This help guide will detail how to change pay conditions in staff profiles, including updating their employment type, classification, hourly rate, employment awards, and salary.
What Does This Guide Cover?
How Do Pay Conditions Work?
Pay conditions define how an employee is paid, including their entitlements under an Industry Award or private Enterprise Bargaining Agreement. Typically, an employee's pay conditions include the following:
Position
Industry Award
Employment Type
Classification/Level
Allowances/Penalties
Hourly Rate or Salary
Alternate Rates
Contracted Weekly Hours/Regular Hours of Work
Some Tanda accounts also use Additional Tags to apply extra penalties and overtime conditions. See below for an example of successfully configured pay conditions (note: 'Harper Lee' is a demo employee).
A pay condition can be either:
Current: These are the pay conditions that currently apply.
Past: These are the pay conditions that previously applied to the employee.
Scheduled: These pay conditions will take effect on a specific date.
Showing current, past, and scheduled pay conditions is beneficial for record-keeping purposes. This provides a comprehensive history of any changes to an employee's pay conditions, including a receipt of who made the changes and when. If you ever need to prove an employee's past pay conditions for auditing purposes, you have a convenient, comprehensive record stored on their staff profile.
Accessing an Employee's Pay Conditions
Pay Conditions are located in each employee's profile. You can access an employee's pay conditions by navigating to Workforce > Staff > *Employee name* > Pay Conditions.
Users must have either a Manager or Admin-type role with the 'Edit Wages' permission enabled (Settings > Permissions > Show Advanced Settings > Customise Access & Roles) to view pay conditions. If you cannot view an employee's pay conditions, you don't have the required permissions. To confirm your permission settings, contact your account admin.
Updating an Employee's Pay Conditions
You can update an employee's Pay Conditons by clicking the “Edit Current Pay Conditons” button.
This will give you three options to edit an employee's pay conditions.
Select whether you want to apply these changes:
From the start of the current pay cycle
From the start of the previous pay cycle
From the start of employment
If you need clarification on what pay period you're currently in, it will be displayed alongside the employee's pay conditions. To learn more about pay cycles, see our help guide.
Additionally, you can use the "Schedule Change" option to update the employee's pay conditions from a future date (for instance, you might want to schedule a change for an employee's birthday when new pay rules apply).
From here, you can update any of the following pay conditions fields:
Employment Type
Overriding hourly rate (optional)
Annual Salary (optional)
Regular hours of work (optional)
Once you're happy with your updates, click 'Confirm Changes.'
Updating a Pay Conditions Contract
To update a Pay Conditions contract:
Navigate to the Pay Conditions tab via Workforce > Staff > *Employee name* > Pay Conditions.
Click “Edit Current Pay Conditions.”
Select “From Start of Current Pay Cycle” OR "From Start of Previous Pay Cycle"
Make any necessary changes to the Pay Conditions and Regular Hours of Work fields.
To send a contract or document to the employee when making these changes, tick the 'Notify' checkbox.
Select the applicable Contracts and Documents you want to send the employee. You can also upload your own.
Click 'Review Contracts' to enter and save any Dynamic Fields. When you're happy, click 'Finish.'
Click 'Confirm Changes'. You will then be prompted to review and confirm your changes. If you notice any issues, select “Keep Editing.” Otherwise, select 'Confirm and Apply' to apply your changes.
The changes will then take effect at your nominated time. To learn more about Contracts & Documents in Tanda, see our help guide.
Schedule a New Pay Conditions Contract
You can also schedule a pay condition to apply in the future, with a new contract sent when the future conditions take effect. To do so:
Navigate to the Pay Conditions tab via Workforce > Staff > *Employee name* > Pay Conditions.
Scroll to the 'Upcoming Pay Conditions' sub-heading and click 'Schedule Change.'
Select when you want the scheduled changes to apply (either in one week, two weeks, three weeks, or on a custom date).
Update the employee's pay conditions as desired.
If you want to send a contract or document to the employee when these changes apply, tick the 'Notify' checkbox. Then:
Select the relevant contracts and documents.
Select review contracts, fill in any missing information, and click 'Finish'.
Click 'Confirm Changes'. You will then be prompted to review and confirm your changes. If you notice any issues, select “Keep Editing.” Otherwise, select 'Confirm and Apply' to apply your changes.
Your scheduled updates will appear in the “Upcoming Pay Condition” section. On your nominated date, Tanda will automatically update the employees' pay conditions.
If circumstances change, you can easily delete a scheduled change before it applies by selecting 'Delete Change.'
Viewing an Employee's Pay Condition History
Whenever you update an employee's pay conditions, these changes are tracked under 'Employee History.'
Expanding the 'Employee History' section will display a table that shows the following fields:
Action (what has changed)
User (who made the change)
Time (when something was changed)
Specific details of the changes
This receipt is beneficial if you ever need to prove an employee's past pay conditions (i.e. during an audit).
FAQs
I've added my Industry Award, but my employee's pay rates are showing as $0.00. Why?
I've added my Industry Award, but my employee's pay rates are showing as $0.00. Why?
Many Industry Awards calculate pay rates based on an employee's age. If you've added your Industry Award but the relevant pay rates aren't applying, the employee might not have a birthday entered on their profile. You can amend this by navigating to an employee's profile, selecting Personal Details, and adding their birthday in the 'Date of Birth' field.
How do I update an employee from part-time to full-time?
How do I update an employee from part-time to full-time?
You can update an employee from part-time to full-time by changing their pay conditions. Specifically, you will need to update their Employment Type.
How do I edit or update my Pay Period?
How do I edit or update my Pay Period?
To do so, navigate to Settings > Timesheets > Manage Pay Periods. You can learn more in our help guide.
I'm an employee. Why can't I see my own pay conditions?
I'm an employee. Why can't I see my own pay conditions?
By default, employees can't see their own pay conditions. There is no way to bypass this. To view staff pay conditions you must have either Manager or Admin-level permissions.