Pay and timesheets

Pay Cycles and Deadlines


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

All HRonline claims must be submitted and approved by 4:00 PM the prior Friday of pay week.
(Deadlines may vary for public holidays or during the closedown period.)

HRonline Timesheet Cut-Off Dates for 2026 can be found here.  This document also includes the Casual pay cycle dates.

For further information, refer to the article located in ServiceNow:

Ongoing and Fixed-Term Staff

  • Automatically paid; no timesheet submission required for normal fortnightly hours.
  • All absences must be recorded by submitting a leave request.

To vary your working hours, you will need to submit a request via ServiceNow:

  • Decrease Working Hours – Use this request form when you want to decrease your working hours.
  • Increase Working Hours – – Use this request form when additional hours are approved (usually completed by the Supervisor or Appointment Coordinator).
  • Change Work Pattern – Use this request form to change the days/hours you work without changing your total hours and/or funding.

Overtime, TOIL and On-Call Claims

Sessional/Casual Staff

  • Sessional/casual academics: Must submit timesheets via HRonline using the Academic/Teacher/Tutor Timesheet in order to be paid.
  • Professional casual staff: Must submit timesheets via HRonline using the Professional Timesheet in order to be paid.

If you no longer have HRonline access:

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.

Updating your Bank Details

If you need to change your net pay banking details, you can do this by logging into MyHR and accessing your bank details via your profile.

To assist, we’ve created this helpful guide located in ServiceNow: How to update my personal information in MyHR - Bank Details.

Additionally, you can set up a bank deduction if you’d like a specific amount or percentage of your pay to be transferred to an account other than your primary account.

Please refer to the guide above in ServiceNow for detailed instructions.

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.

Help and Support

HR Services have a wide range of how-to guides and videos on the Web under HRonline help.

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).