How to access the Disability Academic Plans Portal on the staff intranet
See below information for instructions on how to access the Disability Academic Plans portal on the staff intranet.
Buying for Academics: from beginning to end
Follow this guide for an overview of raising purchase orders at the university. Links will take you to additional information on the Staff Intranet and instructional guides in the Services Portal. There is also this high level walkthrough.
Criteria for Traditional Publication Types: E1 – Conference Proceedings
The Sydney Research Collection (SRC) comprises information on all research published by staff, students, and honorary associates.
For the purposes of this collection the University will apply the ERA definition of Research.
Research is defined as the creation of new knowledge and/or the use of existing knowledge in a new and creative way so as to generate new concepts, methodologies and understandings.
All research publications that meet the eligibility criteria are collected in IRMA.
The 4 main publication types for traditional research outputs are:
- Books – Authored Research (A1)
- Book Chapters – Commercial Publisher (B1)
- Journal Articles – Refereed, Scholarly Journal (C1)
- Conference Proceedings – Full Paper Refereed (E1)
Criteria for Traditional Publication Types: B1 – Book Chapters
The Sydney Research Collection (SRC) comprises information on all research published by staff, students, and honorary associates.
For the purposes of this collection the University will apply the ERA definition of Research.
Research is defined as the creation of new knowledge and/or the use of existing knowledge in a new and creative way so as to generate new concepts, methodologies and understandings.
All research publications that meet the eligibility criteria are collected in IRMA.
The 4 main publication types for traditional research outputs are:
- Books – Authored Research (A1)
- Book Chapters – Commercial Publisher (B1)
- Journal Articles – Refereed, Scholarly Journal (C1)
- Conference Proceedings – Full Paper Refereed (E1)
Criteria for Traditional Publication Types: A1 – Books
The Sydney Research Collection (SRC) comprises information on all research published by staff, students, and honorary associates.
For the purposes of this collection the University will apply the ERA definition of Research.
Research is defined as the creation of new knowledge and/or the use of existing knowledge in a new and creative way so as to generate new concepts, methodologies and understandings.
All research publications that meet the eligibility criteria are collected in IRMA.
The 4 main publication types for traditional research outputs are:
Criteria for Traditional Publication Types: C1 – Refereed Journal Articles
The Sydney Research Collection (SRC) comprises information on all research published by staff, students, and honorary associates.
For the purposes of this collection the University will apply the ERA definition of Research.
Research is defined as the creation of new knowledge and/or the use of existing knowledge in a new and creative way so as to generate new concepts, methodologies and understandings.
All research publications that meet the eligibility criteria are collected in IRMA.
The 4 main publication types for traditional research outputs are:
- Books – Authored Research (A1)
- Book Chapters – Commercial Publisher (B1)
- Journal Articles – Refereed, Scholarly Journal (C1)
- Conference Proceedings – Full Paper Refereed (E1)
Services provided by Finance Operations to the University
The following article outlines services provided by the following Finance Operations teams:
- UniBuy Desk
- Accounts Payable
- Travel and Expense
- Accounting and Transactional Support (ATS) team.
All requests are managed via a ServiceNow case.
How do I submit my timesheet? (casual academic)
This guide is for use by casual academic staff and provides information to submit timesheets for active job holders with one or more active roles within the University.
Who does this apply to?
This guide is for use by casual academic staff.
When do I use this timesheet?
This timesheet is to be completed when claiming payment for hours worked.
How do I complete my timesheet?
Refer to How to use OTA to complete my timesheet (casual academics) for the steps to follow to complete your timesheet ahead of submission.
Who does this not cover?
- Professional fixed term and continuing staff (HEO 1-9) employed under Schedule 4 of the Enterprise Agreement working 35 hours per week using Professional Timesheet (New)
- Casual professionals (HEO 1-9) using Professional Timesheet (New)
Units and hours
Different academic activities like lecturing, tutoring, and marking are paid at different rates and recorded in timesheets in “units”. The rates for these activities are set out in Schedule 1 of the Enterprise Agreement. Some units are for a ‘session’ of work, such as for a standard lecture, which includes 1 hour of delivery and up to 2 hours associated working time. Other units are for 1 hour of delivery, such as for marking.
Further information on the hours included in a “unit” can be found in the Work Classification and
Guide to the Academic Planning and Development (AP&D) System and Processes
This is a guide for Academic staff to learn about the Academic Planning and Development (AP&D) review process.
For more information, please visit the Academic Planning and Development intranet page which provides useful information and resources in relation to the AP&D review process
What is UniBuy?
UniBuy is the way the University buys goods and services: it provides a user interface for the entire procurement lifecycle from sourcing a supplier, creating and administering contracts, raising requisitions, approving expenditure through to ordering and receipting those goods and services. The centrally managed Procurement Operating Model explains the way that the University procures goods and services using UniBuy.
UniBuy excludes the buying of lab reagents and lab consumables. These will continue to be purchased and managed through current buying processes until MyLab is available.
You can also see the UniBuy support and training pages on the staff intranet.
Mandatory Compliance Training for New Starters - FAQs for Managers
Access to relevant University systems for your new starter may not be enabled until they complete key mandatory compliance modules in Workday.
These FAQs have been developed to support hiring managers.
How do I approve timesheets? (Shift Workers)
Who Does This Apply To?
This guide is for use by Approvers of Fixed Term and Continuing or Casual staff, who work according to a Shift Roster.
- Working a shift roster under Schedule 4 of the Enterprise Agreement (EA)
- Vet Staff employed under Schedule 6 of the EA, working 38 hours per week
Who Does This Not Cover?
Any staff member who is not employed as a shift worker.
Your role as an Approver
As a timesheet approver you will review and approve timesheet submissions in myHRonline. The University is required to maintain accurate records of time worked, and therefore you need to ensure timesheets capture the time worked correctly. You will need to ensure that all overtime has been preapproved in writing by the relevant supervisor and communicated to you (the timesheet approver). The University has an obligation to pay for overtime where a staff member has been required to work it. Overtime payments have financial implications for budgets and grant funding, so should be managed carefully. Approvals should be completed promptly in time for the next pay period deadline. Casuals should not be rostered for less than three hours.
Paydays and close-off dates
Please use the link below to find the latest information about pay days and close-off dates.
Pay days and close-off dates - Intranet - The University of Sydney
Note: Chrome or Edge are the recommended browsers
Applying for Professional Staff Development Funds (PSDF)
This knowledge article will help you understand the process of applying for the PSDF.
Before applying you should:
- Create your next step development plan in conjunction with your supervisor.
- Confirm that you meet the eligibility criteria specified below:
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- Your employment classification is HEO1-HEO10 or SPS A or B.
- The development activity will assist you to reach the next step in your career either imminently or in the future.
- The development activity aligns with at least one of the University’s capabilities for professional staff.
What supporting documentation do I need for my UniBuy request?
The supporting documentation needed for your UniBuy request will depend on the request type. For instance, catalogue requests do not require any supporting documents, while ad hoc requests, contract requests, and labour hire requests will require supporting documents. See below for a breakdown of required supporting documentation per request type.
How do I approve timesheets? (Casual Professional)
Who does this apply to?
This guide is for use by timesheet approvers of Casual Professional staff (HEO 1-9):
- employed under Schedule 4 of the Enterprise Agreement (EA), working 35 hours per week
- employed under Schedule 4 of the EA, working 38 hours per week and
- employed under Schedule 7 of the EA, working 38 hours per week
It provides information to submit timesheets for job holders with one or more active roles within the University.
Who Does This Not Cover?Academic roles, all Shift Workers, those employees with seasonal/annualised flexible work agreements under EA clause 174 (b), Laboratory Animal Services, Vet Hospital and Clinic staff, Centre for Continuing Education, Casual Professional (G35) staff, English Language Teachers and those working under the Live Performance Award.
Your role as an ApproverAs a timesheet approver you will review and approve timesheet submissions in myHRonline. The University is required to maintain accurate records of time worked, and therefore you need to ensure timesheets capture the time worked correctly.
Approvals should be completed within seven days of receiving a notification. If the timesheet has not been approved within the 7-day period, the approval process escalates to HR Payroll. Payroll will contact the approver or approver’s manager to determine the required action.
Read on to find out how to:
- approve a timesheet
- reject a timesheet
- access a wage top-up report
- review timesheet history
- delegate timesheet approval.
Casual Professional staff are paid by the time recorded on their timesheets. The Enterprise Agreement (EA) provides for a minimum engagement of three ho
Ordering medicines and drugs for use in University Health Clinics
MyLab is used to purchase and manage medicines and drugs in clinics at the University.
This article provides steps on how to:
- Order medicines and drugs for use in University Health Clinics*
- Check the status of an order
- Transfer barcodes to restricted spaces in MyLab
New users of MyLab need to request access. Guides, contact information and online training can be found on the MyLab Intranet page.
Disposal of unwanted medicines or drugs used in clinics occurs through hazardous waste. Ensure you also dispose of MyLab barcodes for any empty containers to keep your inventory accurate. Refer to the disposal guide for both processes.
For Clinical Governance queries contact ClinGov.Office@sydney.edu.au.
*Clinics as per the definition in the Health Clinics and Clinical Services Policy 2020
How to purchase a labour service in UniBuy
Follow these steps to submit a purchase request for a labour-based service in UniBuy.
This process is used to engage an individual to provide a service. This could be a contractor, consultant, performer, transcription services, or someone providing other services.
Labour-based services are managed through the UniBuy Desk.
Note: For engagements of an employment nature or through a labour hire agency, please contact Recruitment Operations as these do not form part of this process.
Managers must seek approval for a child-related program
To run a child-related program you must first seek approval from your Faculty or School General Manager, or Head of Administrative Area by submitting a business case.
Once approved, you will complete the WWC Program Registration form with details of your staff and volunteers engaged in the program so that HR can verify their WWCC clearances.
Refer to the staff intranet for guidance on identifying child-related work or activities. Your staff and volunteer/s must apply to the Office of the Children's Guardian for their working with children check (WWCC) clearance before they commence any child-related work or activities.
How to make a sponsorship payment with UniBuy
This article can only be used for transactional sponsorship payments in return for agreed benefits to the University. You can do this by submitting a non-catalogue request.
This is the final stage of the sponsorship process, and should not be undertaken before completing all other steps outlined on the Sponsorship page on the staff intranet.
Student sponsorships: To pay sponsored individuals such as students, please contact your Finance Business Partner.
University data centre hosted applications : migration to the cloud, retire, rationalise or replace
As part of a broader ‘Leto’ Cloud First Data Centre program, applications currently hosted in the University’s data centre will be progressively moved (migrated) to either a public or a cloud private environment, and in some instances retired, rationalised or replaced. This will be done in close consultation with identified application owners/teams across the University. Find out more by reading the FAQs below.
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