
20. Copy – clicking on this
button will copy this timesheet record details to the
next empty line with the same work date.
21. Delete – clicking on this
button will delete the timesheet record.
22. If you run out of empty rows to enter your timesheet records, click on the
button to add an empty row.
23. Repeat process from step 13 to step 18 above for each day worked in the period. You
may be enter more than 1 entry for the same Work Date if the Pay Code or the Cost
Centre is different as long there is no overlap of Start and End Times.
24. Save – click on the
button to save your entries for the timesheet.
Note: You can make daily entries on the casual employee timesheet and Save
each day without submitting it for approval.
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STEP INSTRUCTIONS
CASUAL GENERAL/PROFESSIONAL TIMESHEET - BULK
25. Updating your Saved timesheet - Click on My Administration, Administration Menu, Casual
General/Professional Timesheet – Bulk.
This will list all timesheets which have been Saved (and Not Submitted), Submitted (and not
approved) and Rejected (by approval).
Note: Approved timesheets are not listed here.
26. Update: - Click on the Underlined Record Id number for the Employee No. and Job No.
timesheet that you want to update.
Note: if the timesheet has been Submitted (Not Approved) or Rejected, then you have to tick
the Unsubmit box and click on the „Unsubmit timesheets‟ button first to release it for update
under the
heading.
27. The timesheet will appear under Not Submitted, then follow the instructions as in steps 13 to
18 as necessary.
28. Deleting your saved timesheet – you can also start all over for a timesheet (saved, submitted
or rejected) by ticking the Delete box and clicking on the
button.
29. Submitting completed timesheet for the fortnight period :
a. Tick the Submit box for the timesheet you want to submit or click on the „Mark All
Timesheets for Submission‟ button
b. Click on „Submit Selected Timesheets’ button
The selected timesheets will now appear under the Submitted (Not Approved) list.
Note: if there are any errors in the data entry, you will get an „Error!‟ message which you will to
fix before resubmitting it for approval again.
30. You will receive a message on the screen telling you the timesheets have been successfully
submitted to the approver.
31. The casual employee will receive an email notification informing him/her of the submitted
timesheet for approval.
32. The approver will receive an email notification to approve the submitted timesheet.
33. The approver(s) – if you click on the
button, a summary of the timesheet is
displayed and the approver‟s position number is displayed. To find out who (ie. the person
occupying the position) the approver is, click on the position and a pop-list list of the position
occupant is displayed.
Note: this approver list is very handy when your timesheet has not been approved in time and
you need to query who the approver is.
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STEP INSTRUCTIONS
CASUAL GENERAL/PROFESSIONAL TIMESHEET - BULK
Bulk Approved Timesheets.
This menu enables you to list approved timesheets within a range of specified dates.
1. Click on the
folder – this will display a list of approved
timesheets that have been approved by the approvers.
2. Select the Person ID you want to review
3. Enter the Date Worked (from date) and To date – enter dates required or click the
Calendar drop-down icon and select the date range.
4. Leave the Transaction Type blank
5. Click on
button
6. A list of all approved timesheet transactions appear. The individual transactions are linked
by the ‘Web TS ID’ ie. if this value is the same, then these transactions belong to the same
timesheet.
7. You can scroll up/down or left-right to view other details for the transaction.
8. If the field in the
column is blank, then it means that the timesheet transaction
has not been processed by Payroll. If there is a date in this field, then the timesheet
transaction has been processed.
Note: The
means that the timesheet has been processed by payroll and will
be processed in the relevant pay run.
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