This help guide will explain how to configure Regular Hours of Work (RHW) and Contracted Hours in Tanda.
Recent Changes: Recent Changes have updated the RHW to be attached to the "Pay Conditions" of an employee. This means that when updating an employee's RHW, you can enforce the start date of the changes. This will allow:
Scheduling of changes to RHW
The acceptance of changes to RHW through Tandas contracts Feature
Accurate record-keeping of RHW changes over time.
What are Regular Hours of Work (RHW)?
As the name suggests, Regular Hours of Work (RHW) allow you to set and control an employee's regular working hours in Tanda.
Regular Hours of Work are stored in the Pay Conditions tab of an Employee's Profile and control the following things:
Calculating overtime for part-time employees:
Some awards require overtime to be paid when a Part-Time employee works outside of their contracted hours.
Populating leave requests:
One of our Leave Autofill options is to fill leave requests based on an employee's regular hours of work. For more details, see Autofill leave requests with correct hours for each employee.
Estimating future leave balances:
One method we use to calculate future leave balances is to project leave based on an employee's regular hours of work. To learn more, see our Projected leave balances help guide.
Building rosters:
You can automatically build rosters based on an employee's RHW. To learn more, see our Roster Templates help guide.
Entering Regular Hours of Work
To configure an employee's regular hours of work, navigate to Workforce > Staff and click on an employee's name to open their Staff Profile. Then, follow the below process to enter or update an employee's RHW.
1. On the left-hand side menu, click Pay Conditions and navigate to the Pay Conditions tab.
2. Select the Edit Current Pay Conditions button.
3. Select when you want these changes to take effect. The options will be either: 'From start of current pay cycle', 'From start of previous pay cycle', 'From start of pay conditions', or 'Date change only.'
4. Once you have selected an option, the Pay Conditions modal will appear below.
5. Scroll down to the 'Regular hours of work (optional)' subheading, click +, and begin populating the employee's RHW. You can click + to add hours for each day. You will then be prompted to select + Shift to add a shift or + RDO to add a rostered day off. Click + Week to add another week to the employee's RHW (useful if the employee's RHW varies from week to week).
6. (optional) Tick the box to notify the employee of these changes.
7. Click Confirm Changes > Confirm and Apply to save your changes.
💡Tip: You can enter RHW across multiple weeks by selecting the + Week button located at the end of the week.
Adding Rostered Days Off
You can add Rostered Days Off (RDO) to the regular hours of work for part-time and full-time staff who take a specific day off each roster period.
To add a Scheduled Day Off, go to Regular hours of work, select the + button next to a weekday, then click + RDO.
By default, RDOs must be a full 24 hours. Therefore, only the Start time can be edited—the finish time will automatically update to be 24 hours after your start time. If no time is assigned, the start and finish will default to 00:00-00:00.
💡Tip: For organisations that automatically build rosters from an employee's RHW, any RDOs added to their RHW will be automatically created in the roster.
Bulk Uploading Regular Hours of Work
You can also bulk upload multiple employees' Regular Hours of Work. To do so, navigate to Workforce > Staff. Then, select Tools > Manage Regular Contract Hours.
This will take you to the following page:
From here, you have two options. You can manually create a Regular Hours of Work upload file (.CSV) using our Template. However, we recommend that you work from the RHW already created in your Tanda account by using the Regular Hours Download option. This will download a file with the RHW already configured in your account, which you can then edit and re-upload.
From here, follow the on-page prompt to update your .CSV file as required. Once completed, re-upload the file into Tanda, noting that this bulk update will override any RHW currently configured in your account.
*Name, Passcode, Start Date, Week, Day, Type, Start, and End are all required fields.
Note: Updating RHW in bulk will update the current pay conditions & will not create a new contract.
FAQ & Troubleshooting
How do I change the 'Current Applying Period'?
How do I change the 'Current Applying Period'?
The current applying period is a reference point for deciding how to order your weeks if you have more than one. There is no need to match this date to your pay period start date. Once set, this field cannot be changed. There are two methods to work around this:
If you change your pay periods, simply re-order the times you have entered to match the new order. For example, you might need to switch the hours from the second week to the first week.
The .CSV file can be amended using the steps in this guide. Changing the Start Date field will allow you to upload a new start date for an employee's regular hours of work.
What's the difference between regular hours of work and the roster?
What's the difference between regular hours of work and the roster?
Regular hours of work are used as guidelines and are stored on an employee's profile. These shift times won't appear on the roster unless you build corresponding rostered shifts.
Who should use regular hours of work?
Who should use regular hours of work?
Use Regular Hours of Work for your permanent employees.
Do staff need to agree to their RHW?
Do staff need to agree to their RHW?
While staff can sign a contract associated with their RHW, if an employee does not agree when prompted, the RHW schedule will still apply. Managing these unsigned contracts will need to be done manually. However, you can sort "sent contracts" by "unsigned" to easily find which employees to follow up.