Oracle Fusion

Submitting a weekly timecard is the new way for employees to claim:

• overtime, standby, call out and keeping in touch payments in their own post
• for overtime or additional hours worked in a different post
• for working their contractual basic hours in a different post (facilities and social work employees only)

Time cards will also be used by:

• teachers to submit their claims for supervised study
• part time teachers to claim for additional hours worked
• employees claiming sleep over allowance
• casual workers to claim for the hours they have worked such as school support assistants (casual/supply) and early years practitioners (casual/supply).

Supply teachers will continue to be paid through the current arrangements.

Time card process

Whenever you submit a time card, your manager will receive a notification asking them to check and approve it. (Normal payroll processing deadlines still apply.)

Employees with more than one post should choose the job they worked overtime in, and submit their timecard for that post, so the relevant manager can approve their claim.

See the overtime guidance for employees and managers.

There is updated information on the pay element codes to use in your timecard, and guidance and examples of the elements to use across a range of scenarios. This includes examples for:

• full time and part time employees
• casual workers
• working overtime in a different post
• working your basic, contracted hours worked in a different post is also available
• keeping in touch payments and sleepover payments
• examples of standby and call out claims for full time and part time employees

You can also access the Quick Reference Guides to watch a demo of how to submit a timecard and how to amend a timecard. Managers can access guidance and demos on how to approve timecards and how to submit them on behalf of employees.

Key changes to the overtime process

• Time cards should be submitted through Oracle Fusion on a weekly basis; overtime spreadsheets will be phased out
• The actual hours claimed should be recorded against each day in your timecard. You can no longer add the total hours worked together and claim these as one figure
• SCP, cost centre and subjective code should not be provided for overtime/additional hours worked in your normal job. This information is only needed if you are working overtime in a different post or cost centre
• For overtime/additional hours worked in a different job, the spinal column point (SCP) of this post must be added to your claim not the hourly rate. (If you do not know the SCP of the post you worked in, speak to the manager who arranged your overtime)
• Cost centres and subjective codes are not needed for most overtime claims and should only be provided if the hours worked are to be paid from a different cost centre. (If you do not know the cost centre of the post you worked in, speak to the manager who arranged your overtime)
• If a cost centre is needed, you should use the new Oracle Fusion cost centres (which consist of 7 digits) for claims to be paid after 2 August 2024
• A new pay element has been created for casual workers claiming hours (and this includes holiday pay). This is called E001 Casual Basic Pay
• A new pay element has been created for employee groups who occasionally work their basic, contractual hours in another post. This is called “E001 Basic Pay Acting Up”. See how to claim overtime and additional hours.
• Employees and managers can both amend an overtime claim that was previously submitted (within 45 days of it being submitted). If you need to do this, please read the guidance before making any changes, as this is a new process. If you need to amend a claim more than 45 days after it was submitted, you should contact Personnel Services