Managing payment claims
Information for managers to approve payment claims for staff who have worked agreed hours above their standard working hours.
Types of claims
Claim types are set out in the conditions of employment under the relevant Enterprise Agreement and availability depends on your staff’s employee group e.g. Academic, Professional, Vocational Education, Vocational Education (DATA) or Childcare staff:
Staff may submit claims in ESS for the following types of payments:
1. Additional hours
2. Above load – Marking
3. Above load – Teaching
4. Offshore marking
5. Offshore teaching
7. Call back
8. On call allowance
9. On call overtime
10. On call remote overtime
11. No minimum break
12. Extended travel
13. Extended travel overtime
14. Vocational Education loading
15. Excess teaching
16. Excess teaching casual rate
For more detail on the above claim types, please refer to the Record Working Time: Time Entry Guide for the relevant employment group:
You may have additional processes in your area, so please ensure your ensure your staff member is aware of these requirements.
Approving a claim
As a manager you will approve working time payment claims via ESS under the Leave & Time tab, Approve Working Time.
For detailed instructions the following resources are available:
- Approve working time via ESS (PDF, 743KB, 8pg)
- Approve working time via ESS learning simulation (SWF, 4.9MB)
An option to have a second level approver is available, to arrange please submit a Time Administrator and Time Approver form (CA12).
Please note: claims can only be submitted and approved in ESS for the current week and up to 6 weeks prior, please remind staff to submit their claims in a timely manner. For claims outside this period please contact HR Assist.