Using this guide:

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

  • Highlighted Text beginning with the 'πŸ“œ' 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 Clerks - Private Sector Award 2020 on the Fair Work Ombudsman website.

  • This guide was last reviewed on 3 December 2021.

This article will cover the below aspects of the Clerks - Private Sector Award Template:

Classifications

Enabling the Award Template

Firstly you will need to enable the Clerks - Private Sector Award 2020 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 process outlined below.

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. From the 'Industry Award' dropdown, select the award applicable to the employee, as below.

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

Clerks - Private Sector Award Employment Tags:

  • Full Time

  • Part Time

  • Casual

  • Full Time Shiftworker

  • Part Time Shiftworker

  • Casual Shiftworker

  • Salaried

For each employee, one of these tags must be entered into their profile under 'Employment Type'.

You will also need a pay grade for each staff member, to be selected under 'Classification/Level'. These correspond to those stipulated within the Award and are listed below:

Clerks - Private Sector Award Pay Grade Classifications:

  • Level 1 Year 1

  • Level 1 Year 2

  • Level 1 Year 3

  • Level 2 Year 1

  • Level 2 Year 2

  • Level 3

  • Level 4

  • Level 5

  • Call Centre Principal Customer Contact Specialist

  • Call Centre Technical Associate

Please see the below example of an employee configured to be a Part-Time employee paid at the Level 2 Year 1 rate.

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

Casual Loading

πŸ“œ Clause 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 16 - Minimum rates.

Under the Clerks - Private Sector Award, casuals are entitled to a loaded rate at the multiplier of 1.25x. 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.

Part-Time Employee Set Up

The Clerks - Private Sector Award outlines that a Part-Time employee is to be paid a minimum of ___ hours per week and that they are to have agreed guaranteed hours.

πŸ“œ Clause 10.1 Definition of a part-time employee

A part-time employee is an employee who is engaged to work for fewer ordinary hours than 38 per week on a reasonably predictable basis.

πŸ“œ Clause 10.2 Setting guaranteed hours and availability

At the time of engaging a part-time employee, the employer and employee must agree in writing on all of the following:

(a) the number of 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.

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. If you wish to do this, navigate to Workforce > Staff > (Employee Name) > Payroll > Regular Hours > Click 'Edit regular hours' button.

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 Managing Leave Requests and How to submit leave and unavailability requests.

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 been correctly 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

πŸ“œ Clause 19.3 Higher Duties Allowance

The employer must pay an employee required to perform any of the duties of a higher classification for more than one day at least the minimum rate applicable to the higher level under this award.

Under the Clerks - Private Sector Award, an 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 one day, they are entitled to be paid the higher classification for the entire day.

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.

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

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

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 8am to 5pm shift on a Monday will demonstrate the ordinary hours worked on this day for a Full Time employee as per below:

Overtime and Penalty Rates

The same will occur if an overtime or penalty rate applies. For example, the below shows that when a Saturday morning shift is worked, a penalty of 1.25x for a Full Time employee will apply when the condition is met.

If an employee works later than 12.30pm on a Saturday, the below shows that an overtime penalty (1.5x for the first 2 hours, 2x thereafter) applies to the hours worked outside the spread of ordinary hours for a Full Time employee.

Some examples of the penalties that are applicable under the Clerks - Private Sector Award are:

  • Working through a meal break

  • Work on a Saturday

  • Work on a Sunday (By Agreement, not automated - see Award Tags)

  • Work on a Public Holiday

  • Afternoon Shift (Shiftworkers only)

  • Night Shift (Shiftworkers only)

Some examples of overtime rules that are applicable under the Clerks - Private Sector Award are:

  • 38+ Hours in a Week/76+ Hours in a Fortnight/152+ Hours in a 4-weekly period (this is dependent on your company's overtime averaging period)

  • 10+ Hours in a Day

  • Work Outside the Spread of Hours

  • Less than 10 Hour Break after OT

  • Work on RDO (not automated - see Award Tags)

  • Return to Duty (not automated - see Award Tags)

  • Outside Regular Hours of Work (Part Time only)

  • Not Ordinary Working Day (Shiftworkers only, not automated - see Award Tags)

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

Minimum Engagements

Under the Clerks - Private Sector Award, employees are entitled to minimum engagement periods:

  • Part Time: 3 hours per occasion

  • Casual: 3 hours per occasion

  • All employees: 4 hours per occasion on a public holiday

These minimums will automatically buffer on the timesheet if a shorter period is worked. See the below example of a Part Time employee who only worked 2 hours on a weekday:

Award Template Tags

List of 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 Clerks - Private Sector Award Managed Template, the available shift tags are:

  • Working on RDO

  • Return to Duty

  • Sunday Work (By Agreement)

    • As Sundays do not fall within the stipulated ordinary hours for this Award, this tag is to be used when the employee agrees to work on a Sunday

  • Not Ordinary Working Day

    • Applicable to shiftworkers only

  • Permanent Night Shift

    • Applicable to shiftworkers only

  • Shift Starting Between 11pm-12am Day Before Public Holiday

    • Applicable to shiftworkers only

Before application of the Working on RDO shift tag:

After the application of the Working on RDO shift tag:

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 'Working on RDO' shift tag has been added to the employee profile.

For information on applying award tags to several employees at once, please see Bulk Categorise Staff.

To show these shift tags on the Timesheets, you must ensure you have 'Award Tags' turned on. This will give you a second dropdown box on the Timesheets, 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 dropdown options next to the timesheet, as shown below:

TOIL Conditions

πŸ“œ Clause 23 Time off instead of payment for overtime (employees other than shiftworkers)

πŸ“œ Clause 29 Time off instead of payment for overtime for shiftwork

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 TOIL (time off in lieu). When looking at the timesheet, 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 for ______

Before application of a TOIL shift tag:

After application of a TOIL shift tag:

However, any of the overtime conditions that need to be shift tagged (as described in 'Shift Tags' above) will need to have their own TOIL rule selected. This process is exactly the same as above, except the tag ending in '- TOIL' should be selected instead.

The TOIL tags for this Award are:

  • TOIL

  • Working on RDO - TOIL

  • Return to Duty - TOIL

  • Not Ordinary Working Day - TOIL

Allowances

Allowances pursuant to the Clerks - Private Sector 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

  • Laundry Allowance - Full Time

  • Laundry Allowance - Part Time and Casual

To automatically apply this to the timesheet, you must first set up the allowance in the employee profile. To do this, go to Workforce > Staff > (Employee Name) > Payroll. Select the dropdown next to 'Allowances/Penalties' and locate the relevant allowance, for example 'First Aid Allowance'. Ensure you click the 'Update Employee Details' button at the bottom of the page to save these changes.

The allowance will then automatically apply to the employee's timesheet when applicable. For example:

Manual Allowances

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

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

  • Meal Allowance (First Meal)

  • Meal Allowance (Subsequent Meal)

  • Vehicle Allowance (Car - per km)

  • Vehicle Allowance (Motorcycle - per km)

To apply a manual allowance, go to the relevant employee's timesheet and click on the '+ Add Allowances' button under the start and finish times as shown below:

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

Please note that any applicable automatic allowances will appear in the dropdown, 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.

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

Rostering

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

Changes to the Roster

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.

Roster Warnings

πŸ“œ Clause 22.2 When overtime is required to be worked, employees must, wherever reasonably practical, have at least 10 consecutive hours off duty between hours worked on successive days.

To flag a warning to managers when rostering, use the minimum hours between shifts roster validation rule.

For more information on rostering in Tanda, please see Get Started: Rosters.

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