CASUAL ASSESSOR CONNX User Guide
GETTING STARTED 3 Internet access 3 HOME TAB 4 Welcome page 5 Timer 5 MY DETAILS TAB 5 Personal details 5 Pay details 5 Pay advices 5 Payment summaries 5 Bank accounts 5 TIMESHEETS TAB 6 Timesheet Process 6 Roles and responsibilities 7 Casuals 7 Assessment Managers 7 Payroll 7 Understanding the timesheet 7 Summary view 8 Detail View 8 How to create a timesheet in ConnX 9 How to complete a timesheet in ConnX 9 Entering laptop allowance 11 Entering mileage 12 Employee comments 13 Submitting your timesheet 13 Casual Assessor User Guide V14.0-2 -
Getting started Internet access ConnX is a web-enabled application and is the Quality Agency s human resources management information system. Being web-enabled, you can access ConnX from anywhere you have internet access. ConnX is most compatible with Internet Explorer therefore please use this web browser and not Chrome, Firefox or any other web browser. To access ConnX from either a laptop or desktop, type the following into the URL bar https://122.102.107.79/connx (not via Google or the search engine) Casual Assessor User Guide V14.0-3 -
A security dialogue box will pop-up similar to the one below (the style of this will vary depending on your operating system). You will be required to enter your Microsoft Windows Username and password to be granted access into ConnX. Ensure acsa\ is entered before your username. ConnX is most compatible when using the internet browser, Internet Explorer 6 or above. In order to check this on your laptop or PC, go to Internet > Help > About Internet Explorer: When you log into ConnX make sure you add ConnX to compatibility mode through Internet > Tools > Compatibility View Settings > Add: Casual Assessor User Guide V14.0-4 -
Home tab Welcome page Timer You will notice that there is a timer at the bottom left hand corner of your screen. The system will automatically log you out if inactive for 19 minutes. This is a security measure to ensure that if you have walked away from your computer for an extended period of time, no-one will be able to access your personal details. To avoid being logged off, simply click into another screen/tab. This will reset the timer to 19 minutes again. My details tab Personal details This is where you change your personal details eg. address, phone number and personal email address. Details of changes to your name require proof of change and cannot be done here. Please notify your manager and send a copy of the legal document to payroll as proof of change of name eg marriage certificate/ divorce papers (Decri Nisi). Pay details Pay advices Lists the pay advices (or payslips) for this financial year to date. Payment summaries You will no longer receive printed copies from Payroll. Your payment summaries will remain in ConnX and are available for you to print if you wish. Bank accounts Shows current bank account details You are able to submit a request to change your bank details and deductions via ConnX by using the ConnX message function. To request a change to your bank details all you need to tell us is your new: Bank name and branch BSB number Account number Account name To request a deduction all you need to tell us: Details of the deduction e.g. salary sacrifice superannuation Start date for the deduction Amount to be deducted. Casual Assessor User Guide V14.0-5 -
To send a request about changes to your bank details or request for deductions through ConnX Hover over or click on the blue My Details tab Select the Messages and Approval drop down or the leave information bubble Click on new message. Please see screen shot below. Select the Payroll email address. Please see screen shots below. Once we have made the changes, we will send you a message so that you can check and confirm your updated personal details. Timesheets tab Timesheet Process You are responsible for submitting your timesheet in a timely manner following your assignment request. When you have done any work for us, you must submit your timesheet by the cutoff days specified (see Appendix A). If possible, submit your timesheet as soon as you have completed your assignment request. If we have any questions and we need to seek clarification, this can be done before the cutoff deadline. Casual Assessor User Guide V14.0-6 -
Casuals timesheets are approved by the Assessment Manager in each State office. If the Assessment Manager wants to query your timesheet, they will either call you on your nominated contact number, or they will type in a message in the manager s free text field and return the timesheet to you. You can then type your response in the employee s free text field and resubmit the timesheet. Roles and responsibilities Casuals You are responsible for correctly completing your timesheets and submitting them to the Assessment Manager by the cutoff dates on the website. This includes claims for mileage reimbursements and claims for the laptop allowance (one per assignment request). Assessment Managers Assessment Managers are responsible for reviewing submitted timesheets, validating the information, and approving them by the applicable payroll cutoff dates. Payroll Payroll is responsible for the processing of approved timesheets received by the nominated processing deadlines, and ensuring payments are deposited into the nominated bank accounts on Thursday. Payroll will not be responsible for any errors in timesheets resulting in delays of payments for laptop or mileage allowances. Understanding the timesheet The timesheet appears in two sections; 1. the summary view; and 2. the detailed view. The summary view allows you quick entry of transactions and provides an easy to read layout for the period. The detailed view displays more information for each transaction. Casual Assessor User Guide V14.0-7 -
Summary view The top section of the timesheet is called the summary view and allows and acts as a calculator when you enter data for the timesheet. You should only use the summary view. It comprises of the following sections. Logout button Week one or week two Header Details Buttons for Saving and Submitting Start and finish times, lunch breaks Normal hours, Klms, OT, Laptop Allowance Daily Totals Detail View The detail view is the actual transactions that will flow through to payroll. Staff do not need to, and should not, use the detail view. Casual Assessor User Guide V14.0-8 -
How to create a timesheet in ConnX You can create a timesheet in your list that will provide you with all the transactions for the period in which you are completing work. 1. Using the navigation menu, select: timesheets > list timesheets 2. Click on the drop down button next to the grey Open Timesheet for: you will see a calendar selection. Drop down for Calendar Selection 3. Select today s date then press the open timesheet for: button. This should open up to the correct period. 4. Please DO NOT use the blue button (Create a timesheet for the next period) to create a timesheet after you submit a timesheet for approval unless your assignment includes days worked in the next pay period. 5. Please note that you cannot create a timesheet in the past. If you have missed the timesheet period you and are unable to create a timesheet, you must email the Assessment Manager your hours worked manually for approval. How to complete a timesheet in ConnX Each employee in ConnX has access to a page which lists all of their timesheets. The list consists of information such as status of the timesheet, the period end date and total hours. You can open any timesheet in your list and will provide you with all the transactions for that period 1. Using the navigation Menu, select: Timesheets > List Timesheets Casual Assessor User Guide V14.0-9 -
2. Click on the View button next to the required period end date, this will open your timesheet 3. Enter your start and finish times in one of the following formats: 4. AM/PM with A for AM or P for PM eg. If you start at nine o clock in the morning and finish at five o clock in the afternoon this means you start at 9A and finish at 5P. If you start or finish outside the hour, enter the actual minutes eg 930A and 515P. Don t for get to enter time taken for a break. 5. Or you can use the 24-hour clock eg 0900 if you start at nine o clock in the morning at 1700 if you finish at 5pm in the afternoon. Enter time in actual minutes eg 0930 and 1715. Don t forget to enter time taken for a break. 6. TAB between entries to move between cells 7. Enter your non worked minutes i.e. how long you had for lunch you must put a minimum of half an hour for each five hours worked as it is a requirement that you take a half hour unpaid break. 8. Click the Save Changes button. You will note that the time sheet will have automatically populated the hours worked cell and populated the normal time with a 0.0 as shown in the following screen shot: Casual Assessor User Guide V14.0-10 -
9. Depending on the day worked, you will need to manually enter the hours into the correct cells as follows: A: Monday to Friday - Hours are entered in the NORMAL cell B: Saturday - Hours are entered in the TIME AND A HALF cell C: Sunday - Hours are entered in the DOUBLE TIME cell D: Public holidays - Hours are entered in the NORMAL and DOUBLE TIME cells To view a sample of these, please see the following diagram. Also note that a 30 non worked minutes applies to five or more hours worked. B C Entering laptop allowance The timesheet allows you to enter your claim for laptop allowance on a per assignment request basis for site audits, review audits and support contacts. It is not paid on a per diem basis, and nor is it paid for desk audits, desk support contacts, etc. 1. Enter the number 1 in the corresponding cell adjacent to the laptop allowance D A Casual Assessor User Guide V14.0-11 -
2. Click on the Save Changes button. You will note that the laptop allowance will appear in the total column as shown in the following diagram. Entering mileage The timesheet also allows you to enter any mileage that you may have completed using your own car. 1. Select the corresponding cell to the size of motor vehicle used for work purposes e.g. small, med, large car according to the following dimensions Engine Capacity (non-rotary engine) Engine capacity (rotary engine) Small Up to 1,600cc (eg Honda Civic) Up to 800cc Medium 1,600cc to 2,600cc (eg Toyota Corolla) 801cc to 1,300cc Large 2,601cc and over (Commodore / Falcon) 1,301cc and over (eg Mazda RX 8) 2. Click on the Save Changes button. You will note that the total Km s will appear in the total column as shown in the following diagram. Casual Assessor User Guide V14.0-12 -
Employee comments This is a free text field where you must enter the type of assignment (SA, RA, SC) and the RAC ID and the date of the visit(s) so your Assessment Manager can verify your claim against the schedule the date so that the manager can verify this as it is a requirement for audit purposes. For instance, if you were part of the assessment team for a site audit at Happy Valley Home RAC 1234 on 30 October to 2 November, type in SA RAC 1234 Submitting your timesheet Timesheets for weeks one and two will need to be submitted for approval together on the Wednesday of each pay week (please refer to the casual timesheet and cutoff dates in Appendix A). When you have entered the times in your timesheet simply save changes do not click on submit timesheet for approval button unless you have completed your assignment. If you have completed an assignment in week two of the timesheet, complete your timesheet for week two by accessing the timesheet via list timesheets, and/or click on the drop down box under the blue Print button at the top right hand corner of the timesheet. 1. Click on Week 2 which will open up the week two timesheet. Complete your entries as per the previous example. Casual Assessor User Guide V14.0-13 -
2. There is space on the timesheet to send your manager a comment on the time sheet together with information on mileage and laptop allowances or with reference to conversations for verification purposes. 3. Enter your comments into this section and press Save Changes. 4. Click on the Submit Timesheet for Approval button 5. Your timesheet will be forwarded to your manager for approval. 6. A screen will appear showing the status of your timesheet and the manager who will be approving it. 7. Once the timesheet has been approved, you will receive a message advising you of this (please see the message below) and if your manager requires any amendments to your timesheet, they will discuss this with you prior. -----Original Message----- From: connx@accreditation.org.au [mailto:connx@accreditation.org.au] Sent: Thursday, 28 October 2010 3:18 PM To: Sid ConnX Subject: Timesheet approved The timesheet you entered with the following details has been approved. Period ending: 15/10/2010 Casual Assessor User Guide V14.0-14 -
8. You can log off in one of three ways: a. Click on the blue home tab and click on the log off tab in the grey bar b. Hover over the home tab and select the log off option. c. Click the logout button on the top right hand side of the screen Please note that subsequent timesheets created will remain in the List Timesheets menu for easy access as shown in the diagram below. Casual Assessor User Guide V14.0-15 -
ConnX - further assistance If you require further assistance, please contact the Assessment Manager in the relevant State office or the HR division. If you are experiencing problems, we may ask for a screenshot of the issue. A screenshot is an image of the display on your computer screen. This is so we can see what you are seeing and can better advise of the solution. A useful website to guide you through how to take a screenshot can be found by clicking the link http://www.take-a-screenshot.org/ Casual Assessor User Guide V14.0-16 -
Appendix A ConnX timesheet period end dates: Casual Assessor User Guide V14.0-17 -