Update Employee Pay Conditions
Learn how to change pay conditions in staff profiles, including industry award, employment type, classification, hourly rate, and salary.
It's important to keep a detailed history of any changes to an employee's pay conditions for record-keeping, and it's strongly recommended to track when employees agree to changes to their pay conditions.
Handle both in the Pay Conditions tab of employee profiles.
What's covered in this guide?
How do Pay Conditions work?
Pay conditions influence how an employee is paid and their entitlements under an Industry Award or private Enterprise Bargaining Agreement. An employee's pay conditions will often include their:
Position
Industry Award
Employment Type
Classification/Level
Allowances/Penalties
Hourly Rate or Salary
Contracted Weekly Hours
Some Tanda accounts also use Additional Tags to apply extra penalties and overtime conditions.
In addition to tags and pay information the employee's RHW (Regular Hours of Work) might be captured.
A pay condition can be either:
Current - these are the current conditions that are applying
Past - these are the conditions that were previously applied to the employee
Scheduled - these are the conditions that will take effect on a specific date
Access Pay Conditions
Find the Pay Conditions & Regular Hours of Work tab in any employee's profile through Workforce > Staff > Employee name > Pay Conditions
To access the Pay Conditions tab, users will need to have either a Manager or Admin-type role, and have the Edit Wages permission enabled.
Make a change to an employee's pay conditions
You can make a change to an employee's pay conditons by selecting the “edit current pay conditons” button.
This will give you several options to edit an employee's pay conditions:
From the start of the current pay cycle -> Creating a new Pay Conditions contract
From the start of pay conditions -> Editing their existing Pay Condition contract
Change the dates to which the conditions apply -> Date Change only
Additionally, you can use the "Schedule Change" option to have a change in the employee's pay conditions take effect from a future date.
Create a new Pay Conditions contract
If you are making significant changes to a user's pay conditions it is recommended that you select this option. These changes often include:
Changing classifications/levels during a promotion
Changing from Casual to Part-time with Casual Conversion
Moving from an Enterprise Bargaining Agreement to an Industry Award
These changes are relevant as they often result in changes to the employee's contract and even result in the issuance of a new contract. Creating a new set of pay conditions in Tanda lets you easily distinguish between the old and new conditions while presenting easy-to-access copies of relevant contracts and documents.
To create a new Pay Conditions contract:
Navigate to the Pay Conditions tab through Workforce > Staff > Employee name
Select the “Edit Current Pay Conditions” button
Select “From Start of Current Pay Cycle” OR "From Start of Previous Pay Cycle"
Make any necessary changes to the Pay Condition & RHW fields
If you're sending a contract or document to the employee when making the change, select Yes on the 'notify...' checkbox.
Select any applicable Contracts or Documents to send to the employee
Use the Review Contracts button to enter and save any Dynamic Fields
Click the review changes button to open the review model.
Review the changes and select “Confirm and Apply” to finalise the changes. If for any reason you are not ready to confirm select the “Keep Editing” button, or otherwise click out of the model.
Once successful, the changes will either take effect (if current) or appear as an upcoming scheduled pay condition.
Edit the current Pay Condition contract
Every employee in your account is created with an initial Pay Condition contract which can be edited directly. We recommend editing an existing Pay Condition contract to correct small mistakes or for small changes that may not need employee agreement, including:
Configuring a user for the first time
Applying Additional Tags to the employee's profile
Correcting an incorrect employment classification
To edit an existing Pay Condition:
Navigate to the Pay Conditions tab through Workforce > Staff > Employee name
Select the “Edit Current Pay Conditions” button
Select “From Start of Current Pay Cycle”
Make any necessary changes to the Pay Condition & RHW fields
If you're sending a contract or document to the employee when making the change, select Yes on the 'notify...' checkbox.
Select any applicable Contracts or Documents to send to the employee
Use the Review Contracts button to enter and save any Dynamic Fields
Click the review changes button to open the review model.
Review the changes and select “Confirm and Apply” to finalise the changes. If for any reason you are not ready to confirm select the “Keep Editing” button, or otherwise click out of the model.
Once successful, the Current Employment Contract will display the updated pay conditions.
Schedule a new Pay Conditions contract
When you're aware of an upcoming change to an employee's pay conditions, you can schedule it to take effect on a specific date. We recommend scheduling a new Pay Condition contract in scenarios like:
Promoting an employee
Converting a casual employee to a part-time
Scheduling a salary increase for annual reviews
To schedule a Pay Condition for the future:
Navigate to the Pay Conditions tab through Workforce > Staff > Employee name
Select the Schedule Change button in the bottom right of the page
Select the relevant selection from the options.
Make the necessary changes to the pay conditions
If you're sending a contract or document to the employee when making the change, select Yes on the 'Would you like to notify...' field
Select the relevant contracts and documents
Select review contracts, fill in any missing information and click save.
Click the Confirm Changes, making note of the changes, select cancel if there are any issues
Select Confirm and Apply to finalise the changes.
Once successful, the scheduled update will appear in the “Upcoming Pay Condition” Section. On the Start Date, Tanda will automatically update the employee's pay conditions.
Date Change Only
In any scenario in which the start date of employees currently applying pay conditions is incorrect, you can change these using the date Date Change only option. To do this:
Navigate to the Pay Conditions tab through Workforce > Staff > Employee name
Select the “Edit Current Pay Conditions” button
Select “Date change only”
Enter the new start date
Select if you wish to send contracts or documents as part of this date change.
Review contracts
Confirm the new dates and contracts to be sent and submit.
View an employee's Pay Condition history
Each change to an employee's pay conditions can be traced in the Pay Conditions tab of their profile.
To view, click the Employee History.
The History button will display a table that shows the following fields:
Action taken
User performing the action
Time the action was taken
Details of the changes that were made including hourly rate, salary, award tags etc.
Any contracts that were sent with the change
Any documents that were sent with the change
Edit or delete an employee's past and Scheduled Payconditions
In the event that existing payconditions that are past or scheduled need to be edited, you can navigate to the relevant pay condition set in the UI.
Select the ⌄ icon to expand and view the preconditions. Select the edit or delete option as required.
Edit the changes and "confirm" when done. You will be prompted to review the changes & and contracts before saving the changes.
Note: the Delete option will not be available for employees with only one set of pay conditions.