Skip to content

HR Online Systems

Below you will find all frequently asked questions relating to the University of Adelaide's HR Online Systems.

AppoINT

Casual Employment Online (CASPA)

  • Where can CASPA be accessed?

    CASPA is accessed via two locations depending on the action you are completing.

    Unified

    • Create contract
    • Search for contract
    • Clone a contract
    • Amend a contract
    • Terminate a contract
    • Create timesheet
    • Amend timesheet (redirect to BPW for action)
    • Update saved timesheet (redirect to BPW for action)

    Workflow Task Inbox (BPW)

    • Budget review a contract
    • Approve a contract
    • Update a saved contract
    • Review a timesheet
    • Validate a timesheet
    • Amend a timesheet
    • Update a saved timesheet

    return to top
  • Is CASPA training avaliable?

    Training is available to Contract Coordinators from Technology Services. It is important for Contract Coordinators to attend both training sessions to ensure they can provide the correct level of support to CASPA users in their local area. To register for CASPA training click on the following link:

    • CASPA contract management
    • CASPA timesheet management


    return to top
  • How do I amend a contract through CASPA?

    A contract can be amended by the Contract Coordinator after it has been approved. This may be before or after the casual has started work. If the Contract Coordinator realises that the contract needs to be changed before it has been approved, then he/she should request that the approver pushes the contract back for amendment.

    Some important points to remember when amending a contract:

    • The amendments as of date cannot be the same as the start date.
    • When amending a contract for a date in the future or for the current casual pay period, choose the beginning of the pay period for the amendments as of date.
    • You cannot amend a contract using an amendments as of date for a previous pay period, as payment will have been made. If this is necessary, make the amendment for the second day then call the HR Service Centre who will make the adjustment. Careful planning will usually prevent the need for this.

    Instructions on how to amend a contract are available in the Contract Coordinator training guide available from Technology Services.


    return to top
  • How do I set up a casual contract for greater than 12 months?

    The maximum duration for a casual contract is 12 months.


    return to top
  • How do I amend an email address that a casual offer of employment was/will be sent to?

    If the offer of employment was/will be sent to an incorrect email address, there are several options to remedy this:

    • If the contract has not yet been approved, the Contract Coordinator can request the contract/budget approver push back the contract. This can then be amended and resubmitted for approval and acceptance.
    • If the contract has been approved and is awaiting acceptance, the Contract Coordinator can wait until the offer bounces back to them after seven days. Once seven days has passed, an email and task will be sent to the Contract Coordinator. The Contract Coordinator can then correct the email address for re-submission.
    • Where the contract is awaiting acceptance and it needs to be resubmitted urgently, the Contract Coordinator can contact the HR Service Centre for urgent action.

    Note: the Contract Coordinator will receive an email notifying them of the address to which the email will be sent. If the email address is incorrect, contact the Budget Approver to have it pushed back.


    return to top
  • Why doesn't the link in my casual offer of employment email work?

    The link in the email is only valid for seven days. If the contract is not accepted after seven days from when it is sent, the offer will be sent back to the Contract Coordinator for re-submission.

    If you were unable to accept the offer within seven days of receiving it, please contact your Contract Coordinator for re-submission.


    return to top
  • Why haven't I received my casual offer of employment yet?

    You will be able to proceed to make an offer without a position number and if required a number will be created prior to the offer being made.


    return to top
  • Why do I see the "£" (pounds) symbol instead of the $(dollars) symbol in my timesheet?

    The Firefox default is set to pounds (£) instead of dollars ($). Firefox users will need to change their regional setting to English – AUS.


    return to top
  • Why haven't I received my casual offer of employment yet?

    There are several reasons why you may not have received your casual offer of employment yet.

    • It may have been submitted to an incorrect email address. Contact your Contract Coordinator to find out what email address they entered for you. If this is incorrect your Contract Coordinator can then organise for this to be amended and re-submitted to the correct email address.
    • The offer of employment may have been automatically sent to your junk/spam folder in your email client. The email is sent casualemployment@adelaide.edu.au by therefore some email clients treat this as spam. Check your junk/spam folders. If this is the case you will need to update your email settings to mark “adelaide.edu.au” as a safe sender. A guide is available on the HR Website

    return to top
  • I'm having issues entering my banking details when accepting my casual offer of employment. What do I do?

    Instruction on how to complete the bank details (financial institution) section can be found in the How to: Accept Your Online Offer of Casual Employment Through CASPA guide.

    Some important points when entering bank details in your online offer are:

    • If you are entering details for a credit union and cannot find your bank name, you should use CRU as the bank name.
    • Enter the BSB without spaces or dashes.
    • Always select the option in the drop down for bank name and BSB for the details to populate correctly.

    return to top
  • I've submitted my timesheet, but I incorrectly entered too many/few hours. How can I fix this?

    It is best to request a “push back” if the timesheet has not yet been validated/reviewed. Instructions on how to action a pushed back timesheet are available from HR.

    If the timesheet has already been validated but has not yet been paid an amendment can be done through the Unified portal by selecting the “Amend Submitted Timesheet” button.

    If your timesheet has already been paid you will no longer be able to make any amendments through CASPA. You will need to seek assistance from you Contract Coordinator to make a manual amendment.

    Delays to payments and adjustments can be expected with this manual offline process


    return to top
  • I've selected 'create new casual timesheet' but nothing is happening. What should I do?

    The default setting for the pop-up blocker might be switched on. Therefore you will need to allow adelaide.edu.au pop-ups in order to generate a contract/timesheet or action a worklist (BPW) item.

    Guides to help manage your pop-up blocker settings are avaliable from Technology Services.


    return to top
  • Is it possible for me to view and action the CASPA worklist items on behalf of another Contract Coordinator?

    Yes, provided that the Contract Coordinator is within the same department/school as yourself. Adjust your view from ‘Me’ to ‘Me and Group’.


    return to top
  • The dropdown list doesn't include the relevant task for the casual contract I am entering into CASPA. What should I select?

    Select ‘Other’ from the drop-down list as a task must be selected. Lists of pre-defined tasks cater to the needs of most activities within the University. Sometimes, an unforeseen task may not be included.


    return to top
  • Which web browsers support CASPA?

    Mozilla Firefox is the preferred browser when using CASPA. However, it can also be accessed using Microsoft Internet Explorer, Google Chrome and Apple Safari.

    Some functionalities may appear differently, depending on the browser as well the regional settings of the browser. Guides to help manage your browser settings are avaliable from Technology Services.


    return to top
  • Who is my Contract Coordinator?

    If you are unsure of who your School/Branch Contract Coordinator is, this is outlined in Part A in your contract of employment. Your Contract Coordinator should be your first level of support in your local area.


    return to top
  • Who should I contact for assistance with CASPA?

    The CASPA website offers the following resources:

    • A comprehensive toolkit
    • Quick reference guides and online tutorials
    Local Support
    • Your supervisor
    • Contract Coordinators

    HR Service Centre

    For general IT issues please contact Technology Services on ext 33000.


    return to top

CRAFT

(Printable version)

Recruitment System (PageUp)

System Overview

(Printable version)


Job Card

(Printable version)

  • Can I still advertise one role across several classifications? For example Academic Level A/B/C

    Yes. You will need to provide a description in the notes field, at the end of the job card and ensure that this is reflected in your advertisement. You should enter the highest classification level in the appropriate section of the job card. This will ensure that budget approval is signed off for the maximum salary level available.


    return to top
  • Can my preferred name be used in PageUp rather than my actual name?

    All names used in the PageUp are feeding through from PeopleSoft. We are unable accommodate preferred names.


    return to top
  • Can someone apply for the role after the closing date?

    All roles will be automatically removed from the website on the closing date. If you wish to receive a late application, the Hiring Co-ordinator will need to contact Recruitment to request that they extend applications for a specific date range.

    The Recruitment team will provide a link for the applicant to submit their application. Alternatively, a Hiring Co-ordinator can apply them to the role directly using the 'New Applicant' link.


    return to top
  • What is the Assign Task function?

    You should use Assign Tasks to create a reminder or notification to perform a task for yourself or for other users.


    return to top
  • How do I add a document to the job card?

    Select the ‘documents’ tab at the top of the job card. You will be able to select a document from a file or from the library via this tab.


    return to top
  • How do I make a direct appointment using the recruitment system?

    The Hiring Co-ordinator will need to complete a job card as normal and select a non-advertised workflow as appropriate at the end. This will go to the relevant approvers to ensure the position is signed off as vacant, and that there is budget available to recruit forthe position. You will then need to invite your direct appointment to apply to the position using the blue person symbol on the information tab. Once they have applied, you will create an offer for approval, via the offer card as normal.


    return to top
  • How do I use the advertising templates?

    The advertising templates contain information tailored for all areas of the University. You will select your Divisional/Faculty template and remove any text not relevant to your area.
    You can then add your job specific advertising text in the appropriate place and enter salary range, closing dates and contact details as required.


    return to top
  • How long does a job remain open for? When can I close a job?

    A job remains open until a Hiring Co-ordinator closes it. It should only be closed if the position has been filled or if you will not be recruiting for it any more.

    Whilst a job is “open” it will still show on the dashboard of a Hiring Co-ordinator or in the “My Open Jobs” section of the Hiring Manager screen.

    The University reports on recruitment benchmarks from the system to measure improvements made and ‘days to fill a role’ is one of them. By closing the role at the appropriate time you help us to provide up to date data on our performance.


    return to top
  • What is the difference between a job number and the position number?

    A position number is the University identifier used by PeopleSoft HR.

    A job number is a PageUp generated requisition number. You will be able to find your job on the system using this number. Roles will be advertised using the job number only.

    return to top
  • Will I receive confirmation that the role has completed the approval process?

    Both the Hiring Manager and the Hiring Co-ordinator will receive an email from the system confirming that a role has gone through all steps of the approval process.
    return to top


Advertising

(Printable version)


Applicant Screening

(Printable version)


Interview Panel

(Printable version)


Offer Card

(Printable version)


Onboarding

(Printable version)

Staff Service Online (SSO)

Workforce Analytics Dashoard

  • The error message: “IBM Cognos Viewer undefined” appears when trying to load the dashboards. What does this mean?


    If you use Internet Explorer 11 this error may appear on your screen. To stop this error you will need to change your compatibility view settings in Internet Explorer via Tools, Compatibility View Settings then add adelaide.edu.au to your compatibility view settings as per below:

    return to top

  • What data do I need to review in the fortnightly reports?

    The review and certification of fortnightly payroll reports will take into account all of the data below. Reasonableness checks should be able to take place without reference to other material.

    FORTNIGHTLY BONA FIDES DATA
    Payroll Report/ Category Heading Field Explanation Action Required
    Name Staff member’s last and first name Verify the staff member is a genuine person engaged as a staff member within the area (accuracy check)
    Person ID Individual staff member number None
    Record Employment record (Staff members can hold more than one position in the University). The number represents the record for this position None
    Department (HR) The HR department code where costs are allocated None
    Project ID The salary costs are paid from the Project ID, and are reflected in the finance system Verify that salary costs are allocated correctly to the project code in the general ledger (accuracy check)
    Position Number The position number reflects where the job is located in the staffing establishment and will be reflected through the salary management model None
    Position Category Position category relates to the type of employment the staff member is assigned to (secondment, substantive e.g.) Review the position category of the staff member for the period appears reasonable
    Grade Grade is the level classification under the Enterprise Agreement Review the classification of the staff member for the period appears reasonable
    Step Step is the increment within the level classification under the Enterprise Agreement None
    FTE Full Time Equivalent provides the time the staff member works (NOTE: Casuals are represented as 1 although may not be 1 FTE) Review the FTE of the staff member for the period appears reasonable
    Reg/Tmp Employment status type Reg= Continuing, Tmp= Fixed Term Review the staff member’s employment status for the period appears reasonable
    Contract Begin date The date the staff member commenced with the University  None
    Base Salary Base salary paid on classification (Grade), increment (Step), and time worked (FTE) None
    Leave Taken Leave taken, Annual, LSL, Sick/Carers (NOTE: this column does not represent leave paid out) Review the staff member’s leave recorded for the period appears reasonable
    Casuals Salaries paid to casuals in the fortnight Review the staff member’s casual earnings for the period appears reasonable
    Loadings Loadings paid to staff members in the fortnight Review the staff member’s loadings for the period appears reasonable
    Overtime Overtime paid to staff members in the fortnight Review the staff member’s overtime payments for the period appears reasonable
    Terminations Terminations paid to staff members in the fortnight Review the staff member’s termination payments for the period appears reasonable
    Other Leave loading, paid out on termination Review other pay for the period appears reasonable
    On costs On costs paid on staff member salary such as Superannuation, Payroll Tax, Workers Comp None
    Provisions Leave accruals for Annual Leave, Long Service Leave, and will show any movement e.g. leave paid out None
    Scholarships Scholarships or stipend payments paid through the fortnight ,these payments will represent student payments although the individual may have salary payments also Review scholarship payments for the period appears reasonable
    Total The total staff member costs for the fortnight Review the total cost of the position for the period appears reasonabl
    return to top
  • What data do I need to review in the quarterly reports?<

    Quarterly payroll reports are reviewed by the budget owner, who at the same time will satisfy themselves that fortnightly reviews have been undertaken by an appropriate officer, and that those reports are being stored locally. Quarterly reports will include both quarter-to-date and year-to-date data. Only the quarter-to-date data needs to be reviewed.

    The review and certification of quarterly payroll reports will take into account the following data:

    QUATERLEY BONA FIDES REPORT
    Payroll Report/Category Heading Field Explanation Action Required
    Name Staff member’s last and first name Verify the staff member is engaged as a staff member within the area (accuracy check)
    Person ID Individual staff member number None
    Record Employment record (Staff members can hold more than one position in the University) None
    Project ID The salary costs are paid from the Project ID, and are reflected in the finance system Verify that salary costs are allocated correctly to the project code in the general ledger (accuracy check)
    Position Number The position number reflects where the job is located in the staffing establishment and will be reflected through the salary management model None
    Grade Grade is the level classification under the Enterprise Agreement Review the classification of the staff member for the period appears reasonable
    Step Step is the increment within the level classification under the Enterprise Agreement None
    FTE Full Time Equivalent provides the time the staff member works. Review the FTE of the staff member for the period appears reasonable
    (NOTE: Casuals are represented as 1 although may not be 1FTE)
    Reg/Tmp Employment status type Reg= Continuing, Tmp= Fixed Term Review the staff member’s employment status for the period appears reasonable
    Contract Begin Date The date the staff member commenced with the University  None
    Contract Expiry End Date The expected end date the staff member with cease at the University Review the expected end date for the period appears reasonable
    Quarter-To-Date
    Base Salary Base salary paid on classification (Grade), increment (Step), and time worked (FTE) Review the staff member’s salary for the period appears reasonable
    Leave Leave taken, Annual, LSL, Sick/Carers Review that the staff member’s leave recorded for the period appears reasonable
    Casuals Salaries paid to casuals through the quarter Review the staff member’s casual earnings for the period appears reasonable
    Loadings Loadings paid to staff members through the quarter Review the staff member’s loadings for the period appears reasonable
    Overtime Overtime paid to staff members through the quarter Review the staff member’s overtime payments for the period appears reasonable
    Terms Terminations paid to staff members through the quarter  Review the staff member’s termination payments for the period appears reasonable
    Other  Leave Loading, paid out on termination in the quarter or paid in December Review other pay for the period appears reasonable
    Scholarship Stipend  Scholarships or stipend payments paid through the quarter, these payments will represent student payments although the individual may have salary payments also Review scholarship payments for the period appears reasonable
    TOTAL QTR The total cost for the quarter Review the total cost of the position for the period appears reasonable
    Year-to-Date
    Base Salary  Base salary paid on classification (Grade), increment (Step), and time worked (FTE) None
    Leave Leave taken, Annual, LSL, Sick/Carers None
    Casuals  Salaries paid to casuals through the year None
    Loadings Loadings paid to staff members through the year None
    Overtime Overtime paid to staff members through the year None
    Terms Terminations paid to staff members through the year None
    Other Other Ad Hoc payments paid to staff members through the year None
    Scholar Stipend  Scholarships or stipend payments paid through the quarter, these payments will represent student payments although the individual may have salary payments also None
    TOTAL YTD The total cost for the calendar year None

    return to top

Further Information

For further information please contact Human Resources.

 
 

Contact HR Service Centre

For all enquiries please contact the Human Resources Service Centre.

 
FAQ Online Enquiries Feedback Call us +61 8 831 31111
Sandstone building at the University of Adelaide's North Terrace Campus