This help guide will explain how to create custom Award Rules and Allowances for on-call and sleepover shifts using Tanda. Creating custom rules and allowances makes it easier to categorise these shifts and pay them at the correct rates.
This guide will be especially relevant for businesses that use any of the following Awards, which all have clauses pertaining to on-call or sleepover shifts:
Social, Community, Home Care, and Disability Services Award (SCHADS)
Health Professionals and Support Services Award (HPSS)
Nurses Award
Animal Care and Veterinary Services Award
Aged Care Award
What Does This Help Guide Cover?
How to Create Custom Award Rules and Allowances
To create the Award rules and Allowances discussed in this guide, navigate to Time & Attendance > Compliance. Once on this page, select 'Manage' next to either 'Allowances' or 'Custom award rules.'
To learn more about creating custom award rules, please see our Create Custom Award Rules help guide. Likewise, see our Create and apply allowances help guide for more details on creating allowances.
Create Custom Award Rules For Sleepover Shifts
To create a custom Award rule for a sleepover shift, navigate to Time & Attendance > Compliance > Custom Award Rules > Manage > + New Award Rule.
You will be directed to the page to create your new Award rule, which has numbered steps. Please follow the below process:
1 (a). Name your custom award rule (e.g. Sleepover Rule) and provide an optional description.
1 (b). Select whether the rule will apply to all staff or only staff with a specific tag. We recommend creating a specific 'Sleepover' tag. That way, you can apply the rule only to relevant employees who work sleepover shifts. See our Shift Tags help guide for more details.
2. Select whether the rule applies to Ordinary hours or Overtime hours.
3. Tick the box 'After number of hours worked.' Then, tick 'Worked While on Sleepover.' If desired, you can populate the 'after hours worked during sleepover' field. This field stipulates that your Award Rule will only apply after X hours worked. For instance, if an employee works a sleepover shift from 12-4am and you enter 1 in this field, they will be paid at the stipulated rate from 1am onwards.
4(a). Select the rate at which the rule is paid. This can either be a multiplier (e.g. 3x the employee's base rate) or a specific cost (e.g. $15.37 per hour).
4(b). Follow the prompts to link the rule to your payroll system.
Once you are happy with this Award Rule configuration, click 'Create Rule.'
Tip: To create an award rule for other things like an employee working outside availability or working on a Rostered Day Off, follow the same process as above, except, during step 3, after selecting 'After number of hours worked', tick the appropriate 'Worked Outside Availability' or 'Worked on RDO' box.
Applying the Sleepover Rule
From here, your rule will apply whenever an employee works a shift with a designated Sleepover Schedule and meets the other criteria stipulated.
To classify a shift with a sleepover schedule, navigate to your Roster and click on the appropriate shift card. Then, from the left-side menu, click + Sleepover Schedule and nominate the hours during which the sleepover schedule applies (e.g., for a shift from 9 pm to 3 am, the sleepover component may only apply from 12 pm to 3 am).
The rule should then correctly apply to your Timesheets for applicable employees. For example:
Create Allowances For Sleepover Shifts
To create an Allowance for a sleepover shift, navigate to Time & Attendance > Compliance > Allowances > Manage > + New allowance.
You will be taken to the page to create your new Allowance, which has numbered steps. Please follow the below process:
Name your Allowance (e.g. Sleepover Allowance) and provide an optional description.
Follow the prompts to link your Allowance to your payroll system.
Select the 'Automatic' Allowance type.
Select whether the Allowance will apply to all staff or only staff with a certain tag. We recommend creating a specific 'Sleepover' tag. That way, you can apply the rule only to relevant employees who work sleepover shifts. See our Shift Tags help guide for more details.
Select the days on which the Allowance will apply (or select 'Every Day').
Select whether the Allowance applies to Ordinary Hours, Overtime Hours, or Both Ordinary and Overtime Hours.
Select when the Allowance will apply (either throughout the shift or only during certain hours).
During this step, tick the 'Sleepover' box.
Select how the Allowance will be paid during the shift (either once per day, a rounded amount per hour, or an exact amount per hour).
Select the rate at which the Allowance is paid. This can be either a specific cost (e.g., $5) or a multiplier (e.g., 2x the employee's base rate).
Once you are happy with your configuration, click 'Create Allowance.' The Allowance will now apply to Sleepover shifts that meet your set criteria. For example:
Create Custom Award Rules For On-Call Shifts
To create a custom Award rule for an on-call shift, navigate to Time & Attendance > Compliance > Custom Award Rules > Manage > + New Award Rule.
You will be taken to the page to create your new Award rule, which has numbered steps. Please follow the below process:
1 (a). Name your custom award rule (e.g. On-Call Rule) and provide an optional description.
1 (b). Select whether the rule will apply to all staff or just staff with a specific tag. We recommend creating a specific 'On-Call' tag. That way, you can apply the rule only to relevant employees who work on-call shifts. See our Shift Tags help guide for more details.
2. Select whether the rule applies to Ordinary hours or Overtime hours.
3. Tick the box 'After number of hours worked.' Then, tick 'Worked While On Call.'
4 (a). Select the rate at which the rule is paid. This can either be a multiplier (e.g., 3x the employee's base rate) or a specific cost (e.g., $15.37 per hour).
4 (b). Follow the prompts to link the rule to your payroll system.
Once you are happy with this Award Rule configuration, click 'Create Rule.'
Applying the On-Call Rule
From here, the rule will apply whenever the employee works a shift with a designated On-Call Schedule.
To classify a shift with an On-Call schedule, navigate to your Roster and click on the appropriate shift card. Then, from the left-side menu, click + On Call Schedule and nominate the hours during which the on-call schedule applies.
The rule should then correctly apply to your Timesheets for applicable employees. For example:
Create Allowances For On-Call Shifts
To create an Allowance for an on-call shift, navigate to Time & Attendance > Compliance > Allowances > Manage > + New allowance.
You will be taken to the page to create your new Allowance, which has numbered steps. Please follow the below process:
Name your Allowance (e.g. On-Call Allowance) and provide an optional description.
Follow the prompts to link your allowance to your payroll system.
Select the 'Automatic' Allowance type.
Select whether the Allowance will apply to all staff or only staff with a certain tag. We recommend creating a specific 'On-Call' tag. That way, you can apply the rule only to relevant employees who work on-call shifts. See our Shift Tags help guide for more details.
Select the days on which the allowance will apply (or simply select 'Every Day').
Select whether the Allowance applies to Ordinary Hours, Overtime Hours, or Both Ordinary and Overtime Hours.
Select when the Allowance will apply (either throughout the shift or only during certain hours).
During this step, tick the 'On-Call' box.
Select how the Allowance will be paid during the shift (either once per day, a rounded amount per hour, or an exact amount per hour).
Select the rate at which the Allowance is paid. The can be either a specific cost or a multiplier (e.g. 2x the employee's base rate).
Once you are happy with your configuration, click 'Create Allowance.' The Allowance will now apply to on-call shifts that meet your set criteria. For example:
