New Staff Resources

Welcome to Onemda: Aboriginal and Torres Strait Islander Health and Wellbeing

University information for new staff -- https://staff.unimelb.edu.au/new-staff.  The Get Ready to Work portal has some further information on training and Induction.

  • Onemda organisation chart and other charts

    Onemda Overview

    Includes Melburne School of Population and Global Health (MSPGH) and Onemda organisational charts and other information on Onemda.

  • Where to go and what to do guide

    Where do I start with my queries? reference guide

    A good reference guide and where and how processes work within the University

  • Getting connected

    Application for approval to access a secure network folder

    Form can be found here.

    Once you have received access to the folder you will be required to map to the directory - information is located here.

    Unimelb wireless connection

    The University provides wireless network access to staff, students and visitors across all University buildings and grounds.   Wireless network info: http://wireless.unimelb.edu.au/

    UniPrint- printing at the University of Melbourne

    Connecting to Printer for instructions please follow the links below:

    • Windows: go.unimelb.edu.au/zz86
    • Mac:  go.unimelb.edu.au/nnp6

    To release your print job

    • You will be asked to enter your email/password the first time you scan your card.  Once entered, press ‘set’ so it will remember you next time you scan your card.
    • Your documents will only be printed/released after your staff ID card is scanned at the printer. If you don’t have your staff card you can also manually log in at the printer to scan and copy.

    For printing or printer problems call 40888 – IT and log a request.  They will need an asset number which is on the printer.

    Zoom connection

    Networks, Committees, Groups to join

    Newsletters

  • Managing your information

    Your details need to be complete and up to date in our administration system -- Themis. Information from Themis flows through to several other University systems.  Information can be found here.

    Themis Login page is found https://themis.unimelb.edu.au/

    You can manage some of your details directly, while others are entered and maintained by the HR Assist team.

    • Updating Personal Contact Details
    • Updating your preferred name
    • Update your work pattern
    • Pay and Timecards
    • Leave
    • Training

    For further assistance contact HR Assist on 8344 0888  or log a ticket at the HR Services Portal https://unimelb.service-now.com/hr

  • Travel, Finance, Reimbursements, and other enquiries

    Unitravel

    All staff travelling outside the metropolitan area must lodge their travel with the UniTravel site whether the travel is funded/administered by UoM or by outside funds.  This is for travel insurance, FBT and management.  A travel request should also be completed for Visitors travelling on UoM funds.   FAQs on travel found here

    https://unimelb.service-now.com/finance?id=kb_category&kb_category=ee263885dbe633400567147a3a9619b9

    To book travel or for any travel-related queries:

    Information on travel policy, risk management, travel diaries, travel insurance, learning materials, and other FAQs go to https://unimelb.service-now.com/finance?id=kb_category&kb_category=c06951a5db898c1856766f76059619c8

    Also here: https://unimelb.service-now.com/finance?id=kb_category&kb_category=ee263885dbe633400567147a3a9619b9

    Reimbursement for travel expenditure

    Travel information can be found here: https://unimelb.service-now.com/finance?id=kb_category&kb_category=ee263885dbe633400567147a3a9619b9

    There are two methods of getting reimbursed for petrol expenditure:

    1. When getting reimbursed go to Themis and then iExpenses – and attached receipt and submit.  (easiest)
    2. Timecard – see link below

    Natural account for petrol expenditure while on a trip is

    5671

    Domestic Travel (Transport) on University Business

    Record transport related expenditure while travelling on University business within Australia. This includes airfares, taxi's and car hire. This account is also used to record local travel such as the cost of using public transport and taxis in Melbourne while on University business. Includes the cost of petrol while on University business. If transport costs (e.g. flights) are included in a travel package, a reasonable estimate is required to separate the transport component from other costs. For more information refer to the University Policy Library: MPF 1300 Employee Travel Policy and MPF 1209 Student Travel and Transport Policy.

    1) Themis - How to claim a reimbursement for car travel: Please open the following link in your web browser: https://go.unimelb.edu.au/99as

    1. iExpense Report

    If the petrol payment receipt is available, an iExpense reimbursement can be submitted for the whole value amount. Please see link here for instructions on creating a credit card or cash reimbursement expense report.  See also further information on iExpenses below.

    2. Timecard

    The KM Reimbursement option requires the specific number of kilometres travelled and the size of the car's engine.

    You will need to create a new timecard, or add a new line to an existing timecard. For instructions on creating a new timecard, please see here.

    Once you are viewing the appropriate timecard, you will need to manually fill in the details, so do not apply a template. Instead, fill in the timecard according to the instructions below.

    For 'Hours Type', select the staff employee type - e.g. 'Km Reimbursement Casual Academic', 'Km Reimbursement Casual Professional', 'Km Reimbursement FNT Academic' or 'Km Reimbursement FNT Professional'.

    Once this is selected, you will be able to select the 'Payment Type'. The 'Payment Type' reflects which kind of engine your vehicle has.

    To do this, click on the magnifying glass next to the field, and enter '%' into the description field and hit 'enter' on your keyboard. This will make all available options appear. Click the option which reflects your engine type - e.g. 'Engine 1.6 Litre or less', 'Engine 1.601 Litre to 2.6 Litre' or 'Engine over 2.6 Litre'.

    The remaining fields are the same as a standard timecard, except for the hours fields which will now allow a number higher than 24 to be added.

    Scroll to the right of the page to view the dates within the timecard period. Enter the number of kilometers travelled into the relevant field for each date of travel.

    Once you have finished creating the timecard, click 'Save' and then 'Continue' and then 'Submit' to submit the timecard for approval. Once this timecard has been approved, it will be paid in the next available pay run.

    Information on different payment types and rates per kilometre:

    The Enterprise Bargaining Agreement states in section 1.14.2."On occasion where the Employee uses their privately-owned vehicle for University business the Employee will 1.14.2.1.) be paid an allowance equivalent to the ATO's "Rate per Business Kilometre" for the kilometres travelled on business. As well as 1.14.2.2.) maintain an accurate travel log of kilometres travelled on business."

    ATO's Rates per Kilometre:

    Engine 1.6 Litre or less - 72 cents per km
    Engine 1.601 Litre to 2.6 Litre - 72 cents per km
    Engine over 2.6 Litre - 72 cents per km

    For further assistance, please call Themis Support on 834 40888/Option 3/Option 2.

    iExpenses

    Frequently used documents (used with iExpense)

    Purchasing/Travel Cards (University Credit Cards)

    • Credit card applications need to be discussed and approved by your supervisor.
    • Credit cards are available for staff who travel frequently.  Credit card and personal reimbursement of expenses are processed through iExpense in Themis.  Please make sure that your Unit’s Agreement Administrator (Meg Cox) are selected as approver.
    • How to apply: online form found here:Credit Card application.
    • For details on responsibilities and how to reconcile purchasing/travel card and reimbursement of expenses please go to: https://staff.unimelb.edu.au/finance-purchasing-travel
    • A list of Natural accounts here: https://unimelb.service-now.com/finance?id=kb_article&sys_id=eee845ac1b096dd059897620dc4bcb57

    Uber

    For information on Uber vouchers etc please go to https://staff.unimelb.edu.au/finance-purchasing-travel/uber

    https://staff.unimelb.edu.au/search?query=uber

    Paying for invoices

    Please include the following coding on all invoices requested for payment:

    • Account String    01-5050-20-xxxx-0xxxxx-xxx-01.
    • Approver Meg Cox
    • Purchase Order number if applicable

    When you upload this into the accounts payable system, the invoice is then directed to your noted Agreement Administrator as approver.  The finance portal in service now can be found in the Staff Hub ‘submit invoice for payment’.

    https://unimelb.service-now.com/finance?id=sc_cat_item&sys_id=ebe1759edbad149c35dc403c3a961938&_ga=2.82051158.1363108242.1702251385-1544154343.1701732011

    https://unimelb.service-now.com/finance?id=sc_category&sys_id=beadd638db00449035dc403c3a9619d2

  • Booking meeting and visitor rooms - Included in web intranet

    The following rooms are also available for general meetings, temporary workspace to conduct telephone calls or zoom calls/meetings.

    In Microsoft Outlook (Windows-PCs) you book rooms as you would invite people to attend meetings.  In Outlook Calendar:

    1. Click on the date and time you require.
    2. An appointment page opens, click on Invite Attendees button at the top.
    3. In the search area at the top right of the page type in “!mdhs-sph”.  This filters all bookings available at 207 Bouverie Street.
    4. Double click on the desired room, press OK button and then send invitation to room.
    5. You will receive an email to say that the room has accepted the invitation.  If there is another booking then the room will decline the invitation.

    You can check room availability by opening Calendar tab, filter rooms as above. Once you select OK it will open up under Shared Rooms.

      Floor

      Room No.

      Room booking

      Description

      Capacity

      3

      302

      !MDHS-SPH South Seminar Room 302

      AV + cap to zoom

      18

      3

      303

      !MDHS-SPH North Seminar Room 303

      AV + cap to zoom

      18

      3

      302/303

      Can be booked together to form one large room

      36

      4

      410

      !MDHS-SPH Seminar Room 410

      AV zoom capable

      34

      4

      405A

      !MDHS-SPH Hub Meeting Room 405A

      		AV   zoom capable

      10

      4

      405B

      !MDHS-SPH Hub Meeting Room 405B

      		AV zoom capable

      8

      4

      515

      !MDHS-SPH Seminar Room 515

      AV zoom capable

      70

      5

      516

      !MDHS-SPH Seminar Room 516

      AV zoom capable

      18

      6522

      !MDHS-SPH Meeting Room 522

      Small room

      4

      7

      532

      !MDHS-SPH-Meeting-Room-532

      AV + cap to zoom + teleconferencing equipment + PC

      12

    The list of bookable rooms in the 207 Bouverie Street building can be here.

    You can check room availability by opening Calendar tab, filter rooms as above. Once you select OK it will open up under Shared Rooms.

    To book a larger room for a special event go to:

    https://services.unimelb.edu.au/venuehire/internal/wrb

    It is advisable to check  Online Timetabling also at the link above.

  • University important dates and Indigenous Calendar

    University map and important dates

    Indigenous Event Calendar

    We have developed an Indigenous Events Calendar, which once set up, will overlay your outlook calendar and keep you updated with what is happening in 2024. If you have additional events to add to the calendar, please insert or send an email to Ruth Hentschel.

    To get the calendar -  Windows

    1. From MS Outlook inbox go to Groups section.
    2. Right click Groups and then browse groups to choose "Indigenous Event Calendar", then click to join. It will take a few moments.
    3. Then go to MS Outlook Calendar. The Indigenous Event Calendar should now be listed under "All Group Calendars". Most of 2024 events has been included in the calendar, however there are still a few to be included.
    4. Once you have the calendar open click on the left pointing arrow it will then overlay onto your calendar.

  • Useful websites and information

    IT, HR, FINANCE, FACILITIES
    - (03) 8344 0888

    Working outside of Victoria – add link to Intranet? See email from Michelle (no UOM page for this)