About UniSC's Wage Integrity Review

Why did UniSC undertake a review of staff payments?

The University is aware of reported pay compliance risks within the University sector.  As such, like many Universities, UniSC has undertaken a detailed review of payments made to all employees covered by the current enterprise agreement (University of the Sunshine Coast Enterprise Agreement (EA) 2023) and its predecessor agreements.

What was the period the review covered?

The review was for the period 1 January 2017 to 31 December 2024.

What were the findings of the review?

Following detailed analysis, the Wage Integrity Review identified discrepancies in pay affecting a small proportion of casual professional and casual academic staff.  

The issues of underpayments related to:

• payment of overtime rates for casual professional staff;
• payment of penalty rates for casual professional staff;
• minimum hours of engagement for casual professional staff; and
• payment of tutorial/repeat tutorials for casual academic staff.

What sort of errors led to the underpayment?

The underpayments were typically because of:

• Ordinary rate paid when overtime or penalty rates applied - Incorrect timesheet submission and misclaim due to incorrect interpretation of the enterprise agreement and or a lack of education for staff and supervisors.
• Inadequate timesheet system controls in place and inadequate auditing of timesheets.
• Minimum engagement not paid – Timesheet system was not set up to record when the 1-hour minimum provisions under the enterprise agreement applied to staff circumstances. With a lack of evidence that the 1-hour applied, it has been deemed that a top up to 3 hours is payable.
• Previous advice was that overtime is payable at the rate exclusive of casual loading.
• Tutorials paid incorrectly at repeat rate due to misclaims or incorrectly appointed.

How do I know the payment was calculated correctly?

The University has undertaken a comprehensive and complex proactive review over the course of approximately 18 months with strong internal governance and controls.  The importance of getting this project right was at the forefront of the University’s decision to engage external legal advice and an external accounting firm This external assistance has provided additional expertise and guidance and verified the integrity and appropriateness of the review and the accuracy and reliability of outputs including the remediation calculations.

How do I know this won’t happen again?

The review has highlighted opportunities for improvements in our systems and processes, to help increase transparency and reduce the risk of misinterpretation of our approved processes and enterprise agreement.

The University is committed to ensuring its staff are paid in accordance with the Enterprise Agreement and all relevant legislation. We have made significant changes to our systems and put in place other steps and training to ensure this error will not occur again

Measures implemented include:

• mandatory training for staff responsible for engaging casual employees;
• clearer guidance on interpreting provisions of the University of Sunshine Coast Enterprise Agreement (EA) 2023;
• system updates to improve payroll accuracy; and
• enhanced oversight and compliance monitoring.

Were all staff affected by these payroll anomalies?    

No. The payment errors identified in the University’s review did not affect all staff.  Only a small number of casual academic and casual professional staff are impacted.  

How many staff have been impacted?    

With the support of an independent, external accounting firm, we have identified 1,688 casual staff that were impacted from the period reviewed 1 January 2017 to 31 December 2024.

Status of the review

I was a former staff member between 1 January 2017 and 31 December 2024.
How do I know if I was underpaid?

In line with best practice guidance, we have commenced an outreach process via email and SMS to verify details for impacted former staff who ceased employment.

Former staff will be contacted by mid May 2025.  

If you are a former staff member and believe you have been underpaid and have not been contacted, please contact our dedicated wage integrity team via: wageintegrity@usc.edu.au.

Has the University informed the Fair Work Ombudsman?    

Yes. The University self-disclosed the review and has been engaging with the Fair Work Ombudsman in relation to this matter on an ongoing basis since the initial self-disclosure in August 2024.

Payments

How much money can I expect to be repaid?    

The underpayment figure has been calculated and verified by the external accounting firm, based on the particular circumstances and activities for each staff member.

You will receive the difference between the amount you have already been paid and the amount you should have been paid plus interest calculated from the date the underpayment first occurred. You will receive a written notification of the amount that will be paid to you.

When will I receive my payment?    

Remediation payments will be made as soon as practicable to affected staff. Due to the complexity of the process and to ensure all payments are made accurately, payments will be made in stages commencing in May 2025. The University is committed to making all remediation payments in as timely a manner as possible.

Interest

The work I undertook was in the past but I’m only receiving the pay now.
Am I being disadvantaged?    

No. The University recognises there has been a delay in paying impacted staff and so has applied generous interest (4% on top of the RBA cash rate - which therefore totals between 4.75% and 6.5% per annum depending on the relevant year) to the base payment, on a compounding basis.

Superannuation

Will I receive superannuation?    

Superannuation will be applied to the total ordinary time earnings inclusive of interest.

Superannuation payable to impacted staff will be paid at the current rate into superannuation accounts provided by staff.

Taxation

Am I being taxed on this?    

Yes, the gross amount is subject to applicable taxation under the relevant taxation laws.  The University is required to withhold the required tax amount and remit tax on your behalf to the ATO.

The back pay appears to be for work undertaken in prior financial years
Will I be penalised by receiving the lump sum payment in this financial year?    

The ATO has clear guidance for employers on how to manage this issue and it depends on the amount of your payment and the period for which it applies.

Please contact our dedicated wage integrity team via: wageintegrity@usc.edu.au if you would like further information.

Will the lump sum remediation pay affect government benefits?    

Please contact Services Australia (Centrelink) directly about any implications the back payment will have on government benefits.

Additional information

I’ve received payment but I want to know more.
Who do I contact?

Our dedicated wage integrity team may be contacted via: wageintegrity@usc.edu.au.

Who can I talk to if I think I have been underpaid (outside of the Wage Integrity Review)?

• If you are a former staff member and think you have been underpaid, please contact our dedicated wage integrity team via wageintegrity@usc.edu.au to raise your concern.
• If you are a current staff member and think you have been underpaid, please contact your supervisor in the first instance. If you still think that you have not been paid correctly or have a particular concern, please contact our dedicated wage integrity team via wageintegrity@usc.edu.au.

Where do I find more information about casual employment?

We have consolidated guidance material and information for staff and supervisors regarding casual employment on MyUniSC.

This includes material such as induction, compliance training, timesheet information, pay rates, and much more.

How is UniSC ensuring pay and entitlement accuracy for its staff?

The University is committed to continuous improvement and integration of systems, policies and practises to ensure all staff, including its casuals, are paid accurately. Prior to the completion of the review the University implemented a series of measures to ensure compliance with streamlined and integrated systems, to mitigate the risk of underpayment occurring again.   This has included:

• mandatory training for staff responsible for engaging casual employees;
• clearer guidance on interpreting provisions of the University of Sunshine Coast Enterprise Agreement (EA) 2023;
• system updates to improve payroll accuracy; and
• enhanced oversight and compliance monitoring.

I have been contacted but do not think I have been underpaid.
What do I do?

There may be instances where local arrangements were in place with your supervisor for you to be paid the way you were. If the University lacks evidence of these circumstances, we will be paying you a minimum engagement top-up.

If you would like to discuss further, please contact our dedicated wage integrity team via wageintegrity@usc.edu.au detailing exactly why you believe you are not eligible for remediation..

I have not received an email, but I believe I am eligible for remediation.
What do I do?

Please send an email to our dedicated wage integrity team via wageintegrity@usc.edu.au detailing exactly why you believe you are eligible for remediation and all the documents you have in relation to the claim.