This guide will assist you in setting up allowances, higher duties, leave and public holidays for accounts using a managed award. Select from the options below to begin configuring your account.

  1. Payroll Configuration: Allowances
  2. Payroll Configuration: Higher Duties
  3. Payroll Configuration: Leave
  4. Payroll Configuration: Public Holidays

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Payroll Configuration: Allowances:

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Allowances can be used to provide an employee with an additional amount if a particular employment condition occurs on the timesheet. Allowances are pre-built into the Managed Award Template or can be created manually by yourself. They can also be set to apply automatically or manually.

Pre-built in Managed Award Template

If you have a Managed Award template enabled in Tanda, the template will have allowances pre-built into Tanda. Common examples of pre-built allowances includes first aid allowance and the uniform & laundry allowance.

To enable an Allowance for an employee, go to Workforce > Staff > click on the employee's name to go into their profile > click on Payroll tab:

In the Award setup on the right side of the Payroll tab, under the Allowances and Penalties drop-down, select the relevant Allowance and then press Update Employee Details at the bottom to save.

If you couldn't find the relevant Allowance in the drop-down or want to check the conditions of allowances you can do so by following the steps below.

Check the Allowances included in an Award

If you want to check the list of Allowances pre-built into Awards and also the conditions and rate, you can view them under Compliance > Customise Your Setup > Allowances > Manage.

You will then see a list of names in the Shift Allowances list. Allowances with the lock icon and the words Read only at the end of the row are allowances that you cannot edit or delete as they are built into the Award:

Create a Custom Allowance

  1. To create a custom allowance, head to Compliance > Customise Your Setup > Allowances > Manage.

2. Click on the green + New allowance button in the top right corner:

3. First, set a Name for the Allowance and link this to your Payroll & Accounting System.

4. Next, select what type of allowance it is - Manual or Automatic:

Manual allowances require detail on who it will apply to and the rate to be paid. This will only apply when you add it to the timesheet. A common example is the travel allowance where the distance travelled (i.e. kilometers) is manually entered on the timesheet.

Automatic allowances apply whenever the conditions specified on the form are met, including factors such as the day, time and type of shift. For example, an employee can receive the laundry allowance for every shift they work.

5. Set whether you want all staff to be eligible for the allowance or whether this will only apply to specific staff with specific tags (ie, Part Time/ Casual, a specific grade of pay, etc).

6. Then, under ‘What rate is it paid at?’, select the either the ‘multiplier’ option or the ‘specific cost’ option.

Both manual and automatic allowances require a rate to be specified, which can either be a specific cost (e.g. dollar amount) or multiplier (calculated with the employee's base hourly rate).

6. When you're finished, just click Create Allowance at the bottom to save.

7. If the allowance was automatic, it should apply to the corresponding time sheet automatically should the required conditions be met. If the allowance was manual, head to the necessary timesheet and select the allowance from the blue ‘+Add’ option next to ‘No Allowances Applying’. Then, select the allowance you’ve just created from the list, enter the required number of units and hit 'Save Allowances'.

8. Your allowance will now apply to the timesheet.

You can then check or start applying Allowances to Timesheets. For information on how Allowances apply on Timesheets check out the following article.

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Payroll Configuration: Higher Duties:

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Higher Duties allow you to apply a higher rate of pay to an employee for a shift when they work in a higher role. Higher Duties can be automatically created within the Managed Award Template and then applied on the Timesheet. To create Higher Duties outside of the Award rates or if you're on an EBA/custom rules, contact Tanda Support on the details at the bottom of this article.

To configure Higher Duties on Managed Award Template, go to Compliance > Award Template > Manage:

Under the Active Awards heading, at the end of the row for the relevant award, click on Manage Award:

Then click on Configure higher duties:

To start, under the From Level column, click on the blue + Add Higher Duties Jump button:

A “jump” is when an employee starts on Level 2, but works at a Level 3 rate - they are “jumping” from the lower to the higher rate. You should add a jump for each possible combination of levels that can happen in your business. Not every business will have Level 1 staff that can work in a Level 4 capacity so don’t configure that unless it applies to you - this will make your Timesheets a lot simpler.

Ensure you have the From Level and To Level columns completed and then click the green Save button at the bottom:

Next, go to Settings > General Settings > Timesheets tab and under Classifying Shifts on Timesheets heading tick Show an extra dropdown to adjust shift cost (Award tag) and click Update Settings at the bottom:

Employee profile

Tanda will automatically a tag to each employee's profile who matches the jumps you created. You can check this by going to Workforce > Staff > click on an employee's profile > Payroll tab:

Timesheets

When you are approving timesheets, you will simply need to tag the shift when they worked at the higher level by clicking in the Award Tag section:

In the Timesheet Export Summary, you will then see the shift is being applied at the higher rate:

Important Information

If you are a Payroll system that doesn't have a Live integration with Tanda, such as MYOB Desktop, you will need to create new Payroll Categories for the Higher Duties you have created in Tanda. You can do this in the same way you originally created new Payroll Categories in MYOB to match Tanda, by going to Payroll > Payroll Manager > Manage Award and clicking on Configuration Report. In this report you will find the new higher duties Payroll Categories which you can copy and paste as new ones in MYOB.

If you use MYOB Live or Xero, Tanda will automatically create new Pay Items for these jumps.

Limitations

Currently Tanda cannot support a junior who is paid at adult rates only at some times Managed Award Template. For example, a junior Level 1 rate to Adult rate Level 1.

Tip: For junior staff who should receive an adult rate of pay all the time, head to Feature Management and enable 'Advanced Payroll Fields' which will add a checkbox 'Paid at adult rates' to the payroll tab of these employees.

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Payroll Configuration: Leave:

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You'll need to setup and configure Leave in Tanda so your staff can select the correct Time off Types when they request Leave and so it exports correctly to your Payroll system.

To access Leave in Tanda, go to Compliance > Customise Your Setup > Time off Types:

If you're viewing this page for the first time, you will have some default leave types including Annual Leave and Personal Carer’s Leave. These will be set to apply to all staff so may need to configured to reflect your business.

Delete Unused Leave Type

We recommend the first step is to delete any default Leave Types in your account that you don't use in your business or you will process in your Payroll & Accounting system. Some leave such as Maternity Leave or Long Service Leave is easier to pay directly in your Payroll system as it isn't Timesheet dependant.

To remove, just click the trash can icon on the end of the row where the leave name is listed:

However, if the you have previously imported leave balances for this category, you can't delete it. The trash bin icon will be greyed out and will show you a message:

Configuring Leave

The next step is to configure existing default Leave Types or create new ones.

To edit existing default Leave Types, click on the name. In this example, we'll use Annual Leave. You can keep the name as Annual Leave, if your business refers to it as Holiday Pay you can type this instead:

In the Export name, select the relevant name from your Payroll system. For Live systems (such as Xero and MYOB ARL), you can click the drop-down to select the name. For other systems, type the name exactly as it is spelled in your Payroll system for it to match up.

If you pay Leave Loading and use MYOB, you'll see a second export name field visible, this is where you'll select or enter the name from your Payroll system for this:

Next down, you'll see the Award Template that this Leave applies to. In most scenarios, this can be left to apply to All Staff. You would set this as Award specific if you have Award specific Pay Items/Categories for Leave in your Payroll system.

Next, set when you want the Leave to apply, for the majority of Leave this will be any day, but you can also only apply Weekdays if you don't have Leave on Weekends:

If you have a business that counts weekends as Paid Leave, you'll need to ensure this is enabled in your Settings. You can check this in Settings > General Settings > Time Off tab and tick Cost leave requests on weekends:

Next, set who the Leave should apply to. If you keep this as All Staff, everyone will be able to see the leave type. Even though Casuals should know they can't apply for paid leave, it's best practice to set the Leave Type to only apply to say, Salaried, Full Time and Part Time, so Casuals can't see it. Click on Categorised Staff and then you'll see all your Award tags available:

Finally, set the Pay rate multiplier. This will be set to 1 or 1.175 if you have Leave Loading:

To configure Leave to not export to your Payroll software, as in the case of Unpaid Leave, select the Do Not Export option, otherwise leave unticked.

Automatically approve leave

If you have certain types of leave that you want to be notified about but don't want to have to approve / decline you can set them to automatically approve. Ticking the automatically approve flag on leave types means:

  • Employees won’t know that this type of leave is automatically approved, 10 minutes after submitting their leave they will receive an email letting them know it has been approved, this process should appear no different to the leave types that do require approval
  • Managers will receive an email with the details of the leave request however there is nothing for them to action, the email will highlight that this is an automatically approved leave request

Prevent negative leave

Enabling this setting on a leave type will prevent employees from submitting leave that would put their leave balance into negative hours (for that leave type). Each leave type has to be configured separately.

Managers and admins will be able to override this for employees by submitting on behalf of them, but the warning message will still appear. Managers and Admins can't submit negative leave requests for themselves.

Click Update at the bottom to save any changes.

You can repeat this process for any other Leave types that you want to use in Tanda or click on + New leave type in the top right corner.

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Payroll Configuration: Public Holidays:

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You'll need to apply settings to a couple of areas in Tanda to let us know how you handle Public Holidays, including when your holidays occur for your location and if you have staff that are paid for not working.

Set your Location

Go to Settings > General Settings > Public Holidays region section:

Select your Public Holiday Region, for example Country or State. This is your account wide default settings so if you have Locations that are different, you can set this in the Teams section.

You can also add in days that aren't included in the standard for that region, by adding dates to the right. For example in Brisbane, this would be our Show Holiday day.

Click Update Settings at the bottom to save.

Set your Default Leave Length

Still in General Settings, go over to the Time Off tab. Under the Leave heading, the Default leave request length (hours) should be populated with what your business considers a standard day. Most organisations have this as 7.6, however if yours is different, change the amount in the field and update.

The reason we set this for Public Holidays is that if you pay staff for not working on Public Holidays, in Tanda this is configured through Leave Types, so you'll need to let the system know how many hours to automatically apply this for, which is based on your standard day.

Just click Update Settings at the bottom if you made any changes.

Set Public Holiday (Paid/Not Worked)

For Full Time and Part Time staff who aren't working on a Public Holiday but need to be paid a normal day's pay, you can set this in Tanda in Leave Types. Even though it's not considered Leave, this is configured here in Tanda so we can apply it applied to a Timesheet (as staff won't use the Time Clock for this).

Go to Compliance > Customise your setup > Time Off Types:

Ideally, you’ll want to create two types setup:

  1. Full Time: Public Holiday (Paid/Not Worked), which can be automatically applied.
  2. Part Time: Public Holiday (Paid/Not Worked), which will need to be manually applied to relevant Timesheets as the system doesn’t know which day and how many hours Part Time staff are contracted to work on a Public Holiday.

Alternatively you can leave it as one leave type and have it as a manual process, which would be set up in the same way as Part Time: Public Holiday (Paid/Not Worked).

Create Full Time Public Holiday (Paid/Not Worked) automated:

If you already have a default Public Holiday leave type created, click on the name to edit it (otherwise click + New leave type in the top right corner).

  • Name: add Full Time to the front of the name so you can distinguish between the Part Time rule you’ll create next. It should read as Full Time: Public Holiday (Paid/Not Worked).
  • Export names: if you just want Public Holiday hours to go to normal hours in your Payroll Software you would select Base Hourly/Ordinary Hours or if you are using a Tanda Managed Award the Base Hourly version of this, which might look like – Hospitality Base Hourly. Alternatively you can set a specific Pay Items called Public Holiday which pays 1x rate and export to this.
  • Award template: leave as All staff if you only have one Award on your account otherwise specify which Award it applies to. You will then need to create a copy of this rule to apply to your other Award.
  • Applies on: Public Holidays (make sure in Settings in Tanda you have selected your Public Holiday region and added any additional Public Holidays):

Next, under Applies to: select Categorised (Tagged) Staff and tick Full Time.

Finally, scroll down to Pay Rates and put the Multiplier as 1, as you want to pay staff at their normal pay rate:

Click Update at the bottom to save.

Full Time staff who haven’t clocked in by 11pm on a Public Holiday will now have this leave type automatically applied to their timesheet. You can check out more information on how this applies on Timesheets with the following article.

Create Part Time: Public Holiday (Paid/Not Worked):

Back in the Leave Types screen, click + New leave type:

  • Name: Part Time: Public Holiday (Paid/Not Worked)
  • Export names: if you just want Public Holiday hours to go to normal hours in your Payroll Software you would select Base Hourly/Ordinary Hours or if you are using a Tanda Managed Award the Base Hourly version of this, which might look like – Hospitality Base Hourly. You can also set it to go to another Pay Item called Public Holiday if you have this setup.
  • Award template: leave as All staff if you only have one Award on your account otherwise specify which Award it applies to. You will then need to create a copy of this rule to apply to your other Award.
  • Applies on: Public Holidays (make sure in Settings in Tanda you have configured your Public Holiday days). Don't tick Automatically apply this leave unless you want it to apply to all Part Time staff for the default leave length set in your settings.

Next, under Applies to: select Categorised (Tagged) Staff and tick Part Time.

Next, scroll down to Pay Rates and put the Multiplier as 1, as you want to pay staff at their ordinary hourly rate:

Click Create at the bottom to save.

Just remember, for Part Time staff, if a Public Holiday falls on a day when they would normally work, you just need to apply this Leave type to their shift. Have a read of the following article on how to apply it on the Timesheet.

Public Holidays Worked

If staff work on a Public Holiday, as part of Tanda’s Managed Award Template, penalty rates will automatically be applied as long as they they clock-in on the day. If you have custom rules in your account and you can't see penalty rates applying, please contact Tanda Support on the details at the bottom.

Staff working require leave on Public Holiday

This is quite an uncommon occurrence but if an employee (Full/Part Time) is working on a Public Holiday and then needs to take paid leave (i.e they go home sick), you'll need to setup a different Leave Type for this to apply. This is because the system ignores Leave on Public Holidays unless it is ticked to apply on a Public Holiday.

To create this, as before under Payroll > Leave Types > Create Leave Type:

  • Name: Personal/Carer's Leave (Public Holiday)
  • Export names: set to where your existing leave goes to in your payroll system
  • Applies on: Public Holidays (make sure in Settings in Tanda you have configured your Public Holiday days). Don't tick automated as it should only apply if staff apply for it:

Staff can then apply for this or you can apply the Leave in Tanda and it will apply and export Leave on a Public Holiday.

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