Using this guide:

This section of the guide will take you through the options available for configuring employees under the Fast Food Industry (FFIA) Award Managed Template.

To utilise the FFIA 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 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.

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:

The available Employment Type and Classification/ Level in the FFIA Managed Template are listed below.

Please see the below example of an employee configured to be a Casual paid at the Level 2 base rate:

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

Under the FFIA, part time employees are to have an agreed regular pattern of work in place upon engagement per clause 12.2. This agreed regular pattern of work can be configured and managed in Tanda. Please see below for further details.

📜 12.2 At the time of first being employed, the employer and the part-time employee will agree, in writing, on a regular pattern of work, specifying at least:

(a) the number of hours worked each day;

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

(c) the actual starting and finishing times of each day;

(d) that any variation will be in writing, including by any electronic means of communication (for example, by text message)

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'.

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 to the employee's timesheet per clause 10.9:

📜 10.9 All time worked in excess of the number of ordinary hours agreed under clause 10.3 or varied under clause 10.5 or 10.7, is overtime and must be paid at the overtime rate in accordance with clause 20—Overtime.

For example, please see the below employee with a regular pattern of work totalling 24 hours per week:

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

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

When View is selected managers will be able to see what the agreed regular hours are:

📜 10.5 The employer and the employee may agree to vary the regular pattern of work agreed to under clause 10.3 for a particular rostered shift provided that:

(a) the agreed variation is recorded in writing, including by electronic means of communication, at or by the end of the affected shift; and

(b) the employer keeps a copy of the agreed variation and, if requested, gives a copy to the employee.

📜 10.7 The employer and employee may agree to vary the regular pattern of work agreed to under clause 10.3 on an ongoing basis or for a specified period of time, provided that:

(a) the agreed variation is recorded in writing, including by any electronic means of communication, before the variation occurs; and

(b) the employer keeps a copy of the agreed variation and gives a copy to the employee.

A variation to a part time employee's regular pattern of work under clauses 10.5 or 10.7 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:

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 the FFIA 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 the 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.

If you need to update your settings in order to see the 'Select Tag' drop down field please see Setting Up and Using Shift Tags section of this guide.

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

📜 10.5 The employer and the employee may agree to vary the regular pattern of work agreed to under clause 10.3 for a particular rostered shift provided that:

(a) the agreed variation is recorded in writing, including by electronic means of communication, at or by the end of the affected shift; and

(b) the employer keeps a copy of the agreed variation and, if requested, gives a copy to the employee.

Once the Shift Acceptance Feature has been enabled when an employee agrees to or declines a variation to their regular hours of work, a record of this agreement will be recorded in the Rosters section on the employee profile:

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:

📜 11.2 An employer must pay a casual employee for each ordinary hour worked:

(a) the minimum hourly rate in clause 15—Minimum rates for the classification in which they are employed; plus

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

Under the Fast Food Industry 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 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.

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

Casual conversion is referenced under the FFIA:

📜 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. See sections 66A to 66M of the Act.

NOTE: Disputes about offers and requests for casual conversion under the NES are to be dealt with under clause 30—Dispute resolution.

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.

📜 15.2 An employer must pay a junior employee, as defined in clause 2—Definitions, the minimum percentage of the adult rate applicable to the employee’s classification in clause 15.1 for ordinary hours of work as follows:

📜 Table 4—Junior rates

The Junior rates prescribed in clause 15.2 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 on their birthday

If employees are paid a base rate higher than the Award Rate, simply enter the employee's 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.

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

To pay a junior employee the adult rate, Advanced Payroll Fields will need to be enabled by an admin through Settings > Feature Management. Then, go to Workforce > Staff > (Employee Name) > Payroll and check the 'Paid at adult rates' box. This check box will apply the adult rate to junior employees.

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.

This section of the guide will provide an overview of the pay outcomes for employees in Tanda.

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

📜 14. Breaks

14.1 Employees are entitled to rest and meal breaks in the following circumstances:

📜 Table 2—Entitlements to rest and meal breaks

*One taken in the first half of the work hours and the second taken in the second half of the work hours, two rest breaks will be given unless a second meal break is provided.

When you enable the FFIA Managed Template you will also enable the FFIA break template.

The break template will populate breaks for any staff under this Managed Template.

The FFIA 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" per clause 14.4 of the Award.

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.

An example of interpreted time in a timesheet can be seen below.

The employee has been configured as a Casual paid at a Level 2 adult rate. The employee has only worked ordinary hours during the period:

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.

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

For example, the below shows that when a Full Time employee works outside their rostered hours the rate of 1.50x will apply for the first 2 hours of overtime and a rate of 2.00x will apply thereafter:

More examples of the penalties and overtime rules that are applicable under the Fast Food Industry Award Managed Template are detailed below.

The penalties automated in Tanda are outlined below.

📜 25.5(a) Evening work Monday to Friday

(i) A loading of 10% will apply for ordinary hours of work within the span of hours between 10.00 pm and midnight, and for casual employees this loading will apply in addition to their 25% casual loading.

(ii) A loading of 15% will apply for ordinary hours of work between midnight and 6.00 am, and for casual employees this loading will apply in addition to their 25% casual loading.

The above evening work penalties will automatically apply in the timesheet when applicable. Please see the below example of the 10.00pm to 12.00am penalty applying for a Full Time employee:

📜 25.5(b) Saturday work

(i) A 25% loading will apply for all hours of work on a Saturday for full-time and part-time employees.

(ii) A 50% loading will apply for all hours of work on a Saturday for casual employees, inclusive of the casual loading.

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

📜 25.5 Penalty rates

(c) Sunday work – Level 1 employees

(iii) From 1 July 2019

A 25% loading will apply for all hours of work on a Sunday for full-time and part-time Level 1 employees. A 50% loading will apply for all hours of work on a Sunday for casual Level 1 employees (inclusive of the casual loading).

(d) Sunday work – Level 2 and 3 employees

A 50% loading will apply for all hours of work on a Sunday for full-time and part-time Level 2 or 3 employees. A 75% loading will apply for all hours of work on a Sunday for casual Level 2 or 3 employees (inclusive of the casual loading).

The Sunday penalty rate for Level 1 employees is different from the penalty rate applicable to Level 2 and 3 employees.

In order to have the correct Sunday penalty rate apply to the timesheet the employee will need to be tagged with both their applicable employment classification and then the relevant employment level.

Please see the below example of the correct Sunday penalty rate of 1.50x applying on the timesheet for a Part Time employee paid at a Level 2 rate:

📜 30.4 Work on a public holiday must be compensated by payment at the rate of 225% (250% for casual employees, inclusive of the casual loading).

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.

Overtime under the FFIA is calculated on a daily basis as outlined by clause 20.6(b) and will reset daily in Tanda.

📜 20.6(b) The overtime rates prescribed in clause 20.6(a) for overtime work on Monday to Saturday are to be calculated on the basis that each day’s work stands alone.

The overtime rates applicable under the FFIA are outlined under clause 20.6(a):

📜 20.6 Overtime rates

(a) An employer must pay an employee for overtime worked as set out in clauses 20.2, 20.3 and 20.4 at the following rates:

Table 5—Overtime rates

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

📜 20.2 Payment of overtime for full-time employees

An employer must pay a full-time employee at the overtime rate in clause 20.6 for any hours worked:

(a) in excess of:

(i) 38 ordinary hours per week or an average of 38 ordinary hours per week averaged over a 4 week period; or

(ii) 5 days in one week (or 6 days in one week if, in the following week, ordinary hours are worked on not more than 4 days); or

(iii) 11 ordinary hours on any one day; or

(b) before the employee’s rostered start time on any one day, or

(c) after the employee’s rostered finish time on any one day; or

(d) outside the ordinary hours of work.

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

The below overtime conditions have a manual application in Tanda:

To implement the below overtime conditions please see the List of Award Tags section in this article.

📜 20.3 Payment of overtime for part-time employees

An employer must pay a part-time employee at the overtime rate in clause 20.6 for any hours worked as follows:

(a) in excess of:

(i) 38 ordinary hours per week or an average of 38 ordinary hours per week averaged over a 4 week period; or

(ii) 5 days in one week (or 6 days in one week if, in the following week, ordinary hours are worked on not more than 4 days); or

(iii) 11 ordinary hours on any one day; or

(iv) the agreed hours in clause 10.3; or

(v) the agreed hours as varied under clauses 10.5 or 10.7; or

(vi) their regular pattern of work in circumstances where there is no written record of an agreed variation to a particular rostered shift; or

(b) before the employee’s rostered start time on any one day, or

(c) after the employee’s rostered finish time, on any one day; or

(d) outside the ordinary hours of work.

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

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

The below overtime conditions have a manual application in Tanda:

To implement the below overtime conditions please see the List of Award Tags section in this article.

📜 20.4 Payment of overtime for casual employees

An employer must pay a casual employee at the overtime rate in clause 20.6 for any hours worked in excess of:

(a) 38 ordinary hours per week or, where the 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) 11 ordinary hours on any one day.

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

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

The FFIA stipulates minimum engagements for part time employees and casual employees.

Under the Award Part Time employees require a minimum engagement of 3 hours per the below clause:

📜 12.2 (e) that the daily engagement is a minimum of 3 consecutive hours...

Under the Award a Casual employee requires a minimum engagement of 2 hours per the below clause:

📜 13.4 The minimum daily engagement of a casual is three hours.

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

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 FFIA Managed Template, the available shift tags are:

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 ‘Accepted Shift Variation’ shift tag has been added to the employee profile:

To show these shift tags 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:

The shift tags available in the FFIA Managed Template are:

📜 26.2 A full-time or part-time employee shall be paid overtime for all work as follows:

(d) outside the ordinary hours of work

The application of this shift tag to the timesheet of a Full Time or Part Time employee on a Weekday or Saturday will result in the shift being paid at the applicable overtime rates. This shift tag is to be used when the time worked is outside ordinary hours.

Before the application of the shift tag:

After the application of the shift tag:

📜 26.4 Where an employee works overtime on a Sunday and that work is not immediately preceding or immediately following ordinary hours, then that employee must be paid 200% of the ordinary hourly rate with a minimum payment of four hours at such rate. The rate for a casual employee shall be 225% of the ordinary hourly rate of pay.

On a Sunday the application of this shift tag will result in overtime being paid for the entire shift and a 4 hour minimum engagement applying if the time worked is less than this. On a Sunday this shift tag is applicable to Full Time, Part Time and Casual employees.

The Fast Food Managed Template now contains Time Off in Lieu (TOIL) functionality per clause 20.7 of the Award:

20.7 Time off instead of payment for overtime

(a) An employee and employer may agree 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.

EXAMPLE: By making an agreement under clause 20.7 an employee who worked 2 overtime hours at 150% of the minimum hourly rate is entitled to 3 hours’ time off.

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

When looking in the timesheet, the shift must be tagged as ‘TOIL’ so that the hours worked are part of TOIL accrual instead of overtime being paid out.

Before the application of a TOIL shift tag:

After the application of a TOIL shift tag:

For more information on configuring TOIL in Tanda see the TOIL/ RDO Accruals article.

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

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

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 relevant allowance, for example ‘First Aid Allowance’ for a Full Time employee and 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:

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

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

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.

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.

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

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:

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

📜 25.3 Maximum hours on a day An employee may be rostered to work up to a maximum of 11 ordinary hours on any day.

Roster validations warn managers when a shift over 11 hours is rostered.

For more information on how to configure roster validations please see Configuring settings.

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

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

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 Fast Food Industry Award 2020.