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Changes to Payroll Deadlines (King’s Birthday Public Holiday)

Operational/Changes to Payroll Deadlines (King’s Birthday Public Holiday)
Published 30 May 2024

Due to the King’s Birthday Public Holiday on 10 June for all states except QLD, payroll deadlines for fortnight ending 7 June 2024 have been moved forward by one day.

📅 Make sure you are across the payroll deadline changes for pay period ending 7 June 2024.

For Employee’s Timesheet & Leave: complete and submit timesheets and leave applications by 5pm, Thursday 6 June 2024.

For Manager Approvals: complete timesheet and leave approvals by 5pm, Friday 7 June 2024.

💰 Being paid on time matters to us and to you.

Our dedicated Payroll team inform us of these payroll deadline changes so we can be paid accurately, and on time. If you need to complete, submit or approve timesheets and/or leave applications during this period, please make sure to complete these tasks before the deadline.

Not being paid on time can have a big impact on employees’ lives and can be very stressful if they’re unable to pay their bills. This also has the potential to impact the people we support (e.g. if an employee is unable to pay for petrol to get to work).

  • Important ❗: Payroll is unable to pay people if their timesheet hasn’t been completed, submitted correctly (even if it is submitted on time) and/or approved on time. 

To avoid the added stress of not being paid on time, we recommend that you:

  • set up a reminder or alarm in your phone to prompt you to submit and/or approve timesheets/leave; and
  • complete and submit timesheet entries every couple of days to ensure the whole period isn’t missed (leaders can review regularly too).

❌ Things don’t always go to plan.

We understand that operational matters sometimes pop up unexpectedly or people take unplanned leave. Take note of escalation points. If, for any reason, you cannot meet these deadlines:

Employees: contact your manager (and/or Operations Manager) if you’re unable to complete and/or submit your timesheet by the deadline for any reason. Managers have the ability to submit an employee’s timesheet on their behalf. 

  • Please note 💡: Timesheets need to be submitted by employees themselves or by their managers. Payroll cannot submit timesheets on employees’ behalf).

Managers: contact your line manager (and/or Operations Manager or General Manager) if you have any issues with not being able to approve timesheets and/or leave requests by the required deadline. Operations Managers and/or General Managers can reach out to Payroll for assistance and/or provide additional support to get this done. 

  • We are here to support you 😊: The sooner Payroll know, the better Payroll can look at solutions to assist and intervene in getting an employee’s timesheet approved by the right person so the employee can be paid on time.

👨🏽👩🏼 What do we need from you?

  1. Communicate the change of deadlines to your team.
  2. Put these dates in your diaries – follow up with your colleagues and leaders.
  3. Ensure you are clear on escalation points and process with leaders so they are aware of who and when they need to contact someone for assistance.

📅 Other Deadlines:

All other paperwork needs to be submitted through #TeamPossible Support Hub no later than Wednesday 5 June for processing by the People and Wellbeing Operations team (Payroll, People Service, Systems and Reporting teams) to allow sufficient time for processing.

This includes:

  • leave cash out requests (required two weeks prior to payment)
  • adjustments from prior periods
  • incentives
  • higher duties
  • secondments
  • position changes
  • DAX changes
  • internal transfers, and
  • reporting changes and self-service delegation requests.

Important ❗:

  • Self-service delegations and reporting line changes need to be submitted as soon as possible. Delegations need to be in place 24 hours prior to employees submitting timesheets/leave requests to ensure approvals flow through to the correct person. Therefore, delegations need to be set up and in place no later than COB, Wednesday 5 June.
  • Employee schedules need to be up to date by COB, Wednesday 5 June as well to ensure leave and public holidays are paid correctly.

👇 Payroll hints and tips

Did you know…

1) You can check the status of your timesheet after submitting it?

There is a little symbol which appears under the date on your timesheet, like the example below.

If the symbol is a ‘disk’ then it means, it’s still in ‘Saved’ state and hasn’t been fully submitted. You need to click on the ‘Submit’ button for it to go through to your manager for approval.  It’s important to note that if you don’t go back in and submit the timesheet, your manager won’t be able to see that your timesheet is in saved state, and it won’t flow through to payroll to be paid.

When your timesheet has been fully submitted, the symbol will change to a ‘Cog’ or ‘Wheel’ which indicates it’s sitting with your manager for approval.  Please contact your manager if you see it still has this symbol on Monday to check/prompt them to approve.

Once approved, the symbol will change to a ‘Tick’ which indicates the timesheet has been fully completed and approved and data will flow through to payroll for payment.

2) When you enter leave on a public holiday (for rostering purposes),
the system will automatically pay the day as a public holiday and not as leave?

The leave entry on the public holiday may appear a little odd when you submit the request though, as system is set-up to default to a standard 7.6 hour day. 

Therefore, shifts which exceed 7.6 hours will show as a ‘partial leave entry’ (the difference between the actual shift hrs and default (i.e. scheduled 10 hrs – 7.6 Hrs, will show as 2.4 hrs Annual Leave)). This is not an Error!  

**Leave won’t be deducted as full shift will be paid as Public Holiday based on normal scheduled hours.

Thank you for your support in making sure our people are paid on time 🙌.

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