Using this guide:

  • The guide demonstrates how Tanda assists to meet the requirements of the Fitness Industry Award 2020.

  • 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 Award, refer to the Fitness Industry Award 2020 on the Fair Work Ombudsman website.

  • This guide was last reviewed on 14 December 2022.

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

Classifications

This section of the guide will take you through the options available for configuring employees under the Fitness Industry Award Managed Template.

Enabling the Award Template

To utilise the Fitness Industry Managed Template 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 add an employee’s Employment Typer and Classification/ Level, go to Workforce > Staff > (Employee Name) > Payroll > Under Industry Award select the tags that are applicable to the employee, as below:

Under the Fitness Industry Managed Template the available Employment Types are:

  • Full Time

  • Part Time

  • Casual

  • Casual (3 Hour Minimum Engagement)

  • Apprentice

  • Salaried

For details on the difference between the casual employment types please see the minimum engagements section of this guide.

The available Classifications/ Levels are:

  • Level 1

  • Level 2

  • Level 3

  • Level 3A

  • Level 4

  • Level 4A

  • Level 5

  • Level 6

  • Level 7

These Classifications/ Levels tags are configured to be per the rounding detailed in the Fair Work Ombudsman Pay Guide for the Fitness 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.

Please see the below example of an 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.

Part Time Employee Set Up

Under the Fitness Industry Award part time employees are to have an agreed regular pattern of work in place upon engagement per clause 11.2. This agreed regular pattern of work can be configured and managed in Tanda. Please see below for further details.

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

(a) the hours worked each day;

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

(c) the actual starting and finishing times each day.

Regular Hours 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 11.5:

📜 11.5 All time worked in excess of the hours as agreed under clause 11.2 or varied under clause 11.3 will be overtime and paid for at the 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:

Variations to the Regular Pattern of Work

The regular pattern of work for a Part Time employee can be varied by agreement per clause 11.3 of the Fitness Industry Award:


📜 11.3 Any agreed variation to the hours of work will be recorded in writing.

A variation to a Part Time employee's regular pattern of work can be recorded in Tanda.

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

  • 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 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 Fitness Industry Award 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.

Casual Loading

📜 12.1 Casual loading

(a) For each ordinary hour worked on Monday to Friday, a casual employee must be paid:

(i) the minimum hourly rate; and

(ii) a loading of 25% of the minimum hourly rate,

for the work being performed.

(b) For each ordinary hour worked on Saturday, Sunday or a public holiday, a casual employee must be paid:

(i) the minimum hourly rate; and

(ii) a loading of 30% of the minimum hourly rate,

for the work being performed.

Under the Fitness Industry Award casuals are entitled to two different loaded rates:

Day

Loading

Monday to Friday

25%

Saturday, Sunday, Public Holidays

30%

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.

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 in the system, 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 the Fitness Industry Award if an employee works in a role that is of a higher classification than what they are engaged under they are to be paid at the higher rate:

📜 15.3 Higher duties

An employee appointed by the employer to perform the work of a classification higher than the employee’s usual classification must be paid at least the rate applicable to the higher classification for the hours worked at the higher level.

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 the Fitness Industry Award an employee is entitled to unpaid meal breaks and rest breaks per the below:

📜 14. Breaks

14.1 Unpaid meal break

(a) An employee must be given an unpaid meal break of between 30 minutes and 60 minutes no later than 5 hours after commencing work and 5 hours after the resumption of work from a previous meal break.

...

14.2 Paid rest break

(a) An employee must be allowed a paid 10 minute rest break between:

(i) their time of commencing work and their meal break; and

(ii) their meal break and their time of ceasing work for the day.

(b) A casual employee who works 3 hours or less per shift is not entitled to a paid rest break.

When you enable the Fitness Industry Award Managed Template you will also enable the Fitness Industry Award automatic break template. The automatic break template will populate breaks for any staff under this award per the above clause.

The Fitness Industry Award break template can be viewed via Settings > Break Settings > there are two break templates applicable to the Fitness Industry Managed Template:

One template is for full time and part time employees:

The other is for casual employees due to clause 14.2(b) stipulating that casual employees are only to receive paid rest breaks unless they work more than 3 hours:

For further information on automatic breaks please see the Setting up and managing automatic breaks article in the Tanda Help Centre.

For further information on the missed meal break penalty under clause 14.1(b) of the Award please the Penalty Periods section of this article.

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

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 an employee working outside the ordinary hours' span for a Saturday. In the below example, the employee has started at 5:30am and for the 30 minutes the employee works outside the span overtime is paid at a 1.50x multiplier:

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

Penalty Periods

Missed Meal Break Penalty

📜 14. Breaks

14.1 Unpaid meal break

(a) An employee must be given an unpaid meal break of between 30 minutes and 60 minutes no later than 5 hours after commencing work and 5 hours after the resumption of work from a previous meal break.

(b) An employee required to work through a meal break must be paid 200% of the minimum hourly rate for all time so worked until a meal break is allowed.

The 200% missed meal break penalty will apply automatically in the timesheet when an employee does not take their unpaid meal break or takes the unpaid meal break late.

Please see the below example of the missed meal break rules applying when the required break is taken late:

Please see the below example of the missed meal break rules applying when the required break is not taken:

Weekend and Public Holiday Work for Full Time and Part Time employees:

📜 20.1 Payment for working Saturdays and Sundays

A full-time or part-time employee must be paid at the following rates for all ordinary hours worked:

(a) Saturday—125% of the minimum hourly rate; and

(b) Sunday—150% of the minimum hourly rate.

📜 25.3 Payment for working on a public holiday

(a) A full-time or part-time employee must be paid at the rate of 250% of the minimum hourly rate for all hours worked on a public holiday. An employee required to work on a public holiday must be engaged or be paid for at least 4 hours' work.

Saturday

Sunday

Public Holidays

125%

150%

250%

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

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

Weekend and Public Holiday Work for Casual employees:

📜 12.1 (b) For each ordinary hour worked on Saturday, Sunday or a public holiday, a casual employee must be paid:

(i) the minimum hourly rate; and

(ii) a loading of 30% of the minimum hourly rate,

for the work being performed.

📜 25.3 Payment for working on a public holiday

(c) Payment for a casual employee working on a public holiday is in accordance with clause 12.1(b).

Saturday

Sunday

Public Holidays

130%

130%

130%

Tanda will automatically apply the 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 Casual employee below:

Overtime Conditions

The overtime rates applicable under this Award are outlined by clauses 19.2 and 25.3:

📜 19.2 Overtime rates

Where an employee works overtime the employer must pay the employee overtime rates as follows:

(a) Monday to Saturday—150% of the minimum hourly rate for the first 2 hours and 200% of the minimum hourly rate after 2 hours; and

(b) Sunday—200% of the minimum hourly rate.

(c) Public holiday—payment for working on a public holiday is dealt with in clause 25Public holidays.

📜 25.3 Payment for working on a public holiday

(a) A full-time or part-time employee must be paid at the rate of 250% of the minimum hourly rate for all hours worked on a public holiday. An employee required to work on a public holiday must be engaged or be paid for at least 4 hours’ work.

...

(c) Payment for a casual employee working on a public holiday is in accordance with clause 12.1(b).

For overtime worked on

Overtime rate

(% of ordinary hourly rate)

Monday to Saturday - First 2 hours

150%

Monday to Saturday - After 2 hours

200%

Sunday

200%

Public Holidays - Full Time & Part Time

250%

Public Holidays - Casuals

130%

Full Time Employees:

The overtime conditions for Full Time employees is based on clause 19.1(a):

📜 19.1 Definition of overtime

(a) Overtime is all time worked by an employee:

(i) outside the spread of hours prescribed in clause 13.1; or

(ii) in excess of an average of 38 hours per week over a period of 4 weeks; or

(iii) in excess of 10 hours on any day.

Please see below for the details on the span of ordinary hours under the Fitness Industry Award:

📜 13. Ordinary hours of work and rostering arrangements

13.1 Ordinary hours may be worked over any 5 days of the week, between the hours of:

(a) 5.00 am and 11.00 pm, Monday to Friday; and

(b) 6.00 am and 9.00 pm, Saturday and Sunday.

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

  • Outside the span of ordinary hours;

  • 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.

  • 10+ Hours worked in a day.

Part Time Employees

The overtime conditions for Part Time employees are based on clause 19.1(a) and (b):

📜 19.1 Definition of overtime

(a) Overtime is all time worked by an employee:

(i) outside the spread of hours prescribed in clause 13.1; or

(ii) in excess of an average of 38 hours per week over a period of 4 weeks; or

(iii) in excess of 10 hours on any day.

(b) For part-time employees, all time worked in excess of the hours as agreed under clause 11.2 or varied under clause 11.3 will be overtime.

Please see below for clauses 11.2 and 11.3:

📜 11. Part-time employees

11.2 At the time of engagement the employer and the part-time employee will agree in writing on a regular pattern of work, specifying at least:

(a) the hours worked each day;

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

(c) the actual starting and finishing times each day.

11.3 Any agreed variation to the hours of work will be recorded in writing.

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

  • Outside the span of ordinary hours;

  • 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.

  • 10+ Hours worked in a day;

  • Beyond Regular Pattern of Work

For details on how to manage a Part Time employee's regular pattern of work and recording variations to the pattern please see here.

Casual Employees

Overtime conditions for Casual employees are based on the below:

📜 19.1 Definition of overtime

(a) Overtime is all time worked by an employee:

(i) outside the spread of hours prescribed in clause 13.1; or

(ii) in excess of an average of 38 hours per week over a period of 4 weeks; or

(iii) in excess of 10 hours on any day.

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

  • Outside the span of ordinary hours;

  • 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.

  • 10+ Hours worked in a day.

Minimum Engagements

The Fitness Industry Award stipulates minimum engagements for part time employees, casual employees and on public holidays.

Part Time Employees

📜 11.4 An employer is required to roster a part-time employee for a minimum of 3 consecutive hours on a shift or a minimum of 3 hours, exclusive of meal breaks, on a broken shift.

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

📜 12.3 Minimum engagement

(a) Subject to clause 12.3(b),a casual employee must be engaged for a minimum period of 3 hours’ work at the appropriate rate or be paid per engagement for a minimum of 3 hours’ work at the appropriate rate.

(b) A casual employee who is classified as a Level 2,3,3A,4,4A or 5 instructor, trainer or tennis coach or as a trainee undertaking practical work involvement may be engaged for a minimum period of one hour’s work at the appropriate rate or be paid per engagement for a minimum of one hour’s work at the appropriate rate.

To cater to the two casual minimum engagements under the Award there are two different casual Employment Types available:

The Casual (3 Hour Minimum Engagement) employment type will automatically apply the 3 hour minimum engagement as outlined under clause 12.3(a).

The Casual employment type will automatically apply the 1 hour minimum engagement as outlined under clause 12.3(b).

Public Holidays

The below clause is only applicable to full time and part time employees working on a public holiday.

📜 25.3 Payment for working on a public holiday

(a) A full-time or part-time employee must be paid at the rate of 250% of the minimum hourly rate for all hours worked on a public holiday. An employee required to work on a public holiday must be engaged or be paid for at least 4 hours’ work.

The public holiday minimum engagements will automatically apply if the time worked is under the stipulated shift length.

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 Fitness Industry Award Managed Template the available shift tag is:

Weekend Public Holiday

This shift tag is applicable when an employee is working a day that is a public holiday and a Saturday or Sunday.

There is a separate set of award rules associated to the 'Weekend Public Holiday' tag as weekdays and weekends have a different spread of ordinary hours per clause 13.1:

📜 13. Ordinary hours of work and rostering arrangements

13.1 Ordinary hours may be worked over any 5 days of the week, between the hours of:

(a) 5.00 am and 11.00 pm, Monday to Friday; and

(b) 6.00 am and 9.00 pm, Saturday and Sunday.

As a default, the ordinary hours span on public holidays is set to the weekday hours of 5.00am to 11.00pm. This is because weekday public holidays are more common.

In order to apply the weekend span of hours to a public holiday this shift tag should be applied.

To use this shift tag it needs to be saved against the profiles of the applicable employees in Tanda.

To do this, go to Workforce > Staff > (Employee Name) > Payroll > under ‘Additional Tags’ select Weekend Public Holiday > the click Update Employee Details.

To then apply this shift tag in the timesheet first confirm that the Tanda settings are configured to allow the application of shift tags.

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 tag added to the profile as a drop down option next in the timesheet, as shown below:

Now the shift tag can be applied in the applicable scenarios to apply the weekend span of hours to weekend public holidays.

Before the application of the shift tag:

After the application of the shift tag:

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

Allowances

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

Please see below for further information on how to set up automatic allowances and apply manual allowances in the employee timesheet.

Automatic Allowances

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

  • The Broken Shift Allowance

The Broken Shift Allowance will automatically pull through to the timesheet if the break between shift conditions of the allowance is met per clause 17.2(b):

(b) Broken shift allowance

An employee working a rostered broken shift must be paid per day $15.19 extra...

Please see the below example of the Broken Shift Allowance applying automatically in the timesheet:


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:

  • Leading Hand Allowances (17.2(a))

  • Broken Shift Allowance - Excess Fares (per day) (17.2(b)

  • First Aid Allowance (per day) (17.2(c))

  • Meal Allowance (17.3(a))

  • Vehicle Allowance (Car) Per Km (17.3(b)(i))

  • Vehicle Allowance (Motorcycle) Per Km (17.3(b)(ii))

  • Sleepover Allowance (17.3(e))

To apply one of the above allowances, 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 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 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.

Further Information

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

For further information on this Award please see Fitness Industry Award 2020.

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