To utilise the Children's Services Managed 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:

Under Apply an Award navigate to Children's Services > click Enable:

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

If you need to review or update settings in your account, including automatic breaks and public holidays, please see the article Configuring Settings.

To pay an employee under the Children's Services Managed Template, you will need to map their pay conditions to the Managed Template.

To classify an employee under the Children's Services Managed Template, navigate to Workforce > Staff > (Employee Name) > Pay Conditions > Then under Industry Award select Children's Services:

Once the Children's Services Managed Template has been assigned to the pay conditions, the Employment Types and Classifications/ Levels available under the Managed Template will populate via drop downs for each selection.

An Employment Type is a tag that associates the applicable pay conditions (award rules) such as penalties and overtime to an employee.

An example of this kind of tag is Full Time.

A Classification/ Level is a tag that will pay the employee their base rate which all penalties and overtime is calculated off. An example of this is Childrens Services Employee Level 2.1.

Please see below for further details on the available Employment Types and Classifications in the Children's Services Managed Template:

Per clause 10.3 of the Children's Services Award full time employees are to be engaged for 38 ordinary hours in a period:

📜 10.3 Full-time employment

A full-time employee is an employee who is engaged to work an average of 38 ordinary hours per week.

The Minimum Paid Hours feature in the Children's Services Managed Template can be utilised to manage this condition.

This feature requires that the Contracted Weekly Hours field in the employee profile be populated:

By default, this functionality will be disabled in the Children's Services Managed Template. If you would like to enable the minimum paid hours functionality please see below for further details.

The Minimum Paid Hours feature will then automatically top up the timesheet when a full time employee works less than the contracted weekly hours.

In the below example, the employee has worked 27 ordinary hours in the week due to overtime worked throughout the period. The employee's Contracted Weekly Hours have been set to 38.

The Minimum Paid Hours feature will automatically top up the employee to the required 38 hours for the period:

The Children's Services Award outlines specific requirements for part time employees.

The requirements set out in clause 10.4 can be configured and managed in Tanda, please see below for further details:

Please see the below information on managing casual employees in Tanda:

If employees are paid a base rate higher than the Award rate, you may enter the employee's base rate in the Overriding hourly rate field in the pay conditions:

This will override the hourly rate in the Managed Template and penalty rates and overtime will be calculated from this new rate.

For further information please see the help article Pay Above Template.

Under the Children's Services Award, the employer is required to pay an employee who performs duties of a higher classification at a higher classification rate.

📜 18. Higher duties

18.1 An employee engaged in duties carrying a higher rate than their ordinary classification for two or more consecutive hours within any shift or day will be paid for the time so worked at the higher rate provided that:

(a) the greater part of the time so worked is spent in performing duties carrying the higher rate..

Higher duties can be configured and managed in the Managed Template settings.

You can access higher duties via Time & Attendance > Compliance > Children's Services > Higher Duties:

There are two options for configuring and applying higher duties in Tanda:

📜 21.7 Rostering

(a) An employer will post a legible roster at a place readily accessible to employees indicating the rostered hours of work.

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

📜 21.7 Rostering

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(b)

(i) An employer may change an employee’s rostered hours, but only by giving the employee seven days’ notice. In the absence of such notice overtime will be paid until seven days have elapsed from the date the notice was given. However, an employee and employer may agree to waive or shorten this notice period in a particular case. Such agreement may be made by electronic means of communication and must be recorded in the time and wages records.

(ii) The employer is also not required to provide the full 7 days’ notice where the employer makes the change as a result of an emergency outside of the employer’s control.

(iii) It is not an emergency for the purposes of clause 21.7(b)(ii) if an employee is required to stay beyond their rostered hours because a parent fails to arrive on time to collect a child.

(iv) For the purposes of clause 21.7(b)(ii), the overtime provisions in clause 23.2(c) apply.

(v) In clause 21.7(b)(ii), emergency means:

· a situation or event that poses an imminent or severe risk to the persons at an education and care service premises (for example, a fire at the education and care services premises); or

· a situation that requires the education and care service premises to be locked-down (for example, an emergency government direction).

(c) An employee may be transferred from one location to another within their rostered hours at the direction of the employer. An employee transferring from one location to another during a shift will be paid for the time taken to travel from one location to the other.

(d) Where an employee is required to permanently transfer to another location (other than by mutual agreement) they must be given seven days’ notice of the change or paid overtime until seven days have transpired from the date notice was given.

The Shift Acknowledgement feature can be used to record an employee's agreement to waive or shorten the required notice period for roster changes in Tanda.

For further details on setting up your account to use Shift Acknowledgement, please see Have Employees Acknowledge Their Rostered Shifts.

To facilitate the payment of overtime for roster changes in the circumstances set out in clauses 21.7(b)(i) and 21.7(d) the Roster Change shift tag can be added to the timesheet.

Before the Roster Change tag is added to the timesheet, the shift will be paid at the applicable rate for the time worked:

When the Roster Change tag is added to the timesheet, the shift will be paid as overtime:

For further information on using Shift Tags in the Children's Services Managed Template please see here.

📜 22. Breaks

22.1 Meal breaks

(a) An employee will not be required to work in excess of five hours without an unpaid meal break of not less than 30 minutes and not more than one hour. Provided that employees who are engaged for not more than six hours continuously per shift may elect to forego a meal break.

(b) A meal break must be uninterrupted. Where there is an interruption to the meal break and this is occasioned by the employer, overtime will be paid until an uninterrupted break is taken. The minimum overtime payment will be as for 15 minutes with any time in excess of 15 minutes being paid in minimum blocks of 15 minutes.

(c) Notwithstanding clause 22.1(a), where an employee is required to remain on the employer’s premises, the employee will be entitled to a paid meal break of not less than 20 minutes or more than 30 minutes. This paid meal break is to be counted as time worked. By agreement with the employer an employee may leave the premises during the meal break, however, such time away from the premises will not be counted as time worked and nor will any payment be made for such time.

22.2 Rest pauses

(a) An employee working four hours or more on any engagement will be entitled to a paid rest period of 10 minutes.

(b) Provided that an employee working for seven hours or more will be entitled to two such paid rest periods of 10 minutes each unless the employee agrees to forego one of these rest periods.

(c) All rest periods must be uninterrupted.

When you enable the Children's Services Award Managed Template, you will also enable the default break rules. The break rules will auto-populate breaks for any staff under the Managed Template.

The break rules configured for the Children's Services Managed Template can be viewed by navigating to Time & Attendance > Compliance > Children's Services > Breaks.

For further details on the specific break rules that apply to employees under the Children's Services Managed Template please see below:

To include the paid meal breaks for shiftworkers in the calculation of overtime, you will need to enable Paid meal breaks are worked time in the Breaks Settings:

This will ensure the paid meal breaks contribute towards ordinary hour totals for overtime conditions.

For further information on managing and configuring break rules in Tanda, please see the help article Setting up and Managing Automatic Breaks.

Using the Break Template will assist in automating the rostering of breaks to meet the requirements under the Award.

Proactive alerts can also be set up to be sent to managers during the shift regarding the taking of breaks. These are known as, Key Alerts To find out more about configuring Key Alerts, see Receive alerts for variances and compliance breaches.

For further information on automatic breaks please see the Setting up and managing automatic breaks article in the Help Centre.

If an employee has agreed to work up to 6 hours without a meal break the Meal Break Agreement - 6 Hour Shift tag can be used to facilitate this in the timesheet.

Before the Meal Break Agreement - 6 Hour Shift tag is added to the shift:

After the Meal Break Agreement - 6 Hour Shift tag is added to the shift:

An example of an interpreted timesheet can be seen below. The employee has been configured as a Part Time Shiftworker, paid at the Childrens Services Employee Level 2.2 base rate.

In this example the employee has only worked ordinary hours.

For a general overview of timesheets in Tanda see Getting Started: Timesheets.

📜 23.4 Shiftwork

(a) Despite the provisions of clauses 21.1, 21.2 and 21.3, employees may be employed as shiftworkers.

(b) The ordinary hours inclusive of meal breaks for shiftworkers will not, without payment of overtime, exceed an average of 38 hours per week to be worked over a one, two or four week cycle.

(c) The following allowances will be paid for shiftwork:

(d) Definitions

(i) Early morning shift means any shift commencing at or after 5.00 am and before 6.00 am.

(ii) Afternoon shift means any shift finishing after 6.30 pm and at or before midnight.

(iii) Night shift means any shift finishing after midnight and at or before 8.00 am or any shift commencing at or before midnight and finishing before 5.00 am.

(iv) Night shift, non-rotating means any night shift system in which night shifts do not rotate or alternate with another shift so as to give the employee at least one third of their working time off night shift in each roster cycle.

Under the Children's Services Award, there are additional penalty periods that apply specifically to employees engaged as shift workers. The above details the penalties that apply and the parameters for each shift type.

In Tanda we have automated the application of the shift work penalties that are detailed in clause 23.4. For the above shift penalties to apply automatically in Tanda, the employee will need to be configured on one of the available shift worker employment types outlined here.

The Children's Services Award stipulates minimum engagements for full time, part time and casual employees.

Please see below for further information on the specific minimum periods of engagement that apply to each employment stream:

Penalty rates will apply to ordinary hours worked on Saturday and Sunday in accordance with clause 23.5(b) and (c).

📜23.5 Weekend and public holiday work

...

(b) Provided that shiftworkers required to work ordinary hours on a Saturday will be paid at the rate of time and a half for all hours worked. Overtime worked on a Saturday by shiftworkers will be paid at time and a half for the first two hours and double time thereafter.

(c) All time worked on a Sunday will be paid at the rate of double time.

Please see the below example of the Saturday and Sunday penalties applying to a shift worker for ordinary hours of work:

If an employee is required to work on a public holiday, they will automatically incur the penalty set out in clause 23.5(d).

📜23.5 Weekend and public holiday work

...

(d) All time worked on a public holiday will be paid at the rate of double time and a half. Where both a public holiday and a substitute day or part-day are worked, public holiday penalties are payable for only one of those days or part-days, at the election of the employee.

Please see the below example where an employee has worked on a public holiday:

📜 21.2 Ordinary hours will be worked in periods not exceeding eight hours, in unbroken periods save for meal breaks, between Monday and Friday. Subject to the provisions of clause 7—Individual flexibility arrangements, by agreement between an employer and an employee, an employee may be rostered to work up to a maximum of 10 hours in any one day.

📜 21.3 Ordinary hours may be worked between 6.00 am and 6.30 pm. Where broken shifts are worked the spread of hours can be no greater than 12 hours per day.

Per clauses 21.2 and 21.3 the ordinary hours of work for a Day Worker may be worked between 6am and 6.30pm Monday to Friday.

When a Day Worker works outside of the ordinary hours span set out in the Award, they will automatically incur outside span of hours overtime for any time worked before 6am or after 6.30pm:

📜 22.1 Meal breaks

(a) An employee will not be required to work in excess of five hours without an unpaid meal break of not less than 30 minutes and not more than one hour. Provided that employees who are engaged for not more than six hours continuously per shift may elect to forego a meal break.

(b) A meal break must be uninterrupted. Where there is an interruption to the meal break and this is occasioned by the employer, overtime will be paid until an uninterrupted break is taken. The minimum overtime payment will be as for 15 minutes with any time in excess of 15 minutes being paid in minimum blocks of 15 minutes.

Missed meal break conditions have been configured in the Children's Services Managed Template per clause 22.1.

If a full time, part time or casual employee is unable to take an uninterrupted meal break of at least 30 minutes, they will automatically incur overtime until an uninterrupted meal break is taken or the shift ends.

In the below example the employee's meal break was interrupted after 15 minutes. The missed meal break conditions apply until the employee takes an uninterrupted meal break later in the shift:

A full time employee may work up to 8 ordinary hours in a day before incurring overtime - Clause 21.2

📜 21.2 Ordinary hours will be worked in periods not exceeding eight hours, in unbroken periods save for meal breaks, between Monday and Friday. Subject to the provisions of clause 7—Individual flexibility arrangements, by agreement between an employer and an employee, an employee may be rostered to work up to a maximum of 10 hours in any one day.

A part time employee may work up to 8 ordinary hours in a day before incurring overtime - Clause 10.4(f)

📜10.4(f) ... No part-time employee may work in excess of eight hours in any day without the payment of overtime paid for at the rates prescribed in clause 23—Overtime and penalty rates.

A casual employee may work up to 8 ordinary hours in a day before incurring overtime - Clause 10.5(e)

📜 10.5(e) For work in excess of eight hours on any one day or shift or 38 hours in any one week, a casual employee will be paid in accordance with the penalties specified in clause 23—Overtime and penalty rates.

If an employee works more than 8 ordinary hours in a day, they will automatically incur overtime for the time worked in excess of 8 hours:

Part Time employees:

📜 10.4(b) A part-time employee is an employee who:

(i) works less than full-time hours of 38 per week...

Casual employees:

📜 10.5(e) For work in excess of eight hours on any one day or shift or 38 hours in any one week, a casual employee will be paid in accordance with the penalties specified in clause 23—Overtime and penalty rates.

Full Time employees:

📜 21.1 The ordinary hours of work of full-time employees will be an average of 38 hours per week over a one, two or four week cycle.

When an employee works in excess of an average of 38 hours per week, they will automatically incur overtime for all hours worked in excess of the fixed hours for the period:

Per clause 22.3 a full time, part time or casual employee is required to have at least 10 consecutive hours off duty between work periods:

📜 22.3 Breaks between work periods

(a) All employees will be entitled to a 10 hour rest period between the completion of work on one day and the commencement of work on the next. Work includes any reasonable additional hours or overtime.

(b) Where an employee recommences work without having had 10 hours off work the employee will be paid at overtime rates until such time as they are released from duty for a period of 10 consecutive hours without loss of pay for ordinary time hours occurring during the period of such absence.

(c) By agreement between an employer and an employee the period of 10 hours may be reduced to not less than eight hours.

The penalty for working without the required break between shifts has been automated in the Children's Services Managed Template:

📜 21.3 Ordinary hours may be worked between 6.00 am and 6.30 pm. Where broken shifts are worked the spread of hours can be no greater than 12 hours per day.

If a Day Worker works a broken shift across a span greater than 12 hours, overtime will apply to all time worked beyond the 12 hour span:

📜 10.4(f) A part-time employee who agrees to work in excess of their normal hours will be paid at ordinary time for up to eight hours provided that the additional time worked is during the ordinary hours of operation of the early childhood service. No part-time employee may work in excess of eight hours in any day without the payment of overtime paid for at the rates prescribed in clause 23—Overtime and penalty rates.

When a Part Time employee works in excess of their contracted weekly hours for the week, they will incur overtime for all time worked in excess of the agreed hours per clause 10.4(f).

In the below example, the part time employee's contracted weekly hours are 15:

The employee will incur overtime after the 15th hour of work:

Where a part time employee has agreed to work additional hours at ordinary rates, the Agreed Additional Normal Hours tag can be added to the timesheet to pay the employee at ordinary time per clause 10.4(f).

Before the Agreed Additional Normal Hours tag is added to the timesheet, overtime will apply when the employee exceeds their agreed hours for the week:

After the Agreed Additional Normal Hours tag is added to the timesheet, the employee will be paid at ordinary rates for up to 8 additional hours in excess of their agreed hours for the week:

The application of the Agreed Additional Normal Hours tag can be automated in Tanda via Shift Questions. For further details on how this works, please see here.

In Tanda there is additional functionality available that can be set up to track and report on the number of hours worked beyond the contracted weekly hours by part time employees.

For further information on the functionality available for this, please see below:

When a full time, part time or casual employee has an agreement with their employer that overtime worked that would have otherwise been paid for can be accrued as time off, they are agreeing to Time Off In Lieu (TOIL).

The Children's Services Award contains TOIL conditions that can be applied instead of automatic overtime conditions per clause 23.3.

📜 23.3 Time off instead of payment for overtime

(a) An employee and employer may agree in writing to the employee taking time off instead of being paid for a particular amount of overtime that has been worked by the employee.

(b) Any amount of overtime that has been worked by an employee in a particular pay period and that is to be taken as time off instead of the employee being paid for it must be the subject of a separate agreement under clause 23.3.

(c) An agreement must state each of the following:

(i) the number of overtime hours to which it applies and when those hours were worked;

(ii) that the employer and employee agree that the employee may take time off instead of being paid for the overtime;

(iii) that, if the employee requests at any time, the employer must pay the employee, for overtime covered by the agreement but not taken as time off, at the overtime rate applicable to the overtime when worked;

(iv) that any payment mentioned in subparagraph (iii) must be made in the next pay period following the request.

Note: An example of the type of agreement required by this clause is set out at Schedule H. There is no requirement to use the form of agreement set out at Schedule H. An agreement under clause 23.3 can also be made by an exchange of emails between the employee and employer, or by other electronic means.

(d) The period of time off that an employee is entitled to take is the same as the number of overtime hours worked.

EXAMPLE: By making an agreement under clause 23.3 an employee who worked 2 overtime hours is entitled to 2 hours’ time off.

...

To categorise time worked as TOIL in Tanda, the shift must be tagged as TOIL so that time off is accrued instead of overtime rates being paid.

Overtime hours that have the TOIL tag applied will no longer cost in the timesheet.

Please see the below example of the application of the TOIL tag for a Part Time employee who is incurring overtime for working 8+ hours in a day:

Before application of the TOIL shift tag:

After application of the TOIL shift tag:

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).

Once you have turned on the setting, you will see the additional shift tags 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 > Edit Current Pay Conditions > under Additional Tags select the appropriate shift tag > click Confirm Changes.

Please see the below example where some of the available shift tags are being added to the employee profile.

Once you have saved the tags to the employee profile, they will become available to select from the shift tag drop down in the timesheet:

An automatic allowance will apply to the timesheet without any manual application.

The below allowances will automatically apply on timesheets when the applicable allowance tag has been saved to the employee profile:

Allowances marked with * apply on an all purpose basis.

In addition, the Broken Shift Allowance also has automatic application in the Managed Template.

Some allowances will not apply unless specifically added to the timesheet.

These allowances are set up to be manual as it is not predictable when these allowances would be applicable. The manual allowances in the Managed Template are: