The purpose of this guide is to provide a summary of the main award clauses contained in the General Retail Industry Award (GRIA), and their application in Tanda.

Using this guide:

  • The highlighted text beginning with the '📜' icon shows the relevant clause in the Award.

  • A description of how Tanda assists to meet the requirements of the award is detailed beneath each clause.

  • This guide details the most common sections of the Award. To view the full Award, refer to the General Retail Industry Award 2020 on the Fair Work Ombudsman website.

  • This guide was last reviewed on Thursday 16 March 2023.

This guide will cover the below aspects of the General Retail Industry Award Managed Template:

Classifications

This section of the guide will take you through the options available for configuring employees under GRIA.

Enabling the Award Template

To utilise the GRIA Managed Template in your account you will first need to enable the Managed Template in your account. To do this go to Compliance > Award Template > Apply Template:

Select the relevant payroll system > Scroll down the page to Apply an Award then click Enable on 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 or via the below outlined process.

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

Classification of Staff

To pay an employee under a Managed Template you will need to configure their employee profile with both an Employment Type and a Classification/ Level.

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'.

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

To add an employee’s Employment Type and Classification/ Level, go to Workforce > Staff > (Employee Name) > Payroll > Under Industry Award select the Award applicable to the employee, as below:

Under the GRIA Managed Template the available Employment Types are:

Day Workers

  • Full Time

  • Full Time (10 Hours Agreed)

  • Part Time

  • Part Time (10 Hours Agreed)

  • Casual

  • Casual (10 Hours Agreed)

  • Casual - High School Student

  • Casual - High School Student (10 Hours Agreed)

  • Apprentice

  • Apprentice (10 Hours Agreed)

Shiftworkers (General)

  • Full Time Shiftworker

  • Full Time Shiftworker (10 Hours Agreed)

  • Part Time Shiftworker

  • Part Time Shiftworker (10 Hours Agreed)

  • Casual Shiftworker

  • Casual Shiftworker (10 Hours Agreed)

  • Casual Shiftworker - High School Student

  • Casual Shiftworker - High School Student (10 Hours Agreed)

  • Apprentice Shiftworker

  • Apprentice Shiftworker (10 Hours Agreed)

Baking Production Shiftworkers

  • Full Time Shiftworker - Baker

  • Full Time Shiftworker - Baker (10 Hours Agreed)

  • Part Time Shiftworker - Baker

  • Part Time Shiftworker - Baker (10 Hours Agreed)

  • Casual Shiftworker - Baker

  • Casual Shiftworker - Baker (10 Hours Agreed)

  • Apprentice Shiftworker - Baker

  • Apprentice Shiftworker - Baker (10 Hours Agreed)

For more information on how the '(10 Hours Agreed)' employment types diverge from the general employment types please see the Break Between Shifts Penalty section of this guide.

For more information on the purpose of the 'High School Student' employment types please see Casual - High School Student section of this guide.

The available Classifications/ Levels are:

General:

  • Level 1

  • Level 2

  • Level 3

  • Level 4

  • Level 5

  • Level 6

  • Level 7

  • Level 8

Please see the below example of an adult employee configured to be a Casual paid at the Level 4 base rate:

For further information on configuring salaried staff specifically please see the Salaried Staff article.

Apprentices:

Each time an apprentice progresses into the next stage of their career you will need to update their employment tag within their profile in Tanda.

This is because Tanda does not automatically increase wages based on qualification completion. This information is external from Tanda.

Please see the below list of the different apprentice classifications available in the GRIA Managed Template:

Apprentice - 4 year apprenticeship - Started before 1 Jan 2014:

  • Four Year Before 2014 First Year

  • Four Year Before 2014 Second Year

  • Four Year Before 2014 Third Year

  • Four Year Before 2014 Fourth Year

Apprentice - 4 year apprenticeship - Started after 1 Jan 2014 - Did not complete year 12:

  • Four Year Post 2014 Year 12 Incomplete First Year

  • Four Year Post 2014 Year 12 Incomplete Second Year

  • Four Year Post 2014 Year 12 Incomplete Third Year

  • Four Year Post 2014 Year 12 Incomplete Fourth Year

Apprentice - 4 year apprenticeship - Started after 1 Jan 2014 - Completed year 12:

  • Four Year Post 2014 Year 12 Complete First Year

  • Four Year Post 2014 Year 12 Complete Second Year

  • Four Year Post 2014 Year 12 Complete Third Year

  • Four Year Post 2014 Year 12 Complete Fourth Year

Apprentice - 3 year apprenticeship - Started before 1 Jan 2014:

  • Three Year Before 2014 First Year

  • Three Year Before 2014 Second Year

  • Three Year Before 2014 Third Year

Apprentice - 3 year apprenticeship - Started after 1 Jan 2014 - Did not complete year 12:

  • Three Year Post 2014 Year 12 Incomplete First Year

  • Three Year Post 2014 Year 12 Incomplete Second Year

  • Three Year Post 2014 Year 12 Incomplete Third Year

Apprentice - 3 year apprenticeship - Started after 1 Jan 2014 - Completed year 12:

  • Three Year Post 2014 Year 12 Complete First Year

  • Three Year Post 2014 Year 12 Complete Second Year

  • Three Year Post 2014 Year 12 Complete Third Year

Adult apprentice - 4 year apprenticeship - Started before 1 Jan 2014:

  • Adult Apprentice Before 2014 Four Year First Year

  • Adult Apprentice Before 2014 Four Year Second Year

  • Adult Apprentice Before 2014 Four Year Third Year

  • Adult Apprentice Before 2014 Four Year Fourth Year

Adult apprentice - 4 year apprenticeship - Started after 1 Jan 2014:

  • Adult Apprentice Four Year First Year

  • Adult Apprentice Four Year Second Year

  • Adult Apprentice Four Year Third Year

  • Adult Apprentice Four Year Fourth Year

Adult apprentice - 3 year apprenticeship - Started before 1 Jan 2014:

  • Adult Apprentice Before 2014 Three Year First Year

  • Adult Apprentice Before 2014 Three Year Second Year

  • Adult Apprentice Before 2014 Three Year Third Year

Adult apprentice - 3 year apprenticeship - Started after 1 Jan 2014:

  • Adult Apprentice Three Year First Year

  • Adult Apprentice Three Year Second Year

  • Adult Apprentice Three Year Third Year

The above Classifications/ Levels tags are configured to be per the rounding detailed in the Fair Work Ombudsman Pay Guide for the General Retail Industry Award 2020.

These base rates are increased in line with the Pay Guide annually and the new rates will always take effect from the date set down by the Fair Work Commission.

Trainees

The majority of trainee base rates are inferred from Schedule E in the Miscellaneous Award. Trainees then generally get their other entitlements such as penalty rates, overtime and allowances from the modern award that covers them.

📜 17.7 National training wage

(a) Schedule E to the Miscellaneous Award 2020 sets out minimum wage rates and conditions for employees undertaking traineeships.

The Miscellaneous Award is available as a Tanda Managed Template. It encompasses the trainee rates as outlined within the Award and can be added to the award application section of your Tanda account.

Alternatively, you can add a custom hourly rate to the employee profile of the trainee and keep them classified under the GRIA Manage Template if this better suits the conditions of their employment.

Junior employees

📜 13. Junior employees

13.1 An employer may engage junior employees.

13.2 An employer must pay a junior employee in accordance with Table 5—Junior rates (retail employee levels 1,2 and 3 only).

Junior rates prescribed in Table 5 apply automatically based on the date of birth on the employee profile.

When a junior employee has a birthday resulting in a change to their hourly rate, the rate in Tanda will automatically update at the beginning of the first full pay period following the birthday.

If a junior employee is classified as a Level 4 or higher they will be paid at adult rates.

Part Time Employee Configuration

Under GRIA part time employees are to have an agreed regular pattern of work in place upon engagement per clause 10.5. This agreed regular pattern of work can be configured and managed in Tanda. Please see below for further details.

📜 10.5 At the time of engaging a part-time employee, the employer must agree in writing with the employee on a regular pattern of work that must include all of the following:

(a) the number of hours to be worked on each particular day of the week (the guaranteed hours); and

(b) the times at which the employee will start and finish work each particular day; and

(c) when meal breaks may be taken and their duration.

Regular Pattern of Work

To record a Part Time employee's regular pattern of work in Tanda navigate to Workforce > Staff > (Employee Name) > Payroll > Regular Hours > Click 'Edit regular hours' button:

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

Working hours and teams:

Meal breaks:

In addition to the above, if you enter the total contracted hours into the Minimum Base Hours field you can then receive flags in the roster warning when an employee has not been rostered for their total contracted hours:

Minimum Base Hours field:

Roster warning:

Once all relevant contracted hours have been entered select 'Save' and then on the following page select 'Update Employee Details'.

If a Part Time employee then works outside the regular hours of work overtime rates will automatically apply in the employee's timesheet per clause 10.8:

📜 10.8 For any time worked in excess of their guaranteed hours agreed under clause 10.5 or as varied under clause 10.6 or clause 10.11, the part-time employee must be paid at the overtime rates...

For example, please see the below employee with a regular pattern of work totalling 21.5 hours per week:

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

Variation to the Regular Pattern of Work

📜 10.6 Changes to regular pattern of work by agreement

The employer and the employee may agree to vary the regular pattern of work agreed under clause 10.5 on a temporary or ongoing basis, with effect from a future date or time. Any such agreement must be recorded in writing:

(a) if the agreement is to vary the employee’s regular pattern of work for a particular rostered shift –before the end of the affected shift; and

(b) otherwise –before the variation takes effect.

A variation to a part time employee's regular pattern of work under Clause 10.6 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:

  • On the Tanda mobile app if the variation is known prior to the shift commencing; OR

  • On the employee time clock app when the variation is not yet agreed to prior to commencing the shift.

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 GRIA 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 employee 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.

Record Keeping

📜 10.7 The employer must keep a copy of any agreement under clause 10.5, and any variation of it under clause 10.6 or 10.11, and, if requested by the employee, give another copy to the employee.

The record of the agreement is visible in Tanda against the employee profile and on timesheets:

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

Casual Loading

📜 11.1 An employer must pay a casual employee for each hour worked a loading of 25% on top of the minimum hourly rate otherwise applicable under clause 17—Minimum rates.

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 below image:

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.

Casual Conversion

Australia's National Employment Standards provide casual employees with a pathway to become a permanent employee. This pathway is known as ‘casual conversion’.

Casual conversion is referenced under GRIA:

📜 11.5 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.

Paying Higher Base Rates

If employees are paid a base rate higher than the award rate, enter the employee's base rate in the highlighted field below. This will override the rate from the Managed Template, and penalty rates and overtime will be calculated from this new rate.

Please see the below example:

For further information please see the Pay Above Template article.

Age Classifications

When setting up the employee’s profile please ensure their date of birth has correctly been entered. Tanda will automatically pull this age and apply the correct rate.

For example, if an employee is 16 years of age Tanda will automatically apply the correct rate for the classification. Please see the below:

When a Junior employee has a birthday resulting in a change to their hourly rate, the rate in Tanda will automatically update on the birth date.

For further information on setting up your employees in Tanda please see the article Assign Payroll Classifications to Staff.

Higher Duties

Under GRIA employer is required to pay an employee who performs duties of a higher classification at the higher classification rate.

If the employee performs higher duties for more than two hours they are entitled to be paid the higher classification for the entire day and if less than two hours they are entitled to be paid the higher classification for the hours worked.

📜 17.5 Higher duties

(a) An employer must pay an employee who performs for more than 2 hours on any particular day or shift duties of a classification higher than the employee’s ordinary classification, the minimum hourly rate specified in column 3 of Table 4—Minimum rates for that higher classification for the whole of that day or shift.

(b) An employer must pay an employee who performs for 2 hours or less on any particular day or shift duties of a classification higher than the employee’s ordinary classification, the minimum hourly rate specified in column 3 of Table 4—Minimum rates for that higher classification for the time during which those duties were performed.

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

  1. Automatically based on the team that a shift is worked in. This is achieved using associated tags; OR

  2. Manually by allocating the higher duties tag on the timesheet.

To learn how to set up higher duties for the Hospitality Award please see Automatically Pay Employees a Higher Rate When Working in Another Team.

Breaks

Under GRIA an employee is entitled to unpaid meal breaks and paid rest breaks per the below:

📜 16.4 In rostering rest and meal breaks, the employer must seek to ensure that the employee has meaningful breaks during work hours.

📜 16.5 An employer cannot require an employee:

(a) to take a rest break or meal break within the first or the last hour of work; or

(b) to take a rest break combined with a meal break; or

(c) to work more than 5 hours without taking a meal break

When you enable the GRIA Managed Template you will also enable the GRIA break template. The break template will populate breaks for any staff under this Managed Template.

The GRIA break template can be viewed via Settings > Break Settings:

Using the break template will assist in automating the rostering of breaks and will help to ensure the employee has "has meaningful breaks during work hours".

Proactive alerts can also be set up to be sent to managers during the shift regarding the taking of breaks. These alerts are known as 'Key Alerts'. To see 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 Tanda Help Centre.

Timesheets

Once an employee has clocked time in Tanda this clocked time will convert to a timesheet.

The time clocked will be interpreted by Tanda based on the employee Employment Type and Classification/ Level.

General Information

An example of interpreted time in a timesheet can be seen below. The employee has been configured as Full Time paid at a Level 5 rate. The employee has only worked ordinary hours during the period:

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

Penalty Rates and Overtime

Penalty rates and overtime will also populate in the timesheet based on the configuration of the employee in Tanda.

An example of this is a Full Time day worker working after 6.00pm on a weekday.

They will be paid at a multiplier of 1.25x for all ordinary hours worked after 6.00pm:

More examples of penalties and overtime conditions under the Fitness Industry Managed Template are detailed below.

Penalty Periods

Day workers and shiftworkers are entitled to different penalties under GRIA.

The penalties automated in Tanda are outlined below.

Day Workers

Weeknights, Weekends and Public Holidays:

📜 22. Penalty rates

22.1 An employer must pay an employee as follows for hours worked by the employee during a period, or on a day, specified in column 1 of Table 11—Penalty rates:

(a) for a full-time or part-time employee, at the percentage specified in column 2 of that Table of the minimum hourly rate of the employee under Table 4—Minimum rates; or

(b) for a casual employee, at the percentage specified in column 3 of that Table of the minimum hourly rate of the employee under Table 4—Minimum rates.

Table 11—Penalty rates

Monday to Friday After 6.00pm

Saturday

Sunday

Public Holidays

Full Time & Part Time

125%

125%

150%

225%

Casual (Inclusive of the 25% loading)

150%

150%

175%

250%

Tanda will automatically apply the weeknight, weekend and public holiday penalties to the timesheet when they are applicable.

For example, please see the Saturday ordinary hours penalty rate applying for a Full Time employee below:

Shiftworkers

Under GRIA there are two different shiftwork periods identified. One is general shiftwork and the other is for baking production.

These two shiftwork conditions have been separated into two separate streams of employment in the GRIA Managed Template.

The application of the two different shiftwork periods is outlined below.

General Shiftworkers

📜 24. What is shiftwork

24.1 For an employee (other than a baking production employee) shiftwork means a shift starting at or after 6.00 pm on one day and before 5.00 am on the following day.

If a shift is commenced in the above outlined period of between 6.00pm and 5.00am the below shift penalties will apply:

Weekday Shift Penalty

Saturday Shift Penalty

Sunday Shift Penalty

Full Time & Part Time

130%

150%

175%

Casual (Inclusive of the 25% loading)

155%

175%

200%

For the above penalties to apply automatically in Tanda an employee will need to be classified as one of the Employment Types outlined here under the category Shiftworker (General).

Baking Production Shiftworkers

📜 24.2 For a baking production employee shiftwork means a shift starting at or after midnight and before 6.00 am.

📜 25.2 Baking production employees—early morning shift rates

(a) A baking production employee who begins a shift at or after 2.00 am and before 6.00 am is entitled to an early morning shift rate of 112.5% of the minimum hourly rate for full-time and part-time employees and 137.5% of the minimum hourly rate for casual employees, inclusive of the casual loading.

(b) A baking production employee who begins a shift at or after midnight and before 2.00 am is entitled to a night shift rate of 130% of the minimum hourly rate for full-time and part-time employees and 155% of the minimum hourly rate for casual employees, inclusive of the casual loading.

If a shift is commenced in the early morning shift penalty period (between 2.00am and 6.00am) or the night shift penalty period (between 12.00am and 2.00am) the below shift penalties will apply:

Early Morning Shift Penalty

Night Shift Penalty

Saturday Shift Penalty

Sunday Shift Penalty

Full Time & Part Time

112.5%

130%

150%

175%

Casual (Inclusive of the 25% loading)

137.5%

155%

175%

200%

For the above penalties to apply automatically in Tanda an employee will need to be classified as one of the Employment Types outlined here under the category Baking Production Shiftworkers.

Break Between Shifts Penalty

Clause 16.6 of GRIA outlines a penalty that must be paid if an employee does not receive the required break between shifts:

📜 16.6 Breaks between work periods

(a) An employee must have a minimum break of 12 hours between when the employee finishes work on one day and starts work on the next.

(b) If an employee starts work again without having had 12 hours off work, the employer must pay the employee at the rate of 200% of the rate they would be entitled to until the employee has a break of 12 consecutive hours.

(c) The employee must not suffer any loss of pay for ordinary hours not worked during the period of a break required by clause 16.6.

(d) The employer and an individual employee or a group of employees may agree that clause 16.6 is to have effect as if it provided for a minimum break of 10 hours.

This 12 hour break outlined under clause 16.6(a) is automated via the below employment classifications in the GRIA Managed Template:

Day Workers

Shiftworkers (General)

Shiftworkers (Baking Production)

  • Apprentice

  • Full Time

  • Part Time

  • Casual

  • Casual - High School Student

  • Apprentice Shiftworker

  • Full Time Shiftworker

  • Part Time Shiftworker

  • Casual Shiftworker

  • Casual Shiftworker - High School Student

  • Apprentice Shiftworker - Baker

  • Full Time Shiftworker - Baker

  • Part Time Shiftworker - Baker

  • Casual Shiftworker - Baker

For example, if an employee is classified as Full Time, the penalty will apply in the below scenario as the required break is 12 hours:

The 10 hour break as outlined under clause 16.6(d) has also been automated:

📜 (d) The employer and an individual employee or a group of employees may agree that clause 16.6 is to have effect as if it provided for a minimum break of 10 hours.

The employment classifications that are available to automate this clause are:

Day Workers

Shiftworkers (General)

Shiftworkers (Baking Production)

  • Apprentice (10 Hours Agreed)

  • Full Time (10 Hours Agreed)

  • Part Time (10 Hours Agreed)

  • Casual (10 Hours Agreed)

  • Casual - High School Student (10 Hours Agreed)

  • Apprentice Shiftworker (10 Hours Agreed)

  • Full Time Shiftworker (10 Hours Agreed)

  • Part Time Shiftworker (10 Hours Agreed)

  • Casual Shiftworker (10 Hours Agreed)

  • Casual Shiftworker - High School Student (10 Hours Agreed)

  • Apprentice Shiftworker - Baker (10 Hours Agreed)

  • Full Time Shiftworker - Baker (10 Hours Agreed)

  • Part Time Shiftworker - Baker (10 Hours Agreed)

  • Casual Shiftworker - Baker (10 Hours Agreed)

If an employee is set up with one of the above employment classifications in Tanda, when they do not receive a 10 hour break between shifts the employee will now automatically receive the penalty.

For example, this employee is classified as Full Time (10 Hours Agreed) and as only a 9 hour gap was received the shift gap penalty applies:

However, if the employee receives the required break of 10 hours no penalty applies:

The agreement to reduce the shift gap to 10 hours on an ad hoc basis can be managed via a shift tag. Please see the Award Template Tags section of this guide for more information.

This 200% penalty is paid in addition to any applicable penalty rates, overtime or casual loading. This makes this penalty a stackable penalty.

For example, if an employee starts work the next morning without the required 12 hour break between shifts and this shift commences outside the span of ordinary hours, the break between shifts penalty will be paid in conjunction with overtime for working outside the span:

Overtime Conditions

Overtime under GRIA is calculated on a daily basis as outlined by clause 21.2(d) and will reset daily in Tanda:

📜 21. Overtime

...

(d) Overtime is calculated on a daily basis.

The overtime rates applicable under this Award are outlined under clause 21.2(e):

📜 (e) Overtime rate

An employer must pay an employee for overtime worked in accordance with clause 21.2 at the following rates:

📜 Table 10 — Overtime rate

For Overtime Worked On:

Full Time & Part Time

Casuals

(Including 25% casual loading)

Monday to Saturday -

First 3 Hours

150%

175%

Monday to Saturday - After 3 Hours

200%

225%

Sunday

200%

225%

Public holiday

250%

275%

The above overtime rates will automatically apply in Tanda when applicable. For the overtime conditions applicable to each employment type please see below.

Automated Overtime

Full Time Employees

📜 21.2 Payment of overtime

(a) An employer must pay a full-time employee for hours worked in excess of the ordinary hours of work or outside the span of hours (excluding shiftwork) or outside the roster conditions prescribed in clause 15Ordinary hours of work at the overtime rate specified in column 2 of Table 10—Overtime rates.

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

  • Outside the span of ordinary hours (clause 15.1)

    • See the Ordinary Hours section of this article for details on how to amend the span to reflect the hours in clause 15.2).

  • 9+ hours worked in a day (clause 15.4)

  • Over fixed hours for the period (clause 15.6(g))

    • For example, over 38 hours in a week. For further details on how to set up the overtime averaging period in your account please see Overtime Averaging.

  • Working ordinary hours on 6 days in one week and more than 4 days in the next week (clause 15.7(b) & (c))

  • Not receiving 2 consecutive days off a week or 3 consecutive days off per fortnight (clause 15.7(d)(i))

    • For agreements under clause 15.7(d)(ii) please see the Consecutive Days Off IFA section of this guide for more information.

  • Working more than 6 consecutive days (clause 15.7(e))

The below overtime conditions have a manual application in Tanda:

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

Part Time Employees

Part time employees are subject to the same overtime conditions as full time employees as outlined under clause 10.3 and additionally, they are to be paid overtime for working in excess of their guaranteed hours as outlined under clauses 10.8 and 21.2(b):

📜 10.3 This award applies to a part-time employee in the same way that it applies to a full-time employee except as otherwise expressly provided by this award.

📜 10.8 For any time worked in excess of their guaranteed hours agreed under clause 10.5 or as varied under clause 10.6 or clause 10.11,the part-time employee must be paid at the overtime rate specified in Table 10—Overtime rates.

📜 21.2 Payment of overtime

(b) An employer must pay a part-time employee for hours worked in excess of their guaranteed hours as agreed in clause 10.5 or as varied under clause 10.6 or clause 10.11 at the overtime rate specified in column 2 of Table 10—Overtime rates.

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

  • In excess of guaranteed hours (clauses 10.8 & 21.2(b))

    • For details on how to manage a Part Time employee's guaranteed hours and recording variations to these hours please see here.

  • Outside the span of ordinary hours (clause 15.1)

    • See the Ordinary Hours section of this article for details on how to amend the span to reflect the hours in clause 15.2).

  • 9+ hours worked in a day (clause 15.4)

  • Over fixed hours for the period (clause 15.6(g))

    • For example, over 38 hours in a week. For further details on how to set up the overtime averaging period in your account please see Overtime Averaging.

  • Working ordinary hours on 6 days in one week and more than 4 days in the next week (clause 15.7(b) & (c))

  • Not receiving 2 consecutive days off a week or 3 consecutive days off per fortnight (clause 15.7(d)(i))

    • For agreements under clause 15.7(d)(ii) please see the Consecutive Days Off IFA section of this guide for more information.

  • Working more than 6 consecutive days (clause 15.7(e))

The below overtime conditions have a manual application in Tanda:

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

Casual Employees

📜 21.2 Payment of overtime

(c) An employer must pay a casual employee at the overtime rate specified in column 3 of Table 10—Overtime rates (inclusive of the casual loading) for hours worked by the casual employee:

(i) in excess of 38 ordinary hours per week or, if the casual employee works in accordance with a roster, in excess of 38 ordinary hours per week averaged over the course of the roster cycle; or

(ii) outside the span of ordinary hours for each day specified in clause 15.1 (Ordinary hours of work), subject to clause 15.2 ; or

(iii) in excess of 11 hours on one day of the week and in excess of 9 hours on any other day of the week

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

  • Over fixed hours for the period

    • For example, over 38 hours in a week. For further details on how to set up the overtime averaging period in your account please see Overtime Averaging.

  • Outside the span of ordinary hours (clause 15.1)

    • See the Ordinary Hours section of this article for details on how to amend the span to reflect the hours in clause 15.2).

  • 9+ hours worked in a day (clause 15.4)

The below overtime condition has a manual application in Tanda:

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

Managing the Ordinary Hours Span

📜 15.1 Ordinary hours may be worked by an employee on the day specified in column 1 during the span of ordinary hours specified in column 2 of Table 2—Span of hours.

📜 Table 2 — Span of hours

Column 1

Days

Column 2

Span of hours

Monday to Friday

7.00 am –9.00 pm

Saturday

7.00 am –6.00 pm

Sunday

9.00 am –6.00 pm

📜 15.2 However, ordinary hours may be worked:

(a) from 5:00 am in a newsagency; or

(b) until midnight in a video shop; or

(c) until 11.00 pm if the trading hours of the establishment extend beyond 9.00 pm on a Monday to Friday or 6.00 pm on a Saturday or Sunday.

The default business hours for the GRIA Managed Template are those outlined under Table 2 - Span of Hours.

To modify the ordinary business hours to reflect clause 15.2 or an IFA, navigate to Compliance > Award Templates > next to General Retail Industry Award click Manage > Ordinary Business Hours > Edit:

Enter the ordinary hours that are applicable to your business under clause 15.2 > then click Save:

Once saved, the ordinary hours and the outside ordinary hours overtime conditions will reflect what has been entered and saved.

Managing the Once Per Week 11 Hour Day

📜 15. Ordinary hours of work and rostering arrangements

...

15.4 Subject to clause 15.5, the maximum number of ordinary hours that can be worked on any day is 9.

15.5 An employer may roster an employee to work up to 11 ordinary hours on one day per week.

If the elected once per week 11 hour day under clause 15.5 is consistently the same day of the week in your business the settings of the GRIA Managed Template can be amended to reflect this.

This change should take into consideration the standard opening and closing hours of the business.

To make this change navigate to Compliance > Award Template > next to the General Retail Award select Manage:

Then navigate to Maximum Shift Length> Edit:

Then edit the one elected day from having a maximum shift length of 9 hours to 11 hours > Save.

On this one day the maximum shift length across the organisation will be 11 hours.

Daily overtime rules will then apply from the 11th hour. On all other days the maximum will continue to be 9 hours.

If the once per week 11 hour day changes from week to week at your organisation there is the option to elect the 11 hour day on an ad doc basis via shift tag.

Please see the Award Template Tags section of this article for more information.

Minimum Engagements

The Fitness Industry Award stipulates minimum engagements for part time employees and casual employees.

Part Time Employees

📜 10.9 The minimum daily engagement for a part-time employee is 3 consecutive hours.

This minimum engagement will automatically buffer on the timesheet if a shorter period is worked. Please see the below example of a Pull Time employee who only worked 2 hours:

For a Part Time employee, the minimum engagement is configured to apply at the end of the work day if the total number of hours across all shifts is under 3 hours.

For example, the total time worked across the below split shifts is under 3 hours so the minimum engagement rule will buffer at the end of the last shift:

Casual Employees

📜 11.2 The minimum daily engagement of a casual employee is 3 hours, or 1.5 hours’ in the circumstances set out in clause 11.3.

📜 11.3 The circumstances are:

(a) the employee is a full-time secondary school student; and

(b) the employee is engaged to work between 3:00 pm and 6:30 pm on a day on which the employee is required to attend school; and

(c) the employee, with the approval of the employee’s parent or guardian, agrees to work for fewer than 3 hours; and

(d) employment for a longer period than the agreed period is not possible either because of the operational requirements of the employer or the unavailability of the employee.

To automate the two different casual minimum engagements under the Award there are different casual Employment Types available for both day workers and shiftworkers (general):

Adults (clause 11.2)

High School Students (clause 11.3)

  • Casual

  • Casual (10 Hours Agreed)

  • Casual Shiftworker

  • Casual Shiftworker (10 Hours Agreed)

  • Casual Shiftworker - Baker

  • Casual Shiftworker - Baker (10 Hours Agreed)

  • Casual - High School Student

  • Casual - High School Student (10 Hours Agreed)

  • Casual Shiftworker - High School Student

  • Casual Shiftworker - High School Student (10 Hours Agreed)

For further details on whether the '(10 Hours Agreed)' employment types are applicable to your employees please see the Break Between Shifts Penalty section of this article.

For more details on classifying staff under the GRIA managed template please see here.

Adult Casual Employees (clause 11.2)

If an employee is classified as one of the Employment Types outlined under the 'Adult' column the 3 hour minimum engagement as outlined under clause 11.2 will automatically apply in the timesheet when an employee works less than 3 hours:

Casual - High School Students (clause 11.3)

If an employee is classified as one of the Employment Types outlined under the 'Higher School Students' column the 1.5 hour minimum engagement (by agreement) as outlined under clause 11.3 will automatically apply in the timesheet between the hours of 3.00pm and 6.00pm on a weekday:

When an employee classified as a 'High School Student' works outside the hours of 3.00pm and 6.00pm on a weekday the standard 3 hour minimum engagement will apply:

Non-School Day Shift Tag

When an employee classified as a 'High School Student' is on school holidays meaning that a weekday becomes a non-school day, there is a shift tag that can be applied in the timesheet to ensure the 3 hour minimum engagement can be applied.

The shift tag is called 'Non-School Day' and to use the tag it must first be saved to the employee profile by navigating to Workforce > Staff > (Employee Name) > Payroll > under ‘Additional Tags’ select Non-School Day > the click Update Employee Details:

Then apply the shift tag via the Select Tag dropdown when required.

Before the application of the shift tag:

After the application of the shift tag:

Award Template Tags

In Tanda award tags are applied to a timesheet in order to apply a manual overtime rule or override an automatic overtime rule.

Under the GRIA Managed Template the available shift tags are:

11 Hour Day

📜 15.4 Subject to clause 15.5, the maximum number of ordinary hours that can be worked on any day is 9.

📜 15.5 An employer may roster an employee to work up to 11 ordinary hours on one day per week.

This shift tag is applicable when the 11 hour day for the week has been elected.

When this shift tag is applied and the hours are over 9 but under 11 the time will be treated as ordinary hours -

Before the application of the shift tag:

After the application of the shift tag:

If the time is over 11 hours overtime will then apply in the timesheet -

If the 11 hour day is consistently the same day each week in your organisation there is the ability to configure the 11 hour day in the GRIA Managed Template settings.

For further information on this please see the Managing the Once Per Week 11 Hour Day section of this article.

Less Than 10 Hours Between Shifts (By Agreement)

📜 16.6 Breaks between work periods

(d) The employer and an individual employee or a group of employees may agree that clause 16.6 is to have effect as if it provided for a minimum break of 10 hours.

For ad hoc agreements to reduce the break between shifts to 10 hours under clause 16.6(d), the shift tag 'Less Than 10 Hours Between Shifts (By Agreement)' can be applied.

This shift tag is only applicable to employees that have been classified to require a 12 hour break between shifts. These classifications are outlined here.

When the agreement is applicable add this to the employee timesheet via the shift tag drop down. Please see the below example of the shift tag in operation:

Before the application of the shift tag:

After the application of the shift tag:

Consecutive Days Off IFA

📜 15.7 Rostering arrangements

...

(d) Consecutive days off

(i) The employer must roster an employee to work ordinary hours in such a way that they have 2 consecutive days off per week or 3 consecutive days off per 2 week cycle.

(ii) Clause 15.7(d)(i) is subject to any agreement for different arrangements entered into between the employer and an individual employee at the written request of the employee.

If there are employees within your business that have an agreement under clause 15.7(d)(ii), the Consecutive Days Off IFA tag can be utilised.

To apply this tag navigate to Workforce > Staff > (Employee Name) > Payroll > under Additional Tags search for the Consecutive Days Off IFA tag:

Save this tag to the employee profile by clicking Update Employee Details in the bottom left hand corner of the screen.

Now instances where the employee would be paid overtime for not receiving the required consecutive days off under clause 15.7(d)(i) ordinary hours will apply instead.

For example, before the application of the tag to employee profile:

After the application of the tag to the employee profile:

Once the above has been set up, you can then set up custom award rules in your account to cater to your specific agreement and particular applicable overtime conditions.

To create custom award rules please see this article Compliance: Creating Award Rules or reach out to the Customer Success Team via chat.

19+ Days in 4 Week Cycle

📜 15.7 Rostering arrangements

...

(h)(i) In an establishment at which at least 15 employees are employed per week on a regular basis, the employer must not roster an employee to work ordinary hours on more than 19 days per 4 week cycle.

This overtime condition has not been automated in the GRIA Managed Template due to it applying to locations with at least 15 employees.

The 19+ Days in 4 Week Cycle tag can be applied in the timesheet instances where the employees have worked over 19 days.

This rule can be automated via custom award rules in your Tanda account.

To create custom award rules please see this article Compliance: Creating Award Rules or reach out to the Customer Success Team via chat.

Regularly Working Sundays

📜 15.8 Employees regularly working Sundays

(a) The employer must roster an employee who regularly works Sundays in such a way that they have 3 consecutive days off (including Saturday and Sunday) per 4 week cycle.

(b) Clause 15.8(a) is subject to any agreement for different arrangements entered into by the employer and an individual employee at the written request of the employee.

(c) Different arrangements agreed under clause 15.8(b) must be recorded in the time and wages record.

(d) The employee may end an agreement under clause 15.8(b) by giving the employer 4 weeks’ notice.

(e) An employee cannot be required as a condition of employment to agree to an arrangement under clause 15.8(b).

This shift tag is only applicable to Full Time and Part Time employees. This shift tag is to be used when an employee works four Sundays in a row. The shift tag should also be applied to Friday and/or Saturday that is worked with the fourth Sunday.

When the shift tag is applied to the timesheet overtime will be paid to all time worked in the timesheet.

Before the application of the shift tag:

After the application of the shift tag:

Roster Change

📜 15.9 Notification of rosters

(g) Clause 15.9(h) applies to an employee other than a part-time employee whose roster is changed in a particular week for a one-off event that does not constitute an emergency and then reverts to the previous roster in the following week.

(h) The employer must pay the employee at the overtime rate specified in Table 10—Overtime rates for any extra time worked by the employee because of the roster change in clause 15.9(g).

This shift tag is applicable to full time and casual employees when the roster is changed for a one-off event as outlined under clause 15.9(g).

Before the application of the shift tag:

After the application of the shift tag:

Saturday Public Holiday and Sunday Public Holiday

The Saturday Public Holiday and Sunday Public Holiday shift tags are to be applied one weekend public holidays.

These shift tags will apply the applicable ordinary hours span and outside span overtime conditions for weekends when when an employee works on a weekend public holiday.

As a default, public holidays are set to have the weekday ordinary hours span in the GRIA Managed Template as outlined under clause 15.1 of the Award.

Please see the below application of the Sunday Public Holiday shift tag.

Before the application of the shift tag:

After the application of the shift tag:

For further information on managing the ordinary hours span in the GRIA Managed Template see here.

Travelling Time

📜 19.5 Travelling time reimbursement

(a) Clause 19.5 applies to an employee who on any day is required to work at a place other than their usual place of work.

(b) The employer must pay the employee at their ordinary rate of pay (or at 150% of that rate on a Sunday or public holiday) for time spent travelling both ways between the employee’s residence (or, if the employer provides transport from a pick up point, between that pick up point) and the other place of work in excess of the time normally spent in travelling to and from their usual place of work.

To use the tag split the time in the timesheet or have the employee clock their travelling time separate from the time worked in store:

Then apply the 'Travelling Time' shift tag to the relevant travel periods:

Through the application of the 'Travelling Time' shift tag, the time spent travelling will not contribute to daily and period hours worked totals.

The 'Travelling Time' tag will also apply the rate of 50% for time spent travelling on Sunday and Public Holidays as outlined by clause 19.5(b):

Recall and Recall In Overtime

📜 19.11 Recall allowance

(a) Clause 19.11 applies to an employee who for any reason is recalled to work by the employer to perform specific duties on a day on which they:

(i) have completed their normal roster; or

(ii) did not work.

(b) Unless otherwise agreed between the employer and the employee, the employer must pay the employee at the appropriate rate of pay for whichever of the following is the greater:

(i) the time between when the employee leaves their place of residence until they return there;

(ii) 3 hours.

When an employee is recalled apply the Recall tag against the hours the employee worked in the timesheet:

Before the application of the shift tag:

After the application of the shift tag:

The recall tag will also automatically apply the 3 hour minimum engagement as outlined under clause 19.11(b)(ii) when required:

As the clause requires that an employee be paid at the "appropriate rate of pay", the applicable automated penalties and overtime conditions will apply when the Recall tag is applied. Please see the below example of the 'After 6pm Penalty' applying during recall:

The automated overtime conditions under the Recall shift tag are:

For instances where the overtime is not automated apply the Recall In Overtime shift tag to apply overtime rates.

For more information on how to apply award tags to several employees at once please see Bulk Categorised Staff.

Setting Up and Using Shift Tags

To use shift tags you must first ensure the tag has been saved to the employee’s profile.

To do this, go to Workforce > Staff > (Employee Name) > Payroll > Under Additional Tags select the appropriate shift tag.

Please see the below example where the ‘11 Hour Day’ shift tag has been added to the employee profile:

To show these shift tags on the Timesheets, you will need to have Award Tags turned on. This will give you a second drop-box on the timesheet through which the shift tag can be selected and applied.

To set this up, navigate to Settings > Timesheets > Show Advanced Settings > select the tick box next Show an extra dropdown to adjust shift cost (Award Tag), as follows:

Now you should see the shift tags added to the profile as a drop down option next to the timesheet, as shown below:

Time Off In Lieu (TOIL)

📜 21.3 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) The period of time off that an employee is entitled to take is equivalent to the overtime payment that would have been made.

When an employee has an agreement with their employer that overtime worked can be accrued as time off equivalent to the amount for which payment would otherwise have been made, they are agreeing to 'Time Off In Lieu' (TOIL).

To categorise time worked as TOIL, the shift must be tagged as ‘TOIL’ so that time off is accrued instead of overtime being paid out.

This is done the same way as a shift tag. Please see the below example.

Before application of a TOIL shift tag:

After application of a TOIL shift tag:

Any of the overtime conditions that need to be shift tagged (as described in Shift Tags above) will have their own corresponding TOIL rule.

The process of using these specific TOIL tags is exactly the same as above, except the tag ending in ‘- TOIL’ should be selected instead.

The TOIL tags for this Award are:

  • TOIL (applicable to automatic overtime rules)

  • 11 Hour Day - TOIL

  • Less Than 10 Hours Between Shifts (By Agreement) - TOIL

  • 19+ Day in a 4 Week Cycle - TOIL

  • Regularly Working Sundays - TOIL

  • Saturday Public Holiday - TOIL

  • Sunday Public Holiday - TOIL

Allowances

Allowances pursuant to GRIA have been built into the Tanda Managed Template. These are divided into two types of allowances - Automatic Allowances and Manual Allowances.

Automatic allowances

The below allowances will automatically apply on timesheets when the Allowance Tag has been saved to the Employee Profile and the conditions of Applies When have been met.

Allowance Name

Allowance Tag

Applied When

Laundry Allowance for Full-Time Employees

(Clause 19.3(i))

Laundry Allowance Full Time

Once per week to the first shift of the week

Laundry Allowance for Part Time and Casual Employees

(Clause 19.3(ii))

Laundry Allowance - Part Time and Casual

Once per shift

Cold Work Allowance - Fridge

(Clause 19.9(b))

Cold Work - Fridge

Hourly

Cold Work Allowance - Freezer

(Clause 19.9(c))

Cold Work - Freezer

Hourly

First Aid Certificate (Weekly)

(Clause 19.10)

First Aid Certificate (Weekly)

Once per week to the first shift of the week

District Allowance - Broken Hill

(Clause 19.13)

Broken Hill Allowance

Hourly

Liquor Licence

(Clause 19.12)

Liquor Licence

Once per week to the first shift of the week

For the allowances listed above to automatically apply to an employee’s timesheet, you will need to add the allowance to their Employee Profile.

To do this, go to Workforce > Staff > (Employee Name) > Payroll > under Allowances/ Penalties search for the relevant allowance > add this to the employee’s profile > then click Update Employee Details.

For example, see the selection of the First Aid Allowance (Weekly) below:

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Once the tag has been saved to the profile the allowance will apply to the first worked shift of the week:

Manual allowances

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 under the award are:

  • Meal Allowance (1 Hour Overtime) (clause 19.2(b)(i))

  • Meal Allowance (4 Hours Overtime) (clause 19.2(c))

  • Vehicle Allowance (clause 19.7)

The below allowances are managed via award rules and applied via shift tag:

See Award Template Tags for further information.

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:

Enter the number of units you wish to apply, then press the green ‘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:

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

Further Information

If you have any questions regarding the above including how to implement these changes, please contact our support team via live chat or email (support@tanda.co).

For further information on this Award please see General Retail Industry Award 2020.

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