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Have employees mutually agree to variations to their regular hours of work
Have employees mutually agree to variations to their regular hours of work

Manage permanent part time compliance and shift acceptance for variations to regular hours of work.

Updated over a week ago

This article is relevant if your modern award requires you to pay permanent part-time employees for working beyond their regular hours of work.

In this article

Why use this feature?

Some Modern Awards require employees to have an agreed pattern of work that includes the days and times of shifts.

When employees work hours that differ from this agreed pattern of work, these awards require either overtime to be paid, or for an agreement between the employer and employee to temporarily vary the agreed pattern of work.

How it works

When both the Shift Acknowledgement and Shift Acceptance features are enabled in Tanda, Part Time employees are automatically asked to accept or decline rostered shifts that are different to their Regular Hours of Work.

If the employee accepts the variation...

If the employee declines the variation...

The rostered shift times become the employees regular hours of work for the shift

The employees original regular hours of work continue to apply

The rostered shift remains unchanged

The rostered shift automatically changes to the employees regular hours of work

Overtime calculates based on the agreed varied times

Overtime calculates based on the original regular hours of work

Part Time employees accept or decline variations in the Shifts section on the Tanda Mobile App.

If the employee hasn't accepted or declined the variation by the time they clock in for their shift, a Shift Question can be used to record their response when they clock in to commence their shift.

Enabling Shift Acknowledgement and Shift Acceptance

To enable the ability to capture agreement from the employees when their rostered shift differs from their regular hours of work, both the Shift Acknowledgement and Shift Acceptance features need to be enabled.

Step 1: Turn on Shift Acknowledgement


To turn on Shift Acknowledgement, navigate to Settings > All Settings > Rosters. Turn on Shift Acknowledgement as shown below.

Step 2: Activate the Shift Acceptance feature for your relevant Modern Award

1. Navigate to Time & Attendance > Compliance

2. Click Manage next to your Modern Award template

3. Scroll to find Configure PPT Settings and click Edit

4. Toggle Shift Acceptance to ON

5. In the Applies to section, select your Part Time tag (or tags if you have multiple different types of Part Time tags)

Configure employees regular hours of work

An employee's regular hours of work is configured on each employees profile in Tanda. For more information on how to configure the Regular Hours of work, see Configure employee contract hours.

Rostering employees with regular hours of work

Rosters can be automatically created for employees with regular hours of work.

If the employee is under rostered the missing agreed hours will appear in red on the roster. Managers will also be able to view what that employee's regular hours are and if there are any variations:


Where no shift is published on a day an employee has regular hours of work, an empty shift is created for the employee to accept or decline:


Overtime for working beyond regular hours of work

If your award requires staff to be paid at a higher rate for working beyond their regular hours of work, you may notice overtime applying to hours worked in these circumstances.

Some of the Tanda Managed Templates that have overtime conditions for working outside the regular hours of work are:

An example of when an employee works beyond their regular hours in a managed template can be seen below:

Rostered Variation to Regular Hours of Work

If the variation to the regular hours of work is rostered, and the employee accepts the changes via email or in app, regular hours will be updated for the day and overtime for working outside of the regular hours will no longer be applied.

Unrostered Variations to Regular Hours of Work

Shift questions can also be used to ask employees when they clock out if they accept any hours worked beyond their regular hours.

This question can be set so that a 'Yes' response applies a shift tag to the worked shift. Depending on your specific award, this tag may override the outside of regular hours of work overtime conditions.

To set up this question navigate to Settings > Shift Questions > configure the question to apply:

1. Configure the question

For

Time Clock and Mobile App

When

Clock Out

Only If

Later Than Scheduled

With any tag

Part Time*

*This can include any applicable part time employment types within you custom build or Managed Template, e.g. 'Part Time', 'Part Time Shiftworker'.

Lenience (mins)

How many minutes after the rostered end time you would like the question asked.

Ask

The question to be asked to seek an agreement to the variation to the regular hours of work.

Then

Set a shift tag

Required

Tick this box

Please the below example of a configured question:

2. Add answer options

To set up the answer section of the shift question you will need two, one for a Yes response and one for a No response.

Please see the below example of the configured question using the tags available in the managed templates:

Note: Check which tag is applicable to your specific Award Template. See the above list of Tanda Managed Templates that have outside regular hours of work overtime conditions and corresponding 'Accepted Shift Variation' tags.

You may need to create the 'Declined Shift Variation' tag depending on the Managed Template you have enabled. To do this navigate to Compliance > Classification Tags and click Manage > scroll to the bottom of the page and in the Create a new award tag field enter Declined Shift Variation and press the green + to save:

Then the tag can be associated to the No answer in the shift question.

Now, when this question is asked and the employee responds Yes, any overtime that is applying on that day due to the employee working outside their agreed regular hours of work will be paid at ordinary hours rates:

Before the application of the shift tag:

After the application of the shift tag:

If the employee responds No the overtime will continue to apply in timesheet.

Both the Yes and No responses will be recorded as a timesheet comment as well as the tag being added to the shift as shown above.

Reporting on Shift Acceptance

To view the shift acceptance statuses for your current roster period:

  • Navigate to Rosters and select the current roster period

  • Click on Tools on the left hand side

  • Click on Shift Acceptance

To view on the employee profile:

  • Navigate to Workforce > Staff

  • Click on an employee's name to take you to their profile

  • Click on Rosters on the left hand side menu:

Managers will receive an email once a day each morning for each location they manage about what shifts have been accepted or not accepted.

Downloading rosters to CSV to report on acceptance status

Navigate to Rosters > Tools

Export to > Export to Excel:

Once downloaded, each shift will be marked with one of the following statuses:

Marked As:

Meaning:

Accepted

The employee accepted the variation

Declined

The employee declined the variation

Matches Regular Hours

The shift already matched the regular hours of work (the employee was not asked to accept or decline)

Unpublished

The shift has not been published before.

Not Actionable

Shift needs acceptance, has been published and scheduled start is before the scheduled last published date.

Pending Acceptance

The shift requires acceptance, has been published and schedule start is after the last published date.

Did Not Action

The schedule requires acceptance, has been published and the scheduled start is before the current time (now).

Not Required

The shift doesn't require acceptance.

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