HR Online FAQ
HR Online is the Web Self Service for University of Canberra Staff. It draws on the data from Alesco which is the Human Resources Management Information System (HRMIS).
Staff are able to access items such as their payslips, payment summaries (formally known as group certificates), maintain bank accounts, update personal details, request leave, view their employment history and initiate their Performance and Development Review (PDR).
HR Online can be found at https://guard.canberra.edu.au/wss-v12/faces/app/WJ0000.jspx.
Common questions people ask regarding HR Online can be found below.
How do I change my bank account details?
How do I view my leave balances?
How do I view my team member's leave balances?
I need to change/cancel my unapproved leave application.
I need to change/cancel my approved leave.
I want to take leave at half pay and can't request it on HR Online.
I want to take leave without pay, how do I do this online?
I want to see all the leave I have taken in a given period.
How do I request long service leave through HR Online?
How do I lodge or amend my qualification(s) on HR Online?
I work for the University and the College. How do I see my UC payslips?
I'm a casual staff member, how do I submit my timesheet electronically?
How do I approve my team members leave request?
Why can't I approve my team members personal leave request?
How do I access HR Online?
Do you have a listing on the University's Staff Directory?
If yes, confirm your staff number then contact the Information and Technology Management (ITM) Service Desk on 6201 5500 for a password.
If no, confirm with your Supervisor or your Business/Faculty Manager that they have forwarded the completed forms to HR. If completed forms have been provided to HR, please allow for processing time usually 48-72 hours.
My password does not work.
Your normal network password is used to access HR Online. If this does not work, please send an email to servicedesk@canberra.edu.au who will reset your password.
Where is my Payslip?
- Log into HR Online
- Click on the My Pay tab
- Click on Payroll Details (This is in the blue banner on the far left)
- Click on Current Payslip (Your current payslip will appear).
You can also click Payslip History for all prior payslips.
Screenshots of this process are also available for assistance.
Where is my Payment Summary?
- Log into HR Online
- Click on the My Pay tab
- Click Payroll Details from the second tier menu
- Click Payment Summary
- Click on the hyperlink number in the Serial# column
- Print to a secure printer
How do I change my bank account details?
- Log into HR Online
- Click on the My Pay tab
- Click on Payroll Details from the second tier menu
- Click on Bank Accounts
- Click on the edit hyperlink for the record you wish to change
- Make amendments
- Scroll down and click update
How do I request leave?
- Log into HR Online
- Click on the Personal Info tab
- Click Leave from the second tier menu
- Click Leave Bookings Request
- Choose either Whole Day Leave Booking or Part Day Leave Booking
- Choose your leave type and other details from the picklists and calendars
- If you have a medical certificate, give it to your supervisor who will approve it and forward it to HR for filing on your personnel file
- Click the Insert button
Your supervisor will receive a system generated email advising them that you have applied for leave. When your leave has been approved, or otherwise, you will receive a system generated email advising you. You should not take scheduled leave without approval.
How do I view my leave balances?
- Log into HR Online
- Click on the Personal Info tab
- Click Leave from the second tier menu
- Click Leave Balances
To find out how much leave you will have in the future, you can enter a future date in the Enquiry Date field.
How do I view my team member's leave balances?
- Log into HR Online
- Click on the My Team tab
- Click Leave from the second tier menu
- Click Team Leave Balances from the left menu
- Choose a leave code from the drop down menu
A Leave Balances Report will be produced.
A screenshot guide of this process is also available.
I need to change/cancel my unapproved leave application.
- Log into HR Online
- Click on the Personal Info tab
- Click Leave from the second tier menu
- Click Leave Bookings Request
- Click on the leave request you wish to cancel/change to open request
- Click on the delete button
I need to change/cancel my approved leave application.
- Log into HR Online
- Click on the Person Info tab
- Click Leave from the second tier menu
- Click Leave History
- Enter a start date and to date to cover period leave was taken
- You can select the type of leave you requested (if you don't all leave taken will appear)
- Click on the hyperlink Reverse in the Action column
- Click Reverse
A screenshot of this process is also available.
It will go through the same approval process as when leave is requested.
I want to take leave at half pay and can't request it on HR Online.
All half pay leave requests need to be requested manually. The Leave Application form is available on the HR website under Forms, Leave. Please print and send the form to your superviosr. Please ensure your supervisor receives the form and provides the completed form to Human Resources as per the time frames stated in the Enterprise Agreement.
I want to take leave without pay, how do I do this online?
All leave without pay requests need to be booked manually. The Leave Application form is available on the HR website under Forms, Leave. Please print and send the completed form to Salaries as per the time frames stated in the Enterprise Agreement.
I want to see all the leave I have taken in a given period.
- Log into HR Online
- Click on the Personal Info tab
- Click Leave from the second tier menu
- Click Leave History
- Select a start date and to date
- Optional: Select type of leave taken (this will only show the selected type of leave)
- Click Find
A table will appear showing all leave taken in the selected period.
How do I request long service leave through HR Online?
All long service leave requests need to be requested manually. The Leave Application form is available on the HR website under Forms, Leave. Please print and send the form to your supervisor. Please ensure your supervisor receives the form and provides it to Human Resources as per the time frames stated in the Enterprise Agreement.
How do I lodge or amend my qualification(s) on HR Online?
To lodge my qualification(s):
- Log into HR Online
- Click on the Personal Info tab
- Click Personal Development from the second tier menu
- Click Qualifications
- Click Add New Record
- Complete the qualification screen
- Scroll down and click insert
- Send the certified copy of all relevant documents to HR to have the qualification(s) approved and added to your personnel file.
To amend my qualification(s):
- Log into HR Online
- Click on the Personal Info tab
- Click Personal Development from the second tier menu
- Click Qualifications
- Click on the qualification you wish to change
- Make necessary amendments
- Scroll down and click update
- Send the certified copy of all relevant documents to HR to have the change approved.
I work for the University and the College. How do I see my UC payslips?
- Log into HR Online
- Click on the My Pay tab
- Click Payroll Details from the second tier menu
- Click Payslip History for prior payslips
- Click on each published date to open payslip
College payslips cannot be viewed using HR Online.
I'm a casual/sessional staff member and in my Super details on HR Online it says I am getting 0 Super.
The flag of 0 does not mean no super is being paid but instead is used by the Alesco Human Resources Information System to ensure that the casual/super amount paid is according to the SGC (Super Guarantee Contribution). For further information regarding the SGC please visit www.ato.gov.au.
I'm a casual staff member, how do I submit my timesheet electronically?
Please see the guide to submit the electronic timesheets.
How do I approve my team members leave request?
- Log into HR Online
- Click on the My Approvals tab
- Click Approvals from the second tier menu
- Click Approve Requests or one of the other menu items to action leave applications or look at historical approvals.
After choosing Approve Requests the centre panel of the screen will change and give you the list of leave applications waiting for action.
- Click the Radio Button that reflects your chosen action regarding the leave request. If your staff member as a medical certificate, you will only be able to action the leave application by clicking on the Record ID hyperlink. This will open the leave application.
- Click the picklist button to action the leave application. Your staff member will receive a system generated email advising them that you have actioned the leave application.
- Click Update to save your choice of action. You will receive on onscreen acknowledgement of Success! if the action saved correctly.
Screenshots of this process are also available for assistance.
Why can't I approve my team members personal leave request?
For personal leave requests where the medical certificate flag has been set to Yes, the approver must enter the detail of the leave request to approve the transaction.
More Information
If you were unable to find your answer in the above questions, please email your question(s) to hronline@canberra.edu.au.