Extra pay Election
Claiming/Elect my own Extra pay
Electing & Authorizing on behalf of someone else
Claiming/Elect my own overtime
This is a parameter controlled function set by a System Administrator. It may be set to:
· Display the Extra pay Election page where you MUST carry out the claim(s) before being able to move on to other actions.
· Display the Extra pay Election page where you SHOULD carry out the claim(s) before moving on to other actions.
· Display the Extra pay Claims button on your Home Page for you to select to carry out the claim(s) before moving on to other actions.
Click Extra pay Claims button on the home page (or optionally on your flexitime account page if you are a flexitime worker).
Select Time Management > Extra pay Election
There are four main items to making a claim:
· Which Extra Pay to claim?
· Selecting an Approver/Authorizer.
· Stating the Reason for Extra Pay
· Electing for Extra pay or Lieu time off (or ignore/voluntary time).
Choosing your tour
· Select dates and tour, for which Extra Pay elections are to be made, from the drop down list.
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This routine is used for claiming both Extra pay/Standby and for Shift Differential Claims. Shift Differential claims will be automatically completed and you simply need to submit the claim to confirm it. See Claiming Shift Differentials below. |
Understanding your Approver/Authorizer options
There are two types of approver or authorizer:
· Supervisor –the line manager and is usually set as a default so it automatically appears in the Extra pay claim area. May be overwritten at the claim stage (see below for details).
· Enter any changes to the User Text as required depending upon system control parameters settings. (A System parameter may be used to set a watermark in User Text boxes for clarification purposes),
· Cost Centre Authorizer – is used where a cost centre is associated with a particular authorizer e.g. a budget owner for an incident or event, who is accountable for all Extra pay charged against that code. May be overwritten at the claim stage (see below for details).
Availability of cost centre information is managed by a parameter and therefore it may not be seen in the claim area.
Using a supervisor as an Approver or Authorizer
· If your own supervisor is presented by default and this is who will approve or authorize the overtime, continue to: Entering costing information.
· To use an alternative approver or authorizer e.g. the duty sergeant on night shift, because you worked over from your late shift, enter their shoulder number, surname (or part) in the Approver/Authorizer box.
· Click Go. Their rank, shoulder number and first names are presented.
Using a cost centre code as an authorizer
· If the default cost centre has a default authorizer assigned, this will be presented in the claim page (subject to the appropriate parameter being set).
· If the default cost centre has a default authorizer assigned but your parameter is set to use the line manager (supervisor), click Get Authorizer beside the Cost Centre below. This will change the Authorizer information above.
Entering and changing costing information
Information is only presented with an appropriate system control parameter setting. The alternative is to enter the costing information subsequent to authorization by appropriate costing department personnel.
· Select Cost Centre from the dropdown.
· Select Activity Code from the dropdown.
· Select Job Code from the dropdown.
· Click Get Authorizer to check if the cost centre has a particular authorizer e.g. budget owner. Used instead of the (supervisor) Authorizer selected above.
· Enter Project code if required. Note this is free text and no validation will be performed.
Stating your reason
· Select Reason for Extra pay from the drop down.
· Select Sub reason for Extra pay from the drop down.
· Enter additional information in: Further information about this overtime. An entry must be made in this field.
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Tip – provide as much information here as possible to avoid Extra paybeing rejected and returned for review and resubmit. For example the supervising officer who verbally agreed the Extra payon the day, Project/Location or incident information, budget codes if known. |
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Extra pay reasons and sub-reasons are created by the system administrator using the Analyses Maintenance routine. See the administrator if additional reasons/sub-reasons are required. |
Electing your time
· Choose Time elected for: amount to take as Pay.
· Choose Time elected for: amount to take as LTO
· Flexitime workers may also be able to choose Time elected for: Flexitime account: in which case choose the amount to take as flexitime.
· Choose Time elected for: amount to take as, Voluntary (or Ignore). Is automatically done for standard casual Extra pay rules. Is intended for additional ignored time.
· Click Elect.
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Split the time between pay, time off in lieu, flexitime and voluntary (ignored) as required. There is no need to allocate all the Extra pay at the same time. However, as soon as you make a valid election, the supervising officer will receive notification that they have Extra payto authorize. |
Splitting your time between reasons
In some circumstances there may be need to split the Extra pay between reasons. For example, you come in early for a pre-event briefing (reason 1) but end up staying later than planned due to an incident that requires you to process prisoners (reason 2).
· Elect all the time (see above) for the first reason.
· Click Elect.
· Elect all the time for the second reason.
· Click Elect.
· Click Submit.
Correcting mistakes
Once the Extra pay is elected, the summary details are shown below.
· Select Modify to reset the election and allow you to re-elect.
Claiming on behalf of others
Claim Extra pay on behalf of someone else e.g. you are a supervisor of a group of people, some or all of which have no access to a computer to enable them to claim their own overtime. To do this:
Click Group Extra pay Election button on your home page. OR
Select Time Management > Group Extra pay Election
· Select personnel to elect Extra pay on behalf of.
· Select person from Personnel for which un-elected Extra pay exists drop down list.
· Complete the claim in the same way as for yourself.
Electing & Authorizing Extra payon behalf of someone else
To elect Extra pay on behalf of someone else and authorize it in the same process: e.g. if you are a supervisor for one or more personnel who do not have access to a computer.
Click Group Extra pay Election/Auth button on your home page. OR
Select Time Management > Group Extra pay Election/Auth
· Select personnel to elect Extra pay on behalf of.
· Select person from Personnel for which un-elected Extra pay exists drop down list..
· Complete the claim in the same way as you would for yourself.
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The Supervisor box is inactive because you are automatically deemed to be the supervisor and thus this cannot be changed. |
Extra pay History
Use the mouse pointer to hover over Click here for history to briefly review previous actions related to the Extra payclaim. Click here for history for full details.