To utilise the HPSS Award Template in your account, you will first need to enable the Managed Template. To do this navigate to Time & Attendance > Compliance > Award Template > Apply Template:

Select the relevant payroll system if you have not already enabled an integration:

Scroll down the page to Apply an Award > click Enable next to the Award Template you would like to apply to your account:

Once the Award Template has been enabled you have the option to add staff to the Award via the + Add Staff to Award button.

For further information on how to configure the settings in your account including automatic breaks and Public Holidays please see the article Configuring Settings.

To add an Employment Type and Classification/ Level, go to Time & Attendance > Staff > (Employee Name) > Pay Conditions > Under Industry Award select the Award applicable to the employee, as below:

The Employment Types and Classification/ Levels under the selected Managed Template will then populate via drop downs for each selection:

An Employment Type is a tag which all the pay conditions (Award Rules) are associated to for an employee including penalties and overtime. An example of this kind of tag is 'Full Time'.

The Available Employment Tags:

NOTE: The Employment Tags are consistent across all versions of the HPSS Award Managed Templates.

A Classification/ Level is the tag that will pay the employee their base rate which all penalties and overtime are calculated off. An example of this kind of tag is 'Level 1'.

Clause 10.2 can be managed via the Regular Hours of Work tab in the employee profile.

To record a Part Time employee's regular pattern of work in Tanda navigate to Workforce > Staff > (Employee Name) > Pay Conditions > click Edit Current Pay Conditions

Under the Pay Conditions you will find the Regular Hours of Work. To open the Regular Hours of Work builder, select the + Week button:

To add a shift, click the + button next to the day of the week and select shift or RDO from the prompt.

Enter the applicable hours in the prescribed fields including start and finish times, the team the employee will be working the regular hours in and meal breaks:

Then repeat this for each day you need to configure regular hours for.

You can also enter a value into the Contracted weekly hours field:

If you choose to populate a value into this field, you can then receive roster validation warnings when an employee has not been rostered for their total contracted hours:

Once you have finished configuring the regular hours/ contracted weekly hours have been entered select 'Confirm Changes'.

NOTE: If you are using automatic breaks from a break template, these will populate in the regular hours of work once the changes are saved.

If a Part Time employee then works outside the regular pattern of work, they will be entitled to overtime in accordance with clause 25.1(b):

📜 25.1(b) Where a part time employee:

(i) Works in excess of their ordinary hours, except wjere agreement has been reached in accordance with clauses 10.3; and/or

(ii) works in excess of 10 hours per shift; and/or

(iii) works in excess of an average of 38 hours per week in a fortnight or 4 week period.

For example, please see the below employee with a regular pattern of work totalling 20 hours per week:

When this employee works beyond their regular hours on Wednesday, overtime rates apply automatically.

To prevent accidental variations from occurring, managers are notified on the roster if a shift differs from the regular hours of work:

When View is selected, managers will be able to see what the agreed regular hours are:

If you need to review the roster validation settings in the account navigate to the settings cog in the right hand corner and select All Settings > Rosters > Roster Validation > Scroll to the validation settings to find the regular hours of work warnings:

For more information on setting configuring Roster Validations in Tanda please see here.

📜 10.3 The terms of the agreement in clause 10.2 may be varied by mutual agreement and recorded in writing.

An agreed variation to a Part Time employee's regular pattern of work under clause 10.3 can be recorded in Tanda.

A record of the agreement, including the time it was agreed to, can be captured in either of the below ways:

To use this feature please see Have employees mutually agree to variations from their contract hours which is an article that details how the shift acceptance feature can be enabled.

Once this feature has been enabled, a record of an agreement to vary the regular hours will be visible against the employee profile and on timesheets.

The shift tag that is available in the HPSS Award Managed Template that can be used to configure acceptance to a change to the agreed regular pattern of work is 'Accepted Shift Variation'

To utilise this tag firstly save it to the profiles of the applicable employees by navigating to Workforce > Staff > (Employee Name) > Payroll > under Additional Tags search for Accepted Shift Variation shift tag and save it to the employee profile.

Then this tag can be used in the configuration of a shift question as detailed here.

Alternatively, the shift tag can be applied to the timesheet using the 'Select Tag' drop-down field:

Before the application of the shift tag:

After the application of the shift tag:

The above is also how the shift tag will display in the timesheet if the tag is used in the configuration of a regular hours variation shift question.

If you need to update your settings in order to see the 'Select Tag' drop down field please see Setting Up and Using Shift Tags section of this guide.

📜 11. Casual employees

11.4 Casual loading

For each ordinary hour worked, a casual employee must be paid:

(a) the minimum hourly rate applicable to the classification and pay point in which they are employed; and

(b) a loading of 25%

Casual loading in Tanda is applied using the multiplier method.

In the Tanda Employee Profile, the casual rate is expressed in the Monday to Friday pay rate with the base hourly rate showing the rate without the loading added. tHis is demonstrated in the image below:

The base hourly rate is always expressed as 1.25x on the timesheet and where applicable, penalty rates are expressed with the additional casual loading amount.

Australia's National Employment Standards provide a casual employee with a pathway to become a permanent employee. This pathway is known as 'Casual Conversion'.

Casual Conversion is referenced under the HPSS Award:

📜 11.6 Offers and requests for casual conversion

Offers and requests for conversion from casual employment to full-time or part-time employment are provided for in the NES.

Tanda has a Casual Conversion Dashboard which can be used to identify casual employees that may be suitable for conversion to a permanent employment type.

For further information on casual conversion, see the Fair Work Ombudsman resource Becoming a Permanent Employee or Tanda’s summary here.

(a) The ordinary hours of work for each employee will be displayed on a fortnightly roster in a place conveniently accessible to employees. The roster will be posted at least 2 weeks before the commencement of the roster period. ...

To ensure rosters are as accessible as practical, rosters can be published to the below options:

...

(b) Seven days’ notice will be given of a change in a roster. However, a roster may be altered at any time to enable the functions of the hospital, facility or organisation to be carried on where another employee is absent from duty pursuant to clauses 28–Personal/carer’s leave and compassionate leave; 31–Ceremonial leave and 32–Family and domestic violence leave, or in an emergency.

(c) Unless the employer otherwise agrees, an employee desiring a roster change will give 7 days’ notice except where the employee is ill or in an emergency.

In Tanda, the shift acceptance feature can be used to notify employees of roster changes and can be used as a record that confirms an employee's agreement to a change. For more information please see here.

For further information on rostering in Tanda please see the article collection for Rostering here.

There is a break template available as part of the HPSS Managed Award Template that can be used to roster the above breaks.

To view the break template navigate to Time & Attendance > Compliance > click Manage against the HPSS Award Template > view the break template under Breaks for Health Professionals and Support Services (MA000027):

To edit the break template click Edit in the Breaks for Health Professionals and Support Services (MA000027) box and you will be taken to the break settings:

This break template can then be used for automatically rostering and applying breaks in timesheets. For more information on automatic breaks see the Setting up and managing automatic breaks guide.

(a) For all ordinary hours worked between midnight Friday and midnight Sunday a full-time or part-time employee will be paid 150% of the minimum hourly rate applicable to their classification and pay point.

(b) A casual employee who works on a Saturday or Sunday will be paid 175% of the minimum hourly rate applicable to their classification and pay point for all time worked, but will not be paid the casual loading of 25%.

The above describes how Weekend penalty rates are applied for Full Time, Part Time and Casual employees under the HPSS Award.

Tanda will automatically apply the Weekend penalties on to the timesheet when ordinary hours are worked within the prescribed span on a Saturday or Sunday.

Please see the timesheet examples below to see how the Weekend penalties apply in the timesheet:

Health Professionals and Support Services -- Imaging: 5 and a half Day Practice

Health Professionals and Support Services -- Imaging: 7 Day Practice

Health Professionals and Support Services -- Private Medical/ Dental/ Pathology Practice

📜 33.2 Any employee required to work on a public holiday will be paid 250% of the minimum hourly rate applicable to their classification and pay point for all time worked.

The above details how penalty rates are applied for Full Time, Part Time and Casual employees who work on a Public Holiday.

The Public Holidays for an employee are determined by account and default payroll team settings. For further details on these please see the Configure public holiday dates guide.

Full Time and Part Time employees

If a full time or part time employee works ordinary hours on a public holiday, the public holiday penalties have been automated:

Overtime conditions have also been automated on public holidays. See the below example for an employee who has worked outside the normal span of hours on a public holiday:

Note that Weekend Public Holiday spans have not been automated for full time and part time employees. These can be applied via shift tag in the timesheet.

For more information on how to manage weekend public holiday spans please see the Saturday and Sunday Public Holidays in the Shift Tags section of this guide.

Casual employees

Public Holiday conditions have been fully automated for casual employees.

Please see the below timesheet example to see penalties applying to ordinary hours on a Public Holiday:
​

Public Holiday overtime conditions have also been configured in the managed template(s) to capture overtime that is worked by casuals.

Unlike full time and part time employees, the weekend public holiday spans have been automated for casuals. This means that if an employee is working on a Public Holiday that falls on a weekend day and is working outside the ordinary hours span, overtime will automatically apply.

As defined in the Definitions of the HPSS Award, a Shiftworker is an employee who is regularly rostered to work their ordinary hours outside the span of ordinary hours of a day worker.

📜 26.3 Shiftwork penalty rates

(a) Where the ordinary rostered hours of work of a shiftworker finish between 6.00 pm and 8.00 am or commence between 6.00 pm and 6.00 am, the employee will be paid 115% of the minimum hourly rate of pay applicable to their classification and pay point.

(b) A casual employee who works shiftwork as defined in clause 26.3(a) will be paid 140% of the minimum hourly rate of pay applicable to their classification and pay point but will not be paid the casual loading of 25%.

(c) The shiftwork penalty rates prescribed in clause 26.3 will not apply to shiftwork performed by any employee on Saturday, Sunday or public holidays where the extra payment prescribed in clause 26.1—Weekend penalty rates and clause 33—Public holidays, apply.

The Shiftwork penalties have been automated by Employment Type.

Please see the examples below to see the Shiftworker penalties applying in the Timesheet:

Full Time Shiftwork penalty - Ordinary Hours

Casual Shiftwork penalty - Ordinary Hours

Casual Shiftwork penalty - Public Holiday

Under the HPSS Award, Casual employees are entitled to the following minimum engagement periods:

📜 11.2 Subject to clause 11.3 the minimum period of engagement of a casual employee is 3 hours.

📜 11.3 The minimum period of engagement of cleaners employed in private medical practices is 2 hours.

These minimums will automatically buffer on the timesheet if a shorter period is worked.

As the minimum engagements are applicable per occasion the employee attends work, the minimum engagement can apply more than once per day if there are multiple shifts under the required 3 hours.

Please see the below example of two shifts from the same day that were under the 3-hour minimum engagement:

A 2 hour minimum engagement period will also apply to Full Time, Part Time and Casual employees when they are recalled to work overtime.

📜 25.6 Recall to work overtime

An employee who is recalled to work overtime after leaving the employer’s premises will be paid for a minimum of 2 hours’ work at the appropriate overtime rate.

Please see the below example of the 2 hour minimum engagement applying when a Full-Time employee is recalled to work Overtime.

📜 25.1 Overtime is paid in the following circumstances:

(a) Where a Full Time employee:

(i) works in excess of their ordinary hours;

(ii) works in excess of 10 hours per shift;

The below overtime conditions have an automatic application in Tanda for Full Time employees:

The below overtime conditions have a manual application in Tanda:

For further details on how to apply the above manual overtime condition please see the Award Template Tagssection of this article.

📜 25.1 Overtime is paid in the following circumstances:

...

(b) Where a Part Time employee:

(i) works in excess of their ordinary hours, except where an agreement has been reached in accordance with clauses 10.3; and/or

(ii) works in excess of 10 hours per shift; and/or

(iii) works in excess of an average of 38 hours per week in a fortnight or 4 week period.

The below overtime conditions have an automatic application in Tanda for Part Time employees:

The below overtime conditions have a manual application in Tanda:

For further details on how to apply the above manual overtime condition please see the Award Template Tags section of this article.

📜 25.1 Overtime is paid in the following circumstances:

...

(c) Where a casual employee:

(i) works in excess of 10 hours per shift; and/or

(ii) works in excess of 38 hours per week or 76 hours in a fortnight.

The below overtime conditions have an automatic application in Tanda for Casual employees:

The below overtime conditions have a manual application in Tanda:

For further details on how to apply the above manual overtime condition please see the Award Template Tags section of this article.

(a) The ordinary hours of work for a full-time employee are an average of 38 hours per week in a fortnight or 4 week period.

(b) Not more than 10 ordinary hours of work (exclusive of meal breaks) are to be worked in any one day.

Employees may work up to 10 hours in a day before they incur overtime per clause 13.1(b).

Timesheet example - 10+ Hours worked by a Full Time employee:

Clause 9.1 outlines that a Full Time employee may be engaged to work 38 hours per week or an average of 38 hours per week in a fortnight or 4 week period.

Clause 25.1 (b) and (c) of the HPSS Award outlines that hours worked in excess of an average of 38 hours per week is considered overtime for Part Time and Casual employees.

Any hours worked in excess of an average of 38 hours per week will incur overtime.

Timesheet example of employee exceeding 38 hours per week. Overtime will apply to all hours in excess of the period:

This example is based on weekly averaging. There is the ability to configure the averaging periods to your standard business practice (ie: weekly, fortnightly or monthly). For further details on how to set up the overtime averaging period in your account please see Overtime Averaging.

(a) An employee working overtime is entitled to 10 consecutive hours off duty between the termination of work on one day and the commencement of work on the next day, without loss of pay for ordinary hours.

(b) If, on the instructions of the employer, an employee referred to in clause 25.4(a) does not receive 10 consecutive hours off duty, the employee must be paid as follows:

(i) for a full-time or part-time employee—at a rate of 200% of the
​ minimum hourly rate applicable to their classification and pay point
​ until being released from duty; and

(ii) for a casual employee—at a rate of 250% of the minimum hourly rate
​ applicable to their classification and pay point until being released
​ from duty.

If there is less than 10 hours between shifts as a result of overtime worked on the previous time then the shift will incur overtime until a 10 hour rest break is allowed.

Timesheet example of an employee who has had less than 10 hours in between shifts after working overtime. Overtime will apply to all hours of the second shift after working the overtime.

An employee who is recalled to work overtime after leaving the employer’s premises will be paid for a minimum of 2 hours’ work at the appropriate overtime rate.

This shift tag is available to Full Time, Part Time and Casual employees.

This shift tag is to be used when an employee is recalled to work overtime after leaving the premises.

Note: The Recall penalty does not apply where the overtime is continuous with the completion or commencement of ordinary hours.

See below for application of the Recall shift tag for a Full Time employee:

Before application of the shift tag:

After application of the shift tag:

The HPSS Award Managed Template(s) currently facilitate the outside span of hours on Saturday and Sunday Public Holidays via Shift Tag.

Ordinary hours on Weekends vary depending on the practice:

All hours worked on a Saturday and/or Sunday Public Holiday by a full time or part time employee will automatically populate as ordinary hours for all hours worked across the day.

This shift tag is to be used when an employee works a Public Holiday that falls on a Saturday or Sunday. The tag is available to Full Time, Part Time and Casual Employment Types.

See below for application of the Saturday Public Holiday shift tag:

Employee in a 5.5 day Private Medical Imaging Practice before shift tag:

Employee in a 5.5 day Private Medical Imaging Practice after shift tag:

The 'Saturday Public Holiday' tag has populated the hours worked outside the span (8.00 am to 1.00pm) as non-ordinary hours.

To apply shift tags on the Timesheets, you must first have the Award Tag feature turned on. Turning on this feature will give you the drop-down box on timesheets from which shift tags can be selected.

To turn this feature on, navigate to Settings > Timesheets > Show Advanced Settings > select the box next to Show an extra dropdown to adjust a shift cost (Award Tag).

Now you will see the shift tags that have been saved to an employee profile available via the drop-down in the timesheet.

To use shift tags in an employee timesheet, you will first have to add the shift tag to the employee's profile.

To do this, go to Time & Attendance > Staff > (Employee Name) > Pay Conditions > Make a Change > under Additional Tags select the appropriate shift tag > click Save Contract Changes.

Please see the below example where the 'Accepted Shift Variation' tag is being added to the employee profile.

(ii) Uniform allowance

Instead of the provision of such uniforms, the employer may, by agreement with the employee, pay an employee a uniform allowance of:

· $1.23 per shift or part thereof on duty; or

· $6.24 per week,

whichever is the lesser amount.

Tanda has automated the Uniform Allowance. For the Uniform Allowance to automatically apply to an employee's timesheet, you will need to add the 'Uniform Required' tag to the Pay Conditions tab of the employee profile.

The Uniform Allowance will then automatically apply to the employee's timesheet when applicable.

Please see the example below:

(iii) Laundry allowance

Where an employee’s uniforms are not laundered by or at the expense of the employer the employee will be paid a laundry allowance of:

· $0.32 per shift or part thereof on duty; or

· $1.49 per week,

whichever is the lesser amount.

The Laundry allowance has been automated in Tanda. For the Laundry Allowance to automatically apply to an employee's timesheet, you will need to add the 'Laundry' tag to the Pay Conditions tab of the employee profile.

To do this, go to Workforce > Staff > (Employee Name) > Pay Conditions & Regular Hours > under Additional tags search for the relevant Laundry Allowance > the click Save Contract Changes:

The allowance will then automatically apply to the employee's timesheet when applicable.

Please see the below example:

...

g) Tool allowance

A tool allowance of $13.11 per week for the supply and maintenance of tools will be paid to chefs and cooks who are not provided with all necessary tools by the employer.

The Tool Allowance has been automated in Tanda. To get the allowance working, you will need to add the 'Own Tools Required' tag to the Pay Conditions tab of the employee profile.

Please see the example below to see the Tool Allowance automatically applying to an employee's timesheet.

To apply an allowance, go to the relevant employee's timesheet and click on the blue '+ Add' button under the start and finish times as shown below:

Then, from the dropdown, select the manual allowance you wish to apply. Please note that any applicable automatic allowances will appear in the drop-down however they cannot be edited.

Enter the number of units you wish to apply, then press the 'Save Allowances' button to apply it to the timesheet. Tanda will calculate the total cost of the allowance for you.

Once saved, the allowance will now apply to the day's timesheet.

Repeat this process for each day and instance that a manual allowance is needed.

For further details on utilising allowances and shift tags please see Applying Allowances and Shift Tags to Timesheets.