Using this guide:

  • The guide demonstrates how Tanda assists to meet the requirements of the award.

  • Highlighted Text beginning with the '📜'' icon shows the relevant clause in the Award

  • This guide details the most common sections of the Award. To view the full sections of the Award, refer to the Hair and Beauty Award on the Fair Work Ombudsman website.

  • This guide was last reviewed on 9 August 2022.

This article will cover the below aspects of the Hair and Beauty Managed Template:

Classifications

Enabling the Award Template

Firstly you will need to enable the Hair and Beauty 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 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 add an employee’s classification and pay grade, go to Workforce > Staff > (Employee Name) > Payroll. Under ‘Industry Award’, select the Award applicable to the employee, as below:

A series of tags have been created to suit each employee. These are:

Employment Tags

  • Full Time

  • Part Time

  • Casual

  • Apprentice

  • Salaried

You will also need a pay grade for each staff member, to be selected under ‘Classification/Level’.

These classifications correspond to those stipulated within the Award. Please see the below list:

Pay Grade Classifications

Adults and Juniors:

  • Level 1

  • Level 2

  • Level 3

  • Level 4

  • Level 5

  • Level 6

Apprentices:

NOTE: 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 time periods.

For example, an apprentice that started on the 'Adult Beauty Therapy Apprentice 1st Year (Before 1 Jan 14)' pay classification in their first year of work will need to be changed to the 'Adult Beauty Therapy Apprentice 2nd Year (Before 1 Jan 14)' pay classification when they commence their second year of their apprenticeship.

Please see the below example of an employee configured to be Full Time paid at the Level 4 rate:

Please note that the above base hourly rate is based on the 2020/21 financial year rates.

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

Part Time Employee Set Up

📜 10.3 At the time of engaging a part-time employee, the employer and the employee must agree in writing on a regular pattern of work. That agreement must include at least all of the following:

(a) the number of ordinary hours to be worked each day; and

(b) the days of the week on which the employee will work; and

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

(d) when meal breaks may be taken and their duration;

(e) that the daily engagement is a minimum of 3 consecutive hours; and

(f) that any variation will be in writing, including by any electronic means of communication.

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 and then select 'Save'.

A variation to a part time employee's regular pattern of work under Clause 10.3(f) can be recorded in Tanda.

Please refer to the 'Accepted Shift Variation' shift tag in the Award Tags of this article in order to implement this variation.

The regular hours of work for part time employees can also be bulk uploaded into Tanda via CSV. Please see the Configure employee contract hours (regular hours of work) article for more information.

Part Time Fixed Hours

If a Part Time employee has agreed to a total number of hours to be worked each week this total can be recorded in Tanda.

This can be set up by going to Workforce > Staff > (Employee Name) > Payroll > Scroll to the Part Time Fixed Hours field and enter the applicable number of hours in the section indicated below:

Minimum Base Hours

An employee's minimum hours can be set in the Employee Profile in Tanda to assist in reminding managers when rostering of the obligations to provide minimum hours. To do this navigate to Workforce > Staff > (Employee Name) > Payroll > Regular Hours > Click 'Edit regular hours' button and enter the applicable hours in the Minimum Base Hours field:

minimum+base+hours+(2).png (530×307)

NOTE : The minimum hours functionality considers a weekly time period, but may still be useful as a reminder when using a roster period longer than a week.

Managers are then alerted on the roster if the guaranteed hours are not met:

For more information on setting up regular hours of work for Part Time employees please see Configure employee contract hours (regular hours of work).

For information on varying the contract hours for Part Time employees please see Have employees mutually agree to variations from their contract hours.

For information on unavailability in Tanda please see Get Started: Submit or Action Time off.

Casual Loading

📜 11.2 An employer must pay a casual employee for each ordinary hour worked between 7.00 am and 9.00 pm Monday to Friday:

(a) the minimum hourly rate in clause 17—Minimum rates or clause 18— Apprentice, trainee and graduate rates, as applicable, for the classification in which they are employed; plus

(b) a loading of 25% of the minimum hourly rate.

Under the Hair and Beauty Award casuals are entitled to a loaded rate at the multiplier of 1.25x between 7.00am to 9,00pm Monday to Friday.

Casual loading in Tanda is applied using the multiplier method.

In the Employee Profile in Tanda 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 above 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.

Paying Higher Base Rates

If employees are paid a base rate higher than the Award Rate, simply enter the employees base rate in the highlighted field below. This will override the rate in the system, and penalty rates and overtime will be calculated from this new rate.

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:

Pro Tip!

Ensure you hit the ‘Update Employee Details’ button at bottom left hand corner of the screen once the above details are entered to save the information.

Timesheets

General

Once the employee classification has been set up, the rules applicable to that worker will now apply on the employee’s Timesheet when a shift is worked. So, for example, an 9:00am to 5:00pm shift on a Monday will demonstrate the ordinary hours worked on this day for a Full Time employee as per below:

In the above image you can see that the hours have been classified as ordinary in the Timesheet Export Summary section.

The Timesheet Export Summary section will also indicate when time worked is overtime and what multipliers are associated with the managed template rules that are applying in the timesheet.

Overtime and Penalty Rates

The same will occur if an overtime or penalty rate applies. For example, the below shows that when over 38+ hours are worked in a week or roster period a rate of 1.50x for the first three hours of overtime and a rate of 2.00x thereafter.

For further details on how to set up the overtime averaging period in your account please see Overtime Averaging.

Some examples of the penalties and overtime rules that are applicable under the Hair and Beauty Award are:

Penalty Periods

Full Time and Part Time Employees

📜 Table 14—Penalty rates—full-time and part-time employees

For ordinary hours worked:

% of minimum hourly rate

Saturday—between 7.00 am and 6.00 pm

133

Sunday—between 10.00 am and 5.00 pm

200

Tanda will automatically apply the Saturday and Sunday work penalties to the timesheet when they are applicable.

Casual Employees

📜 Table 15—Penalty rates—casual employees

For ordinary hours worked:

% of minimum hourly rate

Monday to Friday—before 7.00 am and after 9.00 pm

150

Saturday—before 7.00 am and after 6.00 pm

150

Saturday—between 7.00 am and 6.00 pm

143*

(30 April to 30 December 2022)

Sunday—any time of day

210*

(30 April to 30 December 2022)

Tanda will automatically apply the above penalties to the timesheet when they are applicable.

For example, please see the below timesheet where the weekday ordinary hours penalty of 1.50x is applying when a casual employee works after 9.00pm:

*Several gradual increases are planned to this penalty rate.

For further details on the above set increases to the Casual penalties please see the Upcoming Changes to the Hair and Beauty Award section of this article.

Public Holidays

📜 Table 14—Penalty rates—full-time and part-time employees

For ordinary hours worked:

% of minimum hourly rate

Public holiday—any time of day

250

📜 Table 15—Penalty rates—casual employees

For ordinary hours worked:

% of minimum hourly rate

Public holiday—any time of day

250

Tanda will automatically apply the public holiday penalty on days that have been configured to be a public holiday.

For further information on configuring public holidays please see Configure public holidays regions.

Working on a Rostered Day Off

📜 23.3 Rostered day off

(a) Clause 23.3 applies if, by agreement in writing between the employer and employee, the employee works on a day that is their rostered day off.

(b) The employer must pay the employee in accordance with clauses 22.5 and 23.1 for all hours worked on their rostered day off.

(c) The employer must pay the employee for a minimum of 4 hours’ work even if the employee is only required to work for a shorter time.

The penalties for working on a rostered day off are as follows and are only applicable to Full Time and Part Time employees:

Hours Worked Type

% of Minimum Hourly Rate

Applicable Clause

Overtime Hours

200

22.5 - Table 13

Ordinary Hours

200

23.1 - Table 14

In order to use the automatic worked on RDO functionality, you must first categorise a shift as a 'Rostered Day Off'. To do this go to 'Rosters' in Tanda and view the roster via the 'Staff View' drop down on the roster viewing menu:

Select the day that is the RDO and click the 'Roster Day Off' button:

The day will now be marked as a rostered day off in the roster:

If the employee then subsequently works on this day the 'Working on RDO' overtime rules will automatically apply to the time worked:

If the time worked on the RDO is less than 4 hours as required under Clause 23.3(c) then a minimum engagement will also automatically apply in the timesheet if required:

Overtime Conditions

Full Time Employees

📜 22.2 Payment of overtime for full-time employees An employer must pay a full-time employee at the overtime rate in clause 22.5 for any hours worked at the direction of the employer as follows:

(a) in excess of an average of 38 ordinary hours per week;

(b) outside the span of ordinary hours specified in clause 14.4; or

(c) in excess of the maximum daily ordinary hours specified in clauses 14.7 and 14.8.

Based on the above clause the below overtime conditions can apply to a Full Time employee automatically in Tanda

  • Beyond fixed hours for the period (i.e. 38+ hours in a week);

  • Outside the span of hours. The span of hours under the award are (Clause 14.4):

    • Monday to Friday 7.00am to 9.00pm

    • Saturday 7.00am to 6.00pm

    • Sunday 10.00am to 5.00pm

  • 9+ hours in a shift;

  • 10.5+ hours in a shift (Once per week).

Part Time Employees:

📜 22.3 Payment of overtime for part-time employees An employer must pay a part-time employee at the overtime rate in clause 22.5 for any hours worked at the direction of the employer as follows:

(a) in excess of the number of ordinary hours agreed under clause 10.3 or as varied under clause 10.4;

(b) outside the span of ordinary hours specified in clause 14.4; or

(c) in excess of the maximum daily ordinary hours specified in clauses 14.7 and 14.8.

Based on the above clause the below overtime conditions can automatically apply to a Part Time employee in Tanda:

  • In excess of the regular pattern of work as agreed;

  • Beyond the fixed hours;

  • Outside the span of hours. The span of hours under the award are (Clause 14.4):

    • Monday to Friday 7.00am to 9.00pm

    • Saturday 7.00am to 6.00pm

    • Sunday 10.00am to 5.00pm

  • 9+ hours in a shift;

  • 10.5+ hours in a shift (Once per week).

Please see the Part Time Employee Set Up section of this article to correctly configure the Part Time employee settings in Tanda for some of the above overtime conditions.

Casual Employees

📜 22.4 Payment of overtime for casual employees An employer must pay a casual employee at the overtime rate in clause 22.5 for any hours worked at the direction of the employer:

(a) 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

(b) in excess of 10.5 ordinary hours per day.

Based on the above clause the below overtime conditions can apply to a Casual employee in Tanda:

  • Beyond fixed hours for the period (i.e. 38+ hours in a week);

  • 10.5+ hours in a day.

For further details on how to set up the overtime averaging period in your account please see Overtime Averaging.

Minimum Engagements

Under the Hair and Beauty Award Part Time and Casual employees must be engaged for a minimum of 3 consecutive hours for any shift. These minimums will automatically buffer on the timesheet if a shorter period is worked.

Award Tags

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

Under the Hair and Beauty Award these tags are:

Travel Time

📜 20.9 (c) The employer must pay the employee for the travelling time calculated under clause 20.9(b):

(i) on Monday to Saturday, at their minimum hourly rate; or

(ii) on Sunday or a public holiday, at 150% of their minimum hourly rate of pay.

This shift tag relates to the travelling time reimbursement under the Award and is applicable when an employee is to be paid for their travelling time when they are required to work from their usual place of work.

Before the application of the shift tag:

Ordinary hours are pulling through for all three shifts. All these ordinary hours will contribute to weekly overtime totals:

After the application of the shift tag:

And the below shows what the timesheet looks like once the shift tag has applied. The ordinary hours before and after the ordinary working hours are now marked as Travel Time which is considered non-ordinary hours:

Make sure the correct option is applied to the appropriate shift.

Accepted Shift Variation (Part Time Only)

The regular pattern of work for a Part Time employee can be varied by agreement per the below clauses of the Hair and Beauty Award:

📜 10.3(f) that any variation will be in writing, including by any electronic means of communication.

📜 10.4 The employer and the employee may vary an agreement made under clause 10.3. Any variation must be recorded in writing before the variation occurs.

📜 10.5 The employer must keep a copy of any agreement under clause 10.3, and any variation under clause 10.4, and give a copy to the employee.

When this shift tag is selected, an employee’s ordinary hours will pull through. This is to be used when there is a variation in a Part Time employee’s worked hours, and the employee agrees to this change.

If the employee does not agree to this change, do not select this tag. An overtime condition for ‘Outside Regular Hours’ will automatically apply.

Before the application of the shift tag:

The employee's regular hours of work on Tuesday are 8.00am to 4.00pm. The employee in this scenario has been asked to stay back to 5.30pm:

After the application of the shift tag:

Alternatively, the record of the agreement including the time it was agreed to can be captured in either of the below:

  • On the 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 employee 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.

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

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

Set Up

You must first ensure the tag is applied to the employee’s profile. To do this, go to Workforce > Staff > (Employee Name) > Payroll. Under ‘Allowances and Penalties’, select the appropriate shift tag.

Please see the below example where the ‘Travel Time’ shift tag has been added to the profile:

To show these on the Timesheets, you must ensure you have ‘Award Tags’ turned on. This will give you a second drop-box on the time sheets, for you to select the correct shift tag to apply to the shift.

To do this, head to Settings > Timesheets > Show Advanced Settings and select the box after ‘Show an extra dropdown to adjust shift cost (Award Tag)’, as follows:

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

Allowances

Allowances pursuant to the Hair and Beauty Award have been built into the Tanda system. These are divided into two key types - Automatic Allowances and Manual Allowances.

Automatic Allowances

An automatic allowance will apply to the timesheet without any manual application. The automatic allowances available are:

  • First Aid Allowance

  • Managers Allowance

  • Tool Allowance

  • Broken Hill Allowance

In order for this allowance to automatically apply to an employee’s timesheet you will need to add this to their ‘Profile’.

To do this, go to Workforce > Staff > (Employee Name) > Payroll. Under ‘Additional tags’ search for the applicable allowance, for example the ‘Managers Allowance’ and then add this to the employee’s profile. Then click ‘Update Employee Details’.

The allowance will then automatically apply to the employee’s timesheet when applicable.

Please see the below example:

Manual Allowances

Some allowances will not apply unless specifically added onto the day’s timesheet.

These allowances are set up to manual as Tanda as it is not predictable when these allowances would be applicable. The manual allowances under the award are:

  • Meal Allowance

  • Transport Allowance

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:

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Then, from the dropdown, select the manual allowance you wish to apply.

Please note that any applicable automatic allowances will appear in the drop down however they cannot be edited.

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

Repeat this process for each day and instance that a manual allowance is needed.

Rostering

📜 15.2 (c) The employer must provide a full-time employee with a written roster, which may be accessible by electronic means, at least 14 days in advance.

📜 15.3(a) The employer must provide a part-time employee with a written roster, which may be accessible by electronic means, at least 14 days in advance.

Rosters can be printed by managers to be displayed in the workplace. To ensure rosters are as accessible as practical, rosters can be published by the below options:

  • SMS

  • Email

  • Mobile app

  • Online by logging in at my.tanda.co

Changes to the Roster

📜 15.2(c) A full time employee’s roster may be changed at any time by:

(i) mutual agreement between the employer and employee; or

(ii) in an emergency, by giving the employee giving 48 hours’ notice of the change.

In Tanda the shift acknowledgement feature can be used as a record that confirms an employee's agreement to a change.

For more information please see Allow employees to acknowledge their worked hours.

Upcoming Changes to the Hair and Beauty Award

Casual employees under the Hair and Beauty Award will be subject to penalty rate increases on Saturday and Sunday. The penalty rates will be gradually phased in over two years between 3 November 2021 and 31 December 2023.

The gradual penalty rate increases have been incorporated into the Tanda Managed Template and will increase in line with the dates set by the Fair Work Ombudsman.

Please see the below tables outlining the upcoming increases and the applicable dates.

Saturday

Effective Date

End Date

Penalty Rate Increase

3 November 2021

30 January 2022

133%

31 January 2022

29 April 2022

138%

30 April 2022

30 December 2022

143%

31 December 2022

29 April 2023

148%

30 April 2023

30 December 2023

153%

From 31 December 2023

N/A

158%

Sunday

Effective Date

End Date

Penalty Rate Increase

3 November 2021

30 January 2022

200%

31 January 2022

29 April 2022

205%

30 April 2022

30 December 2022

210%

31 December 2022

29 April 2023

215%

30 April 2023

30 December 2023

220%

From 31 December 2023

N/A

225%

For more information on this please see Penalty Rate Changes for Casual Employees - Hair and Beauty Award.

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