Frequently asked questions
Security
Does the system automatically log you out after a certain time period?
Yes, after 10 minutes. However, the last screen that you were working on will continue to be displayed. It is recommended for security reasons that you lock your workstation if you are away from your desk for any length of time.
Can I log-in for someone else?
No
Leave
Where can I find my long service leave balance on myHRonline?
Long service leave balances cannot be viewed at this stage on myHRonline. However, this function will be made available in the future. If you require a current balance please contact your HR Service Centre representative on 903 67867.
To apply for long service leave you will need to lodge your request through the existing manual process. You can find the Leave Booking form at this address http://www.usyd.edu.au/sydneypeople/myhronline/forms.shtml.
Approved long service leave can be viewed in myHRonline by expanding the Leave menu and selecting Leave Requests. Any approved long service leave will be listed under Future Leave Requests.
Can I or my manager view my leave on myHRonline?
Yes you both can for annual leave but not sick leave.
Are the hours of a future dated leave booking deducted from my balance?
Yes. The balance displayed on myHRonline is your unused accrued leave at the specified date minus any approved future leave you may have booked. This figure accrues on a pro rata basis, so for somebody on a 35 hour week they accrue .383299 hours per day or for somebody on a 37.5 hour week they receive .410677 hours.
If you do not take this leave and need to cancel the booking the hours will be re-credited to your balance once a leave reversal has been approved.
Does the new system take into account future dated leave?
Yes. Future dated leave booked prior to go live has been migrated across from peoplesoft.
Can I take more leave than I have?
You cannot take more sick leave than you have accrued.
If you attempt to book more annual leave than you have a warning will be displayed when the leave is requested. This does not stop the request being sent to your manager. The warning will be attached to the request so that your manager is made aware of the situation when actioning the request. The system will allow your manager to approve a leave request in this situation if they decide this is the action they wish to take.
Who is my approver?
After applying for leave and before it has been approved you can view who your leave request has been sent to.
Once logged on to myHRonline select Pending Transactions on the menu. Select the record number of a leave request. A new page will open. Next to Appr. Status select the underlined position title. The name of the person that the request has been sent to will be displayed.
I want to change the dates of my leave. How do I do this online?
You will need to delete the existing leave request or reverse the leave booking, if it has already been approved, and then re-enter it.
In order to delete the request:
- Select ‘Pending Transactions’ on the menu.
- Select the button next to the request you wish to delete.
- Select ‘Delete’.
If the request has been approved and it is for a date in the future it will be sitting under ‘Future Leave Bookings’ on the ‘Leave Requests Page’. If the booking date is in the past you will need to search for the booking on your ‘Leave History’ page. To remove this request you need to reverse it.
- Select Reverse next to the booking you wish to remove.
- Check that the details are correct and then select Reverse again.
- Confirm the reversal by selecting ‘OK’.
An email is automatically sent to your supervisor. Once your supervisor has approved the request to reverse the leave booking, the hours deducted from your balance will be re-credited.
Overlapping leave – is this permitted?
Yes, a warning will be display when the leave is been requested. This does not stop the request being sent to your manager. The warning will be attached to the request so that your manager will be made aware of the situation when actioning the request. The system will allow your manager to approve an overlapping leave request.
Which date is the end date of a leave booking?
The last working day you are absent before returning to work i.e. if leave is from Mon-Fri, the date entered should be the date of the Friday. If returning on a Tuesday, the end date is the Monday.
Please note: the end date should not be the date of a public holiday.
Advance pay – can it be requested?
Not through myHRonline. Please contact your HR Service Centre representative on 903 67867.
How is sick leave generated?
It is accrued on each anniversary date as a bulk entitlement.
Why isn’t there a leave balance on my pay slip?
Leave balances can be viewed separately on myHRonline.
What if my leave balance is incorrect or I have a question about my leave balance?
Please contact your HR Service Centre representative on 903 67867.
Which email address will notifications, that are generated by myHRonline, be sent to?
Emails triggered by myHRonline are sent to the email address that was created with your unikey. If you are not receiving these emails you will need to check with the ICT Helpdesk (935 16000) that the address that you are using is associated with your unikey. If it is not the ICT Helpdesk can arrange to have the emails sent to your unikey email account forwarded to the account you currently use.
Is flexitime recorded and shown?
No. This will continue to be managed in the faculties/departments.
What happens if my manager does not approve my leave?
The leave approval process within myHRonline sends an email trigger to your manager/supervisor asking them to review and approve. If this supervisor does not respond within 7 days it is escalated to their supervisor for approval. Again, if this person does not action the request it is escalated to the HR Service Centre. The HR Service Centre will approve the request and management reports will be created on a regular basis for Deans and Senior Executives.
Who is the default approver?
The HR Service Centre is the default approver.
What do I do with a medical certificate?
After applying for sick leave on myHRonline:
- print your name, staff number, and leave being applied for on the back of the medical certificate
- give the medical certificate to the approving officer
- once sighted and the leave application finalised, the medical certificate is then forwarded to the HR Service Centre, in a sealed envelope marked ‘Private and Confidential’, for filing.
Can leave be booked in increments smaller than 30 minutes? For example can leave be taken for 3 hours and 15 minutes?
Yes, by using the part day leave booking form on myHRonline for annual and sick leave.
Can I book less than ½ day leave?
Yes, the system records leave in hours.
When using the part day leave booking form does the system check that I have not exceeded my daily hours?
Yes. If you have exceeded your rostered hours for the day a warning will be displayed. A warning will also be displayed if insufficient leave exists for the leave type being requested.
How do I apply for leave without pay/ long service leave / days in lieu / study leave/ other?
myHRonline will only allow you to apply for annual and sick leave at present. To apply for any other type of leave you will need to lodge your request through the existing manual process. You can find the leave booking form at this address: http://www.usyd.edu.au/sydneypeople/myhronline/forms.shtml.
Can leave be seen in days rather than hours?
No.
I am requesting leave and have a Scheduled Day Off within the annual leave – how do I record this? Example – Mon – Thurs is annual leave & Friday is SDO.
The Scheduled day off (SDO) is treated as a separate instance of leave. A separate request needs to be made.
For this example, two leave requests need to be submitted. An annual Leave request needs to be submitted for Monday to Thursday and an SDO request for the Friday.
I am part time do I request a whole day?
Yes, if you are taking the whole day as leave. The whole day deducts from your leave balance the normal hours you work a day. This is showing in your roster.
How do I apply for Carers Leave?
Through myHRonline. When applying choose ‘sick’ as the leave type and ‘carers’ as the reason.
What if my manager is away and doesn’t approve my leave?
Your Manager should delegate leave approvals prior to taking leave. If the leave is unexpected, contact the HR Service Centre. The system will escalate to the next level manager after 7 days.
What do I divide my leave hours by to determine my day off for leave?
This depends on the contract you have with the University. The majority of Academic staff are employed on 37.5 hours contracts. The majority of General staff are employed on 35 hour contracts. A small number of staff are employed on 38 and 40 hour contracts. Simply divide the number of hours you work by five (days).
How long can I plan in advance?
The system will allow you to book annual leave up to the year 2049.
How far ahead does the leave calculator work?
The system will allow leave balances to be calculated up to the year 2049
What happens when I reverse my leave?
An email is sent to the approving manager/supervisor and the leave is credited back onto your balance once your manager approves the leave transaction.
Payroll
If a staff member has more than one position will they still receive more than 1 payslip?
No, they will only receive the 1 payslip. However, the one payslip will show each job.
Will paper pay slips cease for part time as well as full time staff?
The paper payslips will cease for all permanent staff whether they are full time or part time, so part timers will not receive paper payslips (only on termination). Casual staff will continue to receive paper payslips.
Can I change my bank account on myHRonline?
No. Due to security reasons bank account details can not be changed on myHRonline. Please submit your request in writing (email or interoffice mail) to HR Service Centre and they will be able to change it for you.
Can I have my pay paid into multiple bank accounts?
Yes. Fixed amounts or percentages of pay can be directed into different accounts.
I have more than one job. Can my pay from each job be paid into a separate account?
No, however fixed amounts or percentages of pay can be directed into different accounts.
What if I have a problem with my payslip?
Contact your HR Service Centre representative on 903 67867.
Can I view my payslips that were generated by peoplesoft?
Yes through E-staff until June 2008.
When will payment summaries be provided? How will I know when they are ready to view?
Early in July 2008 after the end of financial year processing. It is proposed that an all staff email will be sent.
Will hard copy payment summaries still be provided at all?
No.
Are payment summaries accepted as originals if printed?
Your payment summary on myHRonline (group certificates) is ATO compliant.
General
Can an overseas address be entered?
Yes, enter OTH for State and 9999 for postcode
EEO – is it compulsory to complete this?
No.
When do timesheets go online?
When Phase 1b of the project is implemented.
What is my staff id?
This is the number that uniquely identifies you on the HR system.
Do I log in with my staff id?
No. You are required to use your Unikey or personal ID.
Can I change my name online?
No. You will need to contact your HR service centre representative on 903 67867.
Can email triggers be cc’d to another person too and not just to the direct supervisor?
No.
What browsers and operating systems will the system support?
Internet Explorer, Safari and Mozilla Firefox.
Support
When applying for leave I get the following message ‘Error -6502-ORA-06502: PL/SQL: numeric or value error: character string buffer too small’. What does this mean?
This error will occur if you apply for leave beyond the date of your fixed term contract. Once your contract has been extended the system will allow you to book for the requested dates.
I am using Internet Explorer 6 and cannot access the myHRonline site. I am getting a message that reads ‘This web page cannot be displayed’. What can I do?
If you are having trouble accessing myHRonline in Internet Explorer 6, there are a series of simple steps you can take which will usually remedy your problem.
- Open Internet Explorer, if you have not already done so.
- In the Tools menu, click 'Internet Options...'
- In the Internet Options screen, click the 'Advanced' tab
- Scroll to the bottom of the advanced options list and make sure that the three options, SSL 2.0, SSL 3.0 and TLS 1.0 are all checked.
- Restart your browser and open myHRonline
If you are still experiencing the problem you will need to try the following steps.
- Open Internet Explorer, if you have not already done so.
- In the Tools menu, click 'Internet Options...'
- In the General tab select Delete Cookies (Deleting cookies may delete some stored internet passwords).
- Select OK.
- Select Delete Files
- Check the Delete all off-line content checkbox.
- Select OK.
- Close all internet explorer sessions.
- Restart your browser and open myHRonline.
After going through these steps you are unable to access the authentication screen please contact the ICT Helpdesk on 935 16000.
I don’t have a Unikey?
All permanent University staff have been assigned a Unikey. Please contact the ICT help desk on 935 16000.
If you are a casual employee it is not necessary at present to have access to myHRonline as you are still receiving a hardcopy payslip.
Who is responsible for keeping the information correct?
Personal information is the responsibility of the individual. Position information is the responsibility of the supervisor.
How do I look at what I’ve entered (leave bookings, claims)?
myHRonline keeps an electronic record of transactions.
What if I have more than one job?
All employment is linked to your personal number and can be viewed through myHRonline.
How do I get access to Hyperion HR reports?
- Complete the online training course (HR110 - Hyperion HR Reports ONLINE LEARNING)
- The Hyperion Access Form is available from http://itassist.usyd.edu.au/staff/services/admin/hypaccess.shtml
- Complete the form, including the supervisor’s details. Select Intelligence – HR Reports. If already a Hyperion user select Finance + HR Reports
- Press Submit
- The form will be sent to ICT who will forward to Financial Services Training unit to confirm training has been undertaken.
- Once confirmed this will be sent to the HR Systems Administration Team who will review the access and set this up.
- Once confirmed access to Hyperion will be provided.
Who do I call if I have a problem?
If you are having difficulty accessing or using myHRonline call the myHRonline Helpdesk on 903 65425. It may be necessary to refer you on to the ICT Helpdesk if it is an access issue.
Position Management
What do I do if my leave request is going to a person who is not my supervisor?
Please ask your supervisor to advise the Position Management Team ().