Casual Appointments – EAIT Faculty & Schools

Have you returned the following documents to your School HR/Finance

Officer?

 Tax file number declaration

 Method of salary payment form
 Copy of your passport or driver’s licence
 Copy of your visa details (if applicable)
 Confirmation that you have completed the mandatory training
modules (copy of MyTraining Report on Blackboard)

Please ensure that the above documents have been provided to the
HR/Finance contact in your School. These documents are required before
your appointment can be finalised.

Introduction

As a casual employee of The University of Queensland you are required to record the
hours that you have worked in order to receive payment. Payments are received on a
fortnightly basis in arrears following the submission of an online timesheet (Timekeeper
Form) through MyAurion.

Offer of Appointment Letter

Once your appointment has been finalised, you will receive an Offer of Appointment
letter via email. All details relating to your casual appointment will be included in the
offer of appointment letter, including how you will be paid and how to access your UQ
staff user name and password. Indicate your acceptance of the terms and conditions of
the offer by completing the acceptance page and returning it to the relevant person on
the letter or your School’s HR/Finance Officer. If you commence work without
completing and returning the acceptance page, you will be regarded as having accepted
the conditions of the offer.

If you haven’t previously lodged a Method of Salary Payment (bank account) Form or a
Tax File Number Declaration Form with the University, or if your circumstances have
changed since lodging one, you will also need to complete and submit these forms.
These forms will be made available during tutor training or otherwise please see the
HR/Finance Officer in your School. If you are on a student or temporary visa, please also
provide a copy of your passport and visa details to the School’s HR/Finance Officer when
you submit your forms. Note: all of these will need to be submitted together in order to
complete your appointment as soon as possible after you commence.

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UQ Username and Password

To access MyAurion you need a UQ username and password. UQ Connect will

automatically generate a letter with this information and mail it to the School Office for
you to collect.

If you have not received your letter from UQ Connect within two weeks of receiving your
Offer of Appointment letter, you should contact ITS on 336 56000 (option 2 for staff) or
go to the UQ Connect office, located in the Prentice Building. UQ usernames and
passwords will not be provided over the phone or via email.

This staff username (should start with ‘uq’ at the beginning) and password must be used
when accessing MyAurion. Note: You cannot use your UQ Student Logon for accessing
and lodging your electronic (Timekeeper) timesheet.

Please note that your staff account is temporary. It will be terminated when your
appointment as a tutor ends. Access to a staff email account will not be extended or
reinstated once the casual appointment has ended.

Health and Safety

All UQ staff, including casual staff, have a duty of care for their personal welfare and the
welfare of their colleagues. As a tutor, you are responsible for the safety of the students
in your tutorial and should be familiar with UQ emergency procedures and the particular
hazards and safety procedures associated with your tutoring duties.

Safety resources available for your reference include;

 Online OHS Training modules (see below),
 UQ Tutors website http://www.uq.edu.au/tutors/safety,
 UQ OHS Division website http://www.uq.edu.au/ohs/

All specific safety related enquiries should be directed to your course coordinator or
school WHS coordinator.

Mandatory Online Training Modules

All casual teaching staff must complete mandatory online training modules.
Sign in to Learn.UQ using your UQ Staff or Student Username and Password and
navigate to UQ Workplace Inductions and OHS Training.

If you do not have a UQ student or staff username and password, please contact your
HR/Finance Officer for instructions on how to access these training modules.

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Select the following modules in **Learning Modules** and **Assessments**. Note that
you must achieve a mark of 80% to pass the assessment.

 General Workplace Safety Training

 Annual Fire Safety Training (must refresh training annually)

 Code of Conduct Training

 UQ Privacy Training

 Sustainability General Training

 Equity Online – Module 1 (navigate to EO Online module from UQ Equity and Diversity
page)

Some course coordinators will also require completion of other OHS online training
modules relevant to specific teaching activities. It is your responsibility to ask if your
work requires further local training.

When all required Learn.UQ modules are complete, forward My Training Report by
email or hardcopy to the relevant School Office.

Please note: Payment will not be processed until the My Training Report has been
received by the School Office.

Information for Scholarship Holders and International Students

Scholarship Holders

In general, scholarship holders have employment restrictions, which may include a

restriction on the number of paid hours worked. For further information on the specific
conditions relating to other employment such as tutoring, see Employment while
studying (http://www.uq.edu.au/grad-school/employment-while-studying) on the UQ
Graduate School site and refer to the UQ Research Scholarships General Conditions
(http://www.uq.edu.au/grad-school/content/future-students/scholarship-general-
conditions.pdf) for the full set of general conditions relating to scholarship tenure.

Working While Studying on a Student Visa

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If you received your student visa on or after the 26th of April 2008, you should have
received permission to work automatically with your student visa. This will apply to both
you as the student and any family members who are travelling with you on your student
visa. For more information, please see: New permission to work arrangements for
student visa holders (http://www.immi.gov.au/students/_pdf/permission-to-work-
students.pdf).

The Department of Immigration and Border Protection permit coursework students to

work for a maximum of 40 hours per fortnight during semester and unlimited hours
when your course is not in session. Work restrictions vary for family members of
international students.

You are responsible for ensuring that you meet the requirements and work restrictions
for your visa. Please refer to the Conditions for work while studying for further
information
(http://www.immi.gov.au/students/students/working_while_studying/conditions.htm).

Can I work unlimited hours during Summer Semester on a student visa?

If you choose to do summer courses, you can work full time. However, if your course
includes a compulsory summer/winter semester, you can only work 40 hours per
fortnight.

Tax

Resident for tax purposes

The amount of tax you have to pay depends on your taxable income and whether or not
you are a resident of Australia for tax purposes.

As an international student, if you are studying in Australia for 6 months or more, you
are classified as a resident for tax purposes only. See: Residency – what you need to
know (http://www.ato.gov.au/businesses/content.asp?doc=/content/64131.htm)

If you are not sure whether or not you are a resident of Australia for tax purposes, use
the Determination of Residency tool
(http://calculators.ato.gov.au/scripts/axos/axos.asp?
CONTEXT=&KBS=Resident.XR4&go=ok) on the Australian Taxation Office (ATO) website.

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Claim the Tax-Free Threshold?

The amount of tax you pay will also be determined by whether you claim the tax-free
threshold from The University of Queensland. The tax-free threshold is the annual
income you can earn that is not taxed.

You must be an Australian resident for tax purposes to claim the tax-free threshold. You
may also only claim the tax-free threshold from one employer. The University is
considered to be one employer, even if you have multiple casual appointments.

It is recommended that you claim the tax-free threshold from the employer you expect
to receive the most salary from during the year.

Additional information about the tax-free threshold is available on the ATO website,
What is the tax-free threshold? (http://www.ato.gov.au/individuals/content.aspx?
doc=/content/39122.htm)

Claiming Payment for Hours Worked

Log on to MyAurion to enter hours worked in the Timekeeper form (electronic

timesheet) for relevant pay period and submit.

Select the corresponding Employee Number on MyAurion for the correct course and
supervisor. For multiple supervisors you will have multiple Employee Numbers.

Submit electronically to the relevant supervisor/approver with course code included.

Detailed instructions on completing timesheets via MyAurion are accessible in the User
Guides when you log into MyAurion.

Submitting your Timekeeper form when you have more than one course coordinator
(Supervisor)

You may have additional employee numbers if you work for different Schools or
Faculties. You may also have one for any scholarships you are receiving.

If you have more than one employee number, you must take care in MyAurion to select
the employee number which relates to the casual appointment with the specific work

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you are claiming for. For further information on how to select your employee number,
refer to the Quick Reference Guides accessible in MyAurion.

Submitting your claims (Timekeeper forms)

Casual salary payments are made fortnightly in arrears. Pay day is every second Friday.
All claims for work performed should be lodged by you within the fortnight immediately
after the work was performed. A claim will be processed for payment after it has been
approved by the Timekeeper Approver.

Deadline for submission

The deadline for submission of your Timekeeper form is Tuesday (5pm) of non-pay
week. You will not be able to access the system after this time until the following
week.

Supervisors/Timekeeper Approvers must complete the approval of all submitted

Timekeeper forms by 12:00 pm on Friday of non-pay week. Claims must therefore be
submitted, reviewed by supervisors and actioned by Timekeeper approvers prior to
this deadline.

You should submit your Timekeeper forms regularly to avoid having a large amount of
tax deducted from your pay and also to avoid having your appointment terminated due
to inactivity.

Please note: Pay Advances cannot be processed if the deadline for submitting
Timekeeper Forms for approval has been missed.

Recalling a Timekeeper form

There is an option to recall your Timekeeper form should you need to change it for any
reason. You can only recall the Timekeeper form if your claim has not been paid.

Changes to previous fortnights that have already been submitted and approved, can only
be done manually, you will need to contact the School office to arrange this.

Accessing your Pay Advice (Pay slip) in MyAurion

Your pay advice (pay slip) can be accessed via MyAurion every fortnight on Tuesday of
pay week. Detailed instructions on accessing, saving and/or printing your payslip via
MyAurion are available in the Quick Reference Guide, Viewing Your Pay Advice.

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School Contact Details

School of Architecture School of Civil Engineering

School of Architecture Room 306B, Zelman Cowan Level 5, Advanced Engineering Building (#49)
(#51) Email: hr@civil.uq.edu.au

Email: Due to absences in the team please contact Wendy Jeans

Mech & Mining Engineering at - Finance Officer
enquiries@mechmining.uq.edu.au Phone: 336 53620
Phone: 336 54051 Email: w.jeans@uq.edu.au

Erin Lewis Cindy Van Der Gevel

School Manager School Manager
Phone: 334 69082 Phone: 336 54208
Email: erin.lewis@uq.edu.au Email: cindy@uq.edu.au

School of Mechanical & Mining Engineering School of Chemical Engineering

Room 201, Level 2, Frank White Building (#43) Room 317, Level 3, Chemical Engineering Building
(#74)
Enquiries Office
Phone: 336 54202 HR Officer
Email: enquiries@mechmining.uq.edu.au Phone: 336 67713
Email: hr@chemeng.uq.edu.au

School of Information Technology & Electrical First Year Engineering

Engineering (Includes all First Year Engineering Learning Centre
Room 406, Level 4, GP South Building (#78) & ENGG1100 / ENGG1200 Tutors)

First Year Engineering Learning Centre, Level 2,

Lyn Howells Hawken Engineering Building (#50)
HR Officer
Phone: 336 57592 Lisa Deacon
Email: hr@itee.uq.edu.au Manager, First Year Engineering
Phone: 336 53678
Jennifer Croud Email: YR1Eng@uq.edu.au
School Manager
Phone: 336 52809
Email: j.croud@uq.edu.au

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