How to claim on eTIME

Video tutorial

Please note that the video contains no audio.

Tutors and Demonstrators

‘TASK TYPE’ to be chosen on eTime claims:

• Training: claimed as ‘TRAINING’ (please indicate which of the official tutor training sessions organised by the School you attended or the course name in the free text box)  
• Meetings: claimed as ‘OTHER WORK’ (please indicate what the meeting was for and who it was with)
• Tutorial contact hours and preparation work: claimed as ‘TUTORIALS’ (please only input your contact hours - these will be multiplied x2 by eTime to include the preparation hours)

The University has agreed that in order to provide an acceptable standard of tutorial, the tutor should spend 1hr preparing for that tutorial.  For every hour of tutoring you do, you are also paid for one hour of preparation, this includes preparing the material being delivered, printing handouts, etc. The total number of contact and preparation hours offered are specified in the breakdown of hours letter provided)  

• Demonstrator work: claimed as ‘DEMONSTRATING’. This is specific to tutors who work in Archaeology labs. This includes initial preparation, assisting students during the lab, transporting and putting lab materials away, etc.  
• Marking: claimed as ‘MARKING’ Many Guaranteed Hours Grade 6 and Grade 7 contracts will include an allocation of hours for assessment. You are encouraged to claim for the number of hours completed to date but please contact your Head of Subject Area if you think you are likely to exceed the allocation of assessment/marking hours outlined in your initial contract paperwork. Please contact the School Resources Team if you are in any doubt about your allocation, or remaining balance.  
• Meetings: meetings should be claimed under ‘OTHER WORK’ (please indicate what the meeting was for and who it was with): claimed as ‘OTHER WORK’ This includes meeting students, providing support before essay submissions, e-mail correspondence, etc. The total number of feedback hours offered should be specified in the breakdown of hours letter provided. Feedback time is up to 3hrs per group. Please contact the School Resources Team if you are in any doubt about your allocation, or remaining balance.

***If you are a Tutor / Demonstrator and have been offered to deliver a GUEST LECTURE, please note that these lectures are not part of your contract of employment. HR have indicated that no new contract is required and payment can be arranged via an ‘additional payment’ You will be contacted in due course in order to have this payment organised***

Course convenors

‘TASK TYPE’ to be chosen on eTime claims:

• Course Convener lecturing work: claimed as ‘OTHER WORK’. The Course Convener should claim one hour of preparation per each hour of lecturing undertaken and claim for the total amount of hours. The total number of contact and preparation hours offered are specified in the breakdown of hours letter provided).  
• Marking: claimed as ‘MARKING’. Many Guaranteed Hours Grade 6 and Grade 7 contracts will include an allocation of hours for assessment. You are encouraged to claim for the number of hours completed to date. Please contact your Head of Subject Area if you think you are likely to exceed the allocation of assessment/marking hours outlined in your initial contract paperwork. Please contact the School Resources Team if you are in any doubt about your allocation, or remaining balance.  
• Feedback: claimed as ‘OTHER WORK’. This includes meeting students, providing support before essay submissions, e-mail correspondence, etc. The number of feedback hours should be specified in the breakdown of hours letter provided. Feedback time is up to 3hrs per group. See ‘Additional Payments’ below for further information. Please contact the School Resources Team if you are in any doubt about your allocation, or remaining balance.

***If you are a Course Convener and have been offered to deliver a GUEST LECTURE, please note that these lectures are not part of your contract of employment. HR have indicated that no new contract is required and payment can be arranged via an ‘additional payment’. You will be contacted in due course in order to have this payment organised ***

2) In the ‘TASK DESCRIPTION’ of your claim please indicate:

• The FULL NAME OF THE COURSE your claim ins in connection with.

Audit procedures mean that the School needs to check your claims against course names and contract details (e.g. in terms of hours for particular tasks) that you have been offered. If there are discrepancies, queries will need to be addressed, with likely delays in payment reaching you. When submitting your eTime claim, please make sure that you’ve selected the correct course from the drop down option, as this makes it easier to check and minimises the need to contact you prior to approving your claim.

• If claiming under ‘OTHER WORK’, SPECIFY  if the claim is for TRAINING, FEEDBACK or COURSE CONVENER WORK and give details in each case.
• If claiming under ‘MARKING’, give DETAILS OF THE MARKING you have undertaken.

3) Please submit ONE PAY CLAIM PER MONTH for each COURSE you teach (regardless of how many group/s you have been allocated). The claim will include separate timesheets for each TASK TYPE, depending on the work you’ve carried out (Tutoring, Demonstrating, Marking, Other Work).

Salaries Office and Human Resources have advised that regular timesheet claims must be made throughout the session, rather a single claim for all hours undertaken at the end of a semester.  Please aim to submit your timesheet each month, claiming all of hours undertaken since the previous timesheet was submitted.  Claims will still be accepted for outstanding hours, or for claims that have been delayed while awaiting the completion of the contract process.  All work undertaken during the academic year must be paid by 31^st July, meaning all claims for the past session must be with the School HR team by 30^th June.