GUIDELINES & INSTRUCTIONS FOR USE

It is recommended that employees read this policy prior to commencing the attendance sheet setup process.
ATTENDANCE
SHEET
FOR NON-SCHOOL BASED PUBLIC SERVANTS
IMPORTANT NOTICE
Employees are strongly encouraged to familiarise themselves with departmental policy
Hours of work, accrued time off and timesheet arrangements for non-school based public servants.
The Initial Setup
Before you start please check that your date format is set for Australian standards.
To check this click Start -> Settings -> Control Panel -> Regional Settings -> Date "Tab"
in the Short Date Style input box type dd/mm/yyyy and press enter. Now Close and return to Attendance Sheet.
Upon selecting the Setup option, you will be prompted to provide the following information:
Enter fortnight beginning date (DD/MM/YYYY format)
Your name
Your supervisors name
Carry forward credit ATO hours (HH:MM format)
Carry forward debit ATO hours (HH:MM format)
Your employee number
Directorate/Region name
Branch name
Uncontrolled copy - Refer to the Department of Education, Training and Employment Policy and Procedure Register at http://ppr.det.qld.gov.au to ensure you have the most current
version of this procedure.
A comments section is provided at the bottom of each timesheet for use at the discretion of the employee/supervisor.
To add separate lines hold the Alt + Enter Keys
if you are are part time employee or work less or more than the standard daily working hours
If you have an arrangement to work past 6:00pm on a regular basis
Carry forward TOIL hours (HH:MM format)
Times should be entered in 24 hour (HH:MM) format eg: 1:00pm should be entered as 13:00. Times may be entered manually or by using the drop down list
provided.
A colon (:) must be entered in order for the time to be accepted. Using a full stop (.) or leaving the space blank will return errors and you will be prompted to re-
enter the information.
Standard daily working hours = 7:15 (7 hours and 15 minutes)
If an employee is rostered to work other than standard daily working hours (eg: part time employees, employees accessing compressed working arrangements),
their daily rostered hours must be entered in the ordinary hours row.
If an employee commences mid week or part way through the current work cycle enter 0:00 in the cells in the 'ordinary hours' row on those days prior to the
commencement of employment.
If a full time employee reduces their fraction to part time within a work cycle they must update the value in the appropriate cell(s) in the 'ordinary hours' row to
their new rostered times.
maximum ordinary daily hours = 9:30 (9 and 1/2 hours).
Entering greater than 9:30 hours on any day will prompt you to indicate whether you are authorised to work in excess of the maximum ordinary daily hours.
Hours in excess of 9:30 (overtime) on any day will only be accepted if you indicate that authorisation to work those hours has been granted.
A meal break of at least 30 minutes should be taken within 5 1/2 hours of commencing your shift. Working for greater than 5 1/2 hours without taking a meal
break will only be accepted if you indicate that authorisation to work those hours has been granted.
A work cycle consists of 28 calendar days. The timesheet is broken into two fortnights (ie: weeks 1&2 and weeks 3&4)
Under departmental policy, the maximum hours which can be carried forward from weeks 3 & 4 to weeks 1 & 2 = 36:15 (36 Hours and 15 Minutes). Supervisors
have the discretion to approve a higher carry over balance provided specific criteria are met (refer to policy link above). Hours in excess of 36:15 will be forfeited
unless Executive Director/Institute Director has approved the carryover in excess of 36:15.
Full ATO days are to be recorded as 7:15 in the 'full day ATO' row for that day. Partial day ATO will be deducted from your credit time after you have entered
your hours worked for that day.
Uncontrolled copy - Refer to the Department of Education, Training and Employment Policy and Procedure Register at http://ppr.det.qld.gov.au to ensure you have the most current
version of this procedure.
At the end of each fortnight press this button to move forward to the following fortnight. Timesheets must be submitted to your supervisor on a
fortnightly basis for approval. At the beginning of week 3 the button will appear as shown in the example. At the beginning of week 1 the button will
appear as Start Weeks 3 & 4.
The mouse pointer will flicker as the timesheet performs a range of calculations to ensure that data has been entered correctly before moving forward to the
next fortnight. This should only take a few moments.
12 hour to 24 Hour Time Conversion
To convert pm time to 24 hour time simply add 12 to the pm time. Eg: 5pm + 12hrs = 17:00
Moving between fortnights and work cycles
At this time, if there are any errors contained in data entered on the timesheet, these will be identified and you will need to correct them before the timesheet
can be refreshed.
The screen will then be refreshed and any ATO and TOIL balances etc carried forward will appear on the refreshed timesheet
You will be asked if you wish to archive and print your timesheet. Answering yes to this prompt will enable the timesheet to be refreshed. Answering no to this
prompt will return you to the completed timesheet.
Understanding your timesheet
On the bottom far right, of the timesheet a range of summary information is provided to assist both you and your supervisor manage your hours. This summary
information includes:
Accumulated credit time (+ and -)
ATO (full days) taken in this work cycle
Authorised TOIL
Authorised overtime
Total daily hours in excess of 9:30
ATO hours over maximum carry over balance
This information is retained to avoid the forfeiture of hours accrued in excess of 36:15 or those worked in excess of 9:30 daily.
Troubleshooting
Upon opening (prior to setup), the timesheet application defaults to the instructions worksheet. The instructions can be referred to at any stage by selecting the
appropriate worksheet tab at the bottom of the page.
Uncontrolled copy - Refer to the Department of Education, Training and Employment Policy and Procedure Register at http://ppr.det.qld.gov.au to ensure you have the most current
version of this procedure.
Please note that any requests for an unprotected version of this timesheet will not be granted.
For assistance with the timsheet, please contact Workforce Relations
Excel assistance is available through the IT HelpDesk on 1800 680 445
Uncontrolled copy - Refer to the Department of Education, Training and Employment Policy and Procedure Register at http://ppr.det.qld.gov.au to ensure you have the most current
version of this procedure.