Below are some frequently asked questions regarding the Casual Academic Hiring and Payment (CAHP) project.

Which casual staff are covered by the Casual Academic Hiring and Payment (CAHP) project?

The CAHP project applies to all academic staff members employed on a casual basis to assist with teaching and learning activities at UQ.

What is ‘payment by schedule’?

Payment by schedule in the CAHP project means that casual academics will be paid according to a pre-determined schedule, instead of retrospective time sheets. Before the semester starts, the casual academic is assigned to a set of teaching activities (the schedule). While the casual academic performs the required duties according to the schedule, no time sheets are required and he or she will be paid according to that pre-set schedule. Time sheets are only required if the casual academic deviates from the schedule, reducing administrative work for both the casual staff member and their supervisor

How will I be affected if I’m a casual academic staff member?

As a casual academic staff member, you will no longer be required to complete and acquire sign-off on time sheets if you do not deviate from the schedule. In a future release of the project, functionality will be created that allows you to apply for work in the same system.

Do I still have to put in a time sheet?

A time sheet is only required if you deviate from the scheduled activities. For example, if you were unable to complete a teaching activity, or if you completed a teaching activity additional to your schedule.

What if the schedule pays me the wrong amount?

The system will pay according to the schedule and the associated pay rates. If you deviate from the schedule, you can submit a time sheet to ensure you are paid correctly. If you are paid an incorrect amount, then your payment will be corrected in the next pay run after you submit your time sheet using the current process for pay adjustments.

Will we be able to track expenditure against courses?

Yes. Payments made to casual academics will have the associated course code attached to them (as the FFT in the transaction in UniFi), so reports can be made to track expenditure.

Can I see my teaching schedule?

Yes, you can view approved teaching activities in your schedule in the Teaching Activity Schedule. You can access the Teaching Activity Schedule by logging in to the CAHP system.

Will my pay rates be impacted?

Pay rates will not be affected by the CAHP project. The existing pay rates and rules are incorporated in the system and applied in the same way as they were previously.

What if I’m a tutor in two different Schools?

If you are a tutor in two different Schools, you will receive two separate placements with two separate employee numbers. Your schedule for each School will be communicated to you by the respective Course Coordinator / Course Convenor for each course or you can view the Teaching Activity Schedule in the CAHP system.

 

I’m a Course Convenor / Course Coordinator, how will I be impacted?

In some Schools, the Course Convenor / Course Coordinator may use the CAHP system to allocate casual academic staff members to teaching activities. In other Schools, the School Manager or their delegate may set up individual courses. If you are not sure of your role within your School contact the School Manager.

There is an error on my schedule. Who should I talk to?

If you have any questions or concerns about your schedule, you should discuss these with the Course Convenor / Course Coordinator for the course, or with the School Manager.

I am not satisfied with the schedule I have received from the Course Convenor / Course Coordinator. Who should I talk to?

If you are not satisfied with your schedule, you can raise the matter with the Head of School or the School Manager.

I have received my offer letter, but I can’t login to CAHP. How do I login?

The CAHP system uses your UQ staff username to log you in. Your uq staff username is 7 letters long, and generally starts with “uq”. If you are a new staff member at the university, your credentials should have been emailed to the personal address you supplied to your School and are issued automatically within 24 hours of your appointment being approved. In the event that you have received your offer letter more than 24 hours ago, please contact the ITS Helpdesk (help@its.uq.edu.au or 336 56000) for assistance.

Note that if you also have UQ student credentials, these cannot be used for the CAHP system. Please only use your staff credentials.

What does a conditional offer letter mean?

A conditional offer letter means that the person will be hired if the defined conditions are met. In the CAHP process, the defined conditions are:

  • Providing the required documents
  • Having work rights in Australia (including passing a sanction check if required)
  • Not holding a UQ Honorary appointment

Schools also have conditions that need to be met. These could include:

  • Having sufficient class numbers to continue with a timetabled activity
  • Completing mandatory training packages

I think that I have not been paid correctly, what do I do?

The first way to try and reconcile your pay is to use the Teaching Activity Schedule. The Teaching Activity Schedule displays the activities that you were / are scheduled to complete. This includes the pay rate you were to be paid and can help you determine what hours on your payslip add up to the hours worked.

This schedule can be modified by submitting a form in MyAurion, for example if you were sick and unable to complete an activity. These modifications are not sent back to the Teaching Activity Schedule, which can explain the difference between the Schedule and myAurion and your pay.

If you have any questions about the Teaching Activity Schedule, please contact your supervisor.

 

 

I have a PhD, but I am not being paid at this rate?

CAHP uses the data that is entered into Aurion to determine if a PhD rate needs to be paid. Please contact HR so that they can check that your qualifications have been recorded correctly.

My Teaching Activity Schedule is blank, or I know that a change has been made to my teaching activities. Why does the change not show on my Teaching Activity Schedule?

The Teaching Activity Schedule only displays activities that have been approved by the School Manager (or delegate). Once the change in the schedule has been approved, it will be displayed on your Teaching Activity Schedule.

If you have any questions about your Teaching Activity Schedule, contact your supervisor or School Manager.

Some of my teaching activities have no time of day listed. What does this mean?

If a teaching activity has no time of day listed, it means that it does not need to completed at a specific time of day. For example, marking is not scheduled to take place at a specific time, so the time is left blank.

If the activity does not need to occur on a specific day of the week, then the teaching activity is set to a Wednesday. For example, marking is not scheduled to take place at a specific day of the week, so the day is set to Wednesday.

When will UQ credentials be issued for new hires?

After the Head of School approves the new hires, an automatic process will generate the uq credentials and email them to the personal address supplied by the new hire. The process may take up to 24 hours. In the event of a delay longer than 24 hours, please contact the ITS Helpdesk (help@its.uq.edu.au or X 336 56000) for assistance.

When will my new hires be available in the ECP and Blackboard?

After the Head of School approves the new hires, the new casuals will be given UQ credentials through an automatic process. These credentials will be available for selection in the ECP and Blackboard 48-72 hours after the Head of School approval. If the process has taken longer than 72 hours, please contact the ITS Helpdesk (help@its.uq.edu.au or X 336 56000) for assistance.

I approved MyAurion forms for both the current and previous fortnights for a tutor, why did they not get paid correctly?

If there are forms for current and previous pay periods, the supervisor must approve the current pay period first or else it will overwrite all previous approved forms.

How long does it take for data to be transferred between Aurion and CAHP?

Data is transferred between the systems overnight (except for the Thursday and Friday night mid-pay period when Aurion is closed for pay processing).

I am a New Hire and am having a trouble uploading my documents. What should I do?

Please make sure your documents are of a reduced file size before attempting to upload.  The current file size limit is 200kB. If you are still unable to upload your documents, please contact CAHP_support@uq.edu.au.

What does the ‘Generate Pay Schedule’ spreadsheet show?

When you generate the pay schedule, you receive a spreadsheet from the CAHP system. The spreadsheet shows details of any teaching activities that have been added or changed since the last time the pay schedule was approved. If you want to see an overview of all teaching activities for the pay period or the Semester, click the ‘Review schedule for current pay period’ or ‘Review semester full schedule’ links available on the Pay Schedule Approval page. 

When should I generate and approve the pay schedule?

The pay schedule can be generated, approved, and unlocked as many times as you like, up until the system deadline. The system deadline is currently Friday at 12:00pm on the last day of the pay period.

How can I check which teaching activities have been sent from CAHP to Aurion?

When you ‘review your schedule’, the column on the right marked ‘Received by Aurion’ shows a ‘Y’ if the teaching activities have transferred successfully.

What happens when I go on leave as a Supervisor? Who approves the timesheets?

When you go on leave, the approval process will automatically re-direct timesheets to your own Supervisor. If your Supervisor cannot access the MyAurion form, please contact CAHP_support@uq.edu.au for assistance. 

Where can I download my payslips?

Please log into MyAurion and go to Dashboard > Payroll > Pay Summaries.