Pay and timesheets

Pays are processed on a fortnightly basis, with official pay day being Thursday of pay week.

Ongoing and fixed term staff members are automatically paid and are not required to submit timesheets.  However, any absences should be accounted for by submitting a leave request.

If you are a part-time staff member and working reduced or additional hours, you will need to submit a ServiceNow request via Human Resource - change of employment.  For further information, please contact your HR Client Advisor.

Overtime must be pre-approved by your supervisor before the hours are worked.  Overtime, TOIL or on-call can be claimed via HRonline via the professional timesheet.

Sessional/casual academics and professional casual staff must complete timesheets via Hronline in order to be paid.  Academic staff need to submit claims via the Academic/Teacher/Tutor timesheet and Professional staff via the Professional timesheet.

All claims for payment via HRonline need to be submitted and approved by 4pm the prior Friday of pay week.  (Deadlines may differ for public holidays or during the closedown period)

Pay cycle and HRonline claims cut-off dates - submission of online timesheets for 2025.

If you no longer have access to HRonline,  you will need to fill out a manual Professional Timesheet or Casual Academic Timesheet.  They must be received by payroll the prior Thursday by 12pm to be included in the pay.

For information about other payment claims, please contact payrollservices@newcastle.edu.au.

Allowances

There are circumstances where you may be entitled to an allowance for the tasks or role you perform. Please consult your enterprise agreement for more information.

Changing your bank details

If you need to change your net pay banking details, you can do this by modifying your existing bank details by logging into HRonline and accessing your bank details via My Pay, Bank details.  For help, please click here.

In addition, you can add bank deductions for a nominated fixed amount.

Rates of pay

The rates of pay vary depending on your staff classification.

Salary increases are determined through enterprise bargaining and reflected in our enterprise agreements.

Payslips

Payslips are available to all current staff members of the University.  They are available on pay day, which is Thursday of pay week.  To access and download your payslips, please log into HRonline via the My Pay menu, through Payslip History.

If you leave the University, your final payslip will be emailed to your personal email address.

Requests for documentation

Requests for documentation (such as Statement of Service, payslip copies, letters to banks, Employment Separation Certificates, copies of payment summaries prior to 2019 etc.) should be requested via an email to payrollservices@newcastle.edu.au.

Please allow at least 5 working days for these requests to be actioned.

Pay related enquires

For any payroll related enquiries, please contact the team at payrollservices@newcastle.edu.au or the HR Helpdesk (option 1)

For any superannuation enquires or assistance, please contact the team at superannuation@newcastle.edu.au or the HR Helpdesk (option 7)