Within pay condition rule sets, the Higher Classification condition is only useful when using employment agreements.
Configuring Employment Agreements
In the configuration for employment agreements, you are able to assign a rank to each agreement.
If one agreement has a higher rank than another then it will be considered to be a higher classification.
Business settings to enable higher classifications
Being able to select higher classifications when clocking in or submitting timesheets will only be available for the employee to select if the business setting permits. There are 3 settings in regards to higher classifications. These include:
- The ability to select higher classifications when entering timesheets - to do this, go to the Payroll settings > Timesheets page and tick the box that says "Enable employees to select higher classifications (only relevant where Awards/Employment Agreements are in use)". This will allow employees to be able to edit a timesheet submitted via Swag or the employee portal to select a higher classification.
- The ability to select higher classifications when clocking in via Swag - to do this, go to the Payroll settings > Employee portal settings page and tick the box that says "Allow employees to select a higher classification when clocking in". This will allow the employee to select a higher classification when clocking in via Swag.
- The ability to select higher classifications when clocking in via Clock Me In - to do this, go to the Payroll settings > Time and attendance page and tick the box that says "Allow employees to select a higher classification when clocking on".
Entering higher classifications via Timesheets
When filling in timesheets (either the employee filling in their own timesheets or a manager filling them in on behalf of the employee), if an employee is assigned an employment agreement and there is a higher ranking agreement in the system, the classification will be able to be entered via the timesheet editor dialog.
In order to add a higher classification, the employee (or manager on their behalf) needs to click on the 'pencil' icon on the right hand side of the timesheet grid to edit a timesheet.
Select the higher classification from the drop down list.
Click 'Apply' when all modifications are complete.
When the dialog closes, the timesheet line will have an icon to indicate that the employee worked at a higher classification.
Additionally, on the timesheet approval page, any shifts with a higher classification assigned will be clearly marked.
Any higher classification shifts that are approved will be paid at the higher rate when processed in a pay run.
Higher classification for part of a shift
If an employee needs to record that he worked at a higher classification for part of a shift, they will need to submit 2 timesheets by adding another timesheet line. For example, in the screenshot below, the employee is indicating that they worked for 3 hours at a higher classification and 4.5 hours at their standard classification:
Configuring Rule Set
Some award agreements specify that if an employee works a shift for more than a certain amount of time at a higher classification then the whole shift should be paid at that classification. To support that, we need to configure the shift consolidation setting on the pay condition rule set:
This will allow the rules engine to treat adjoining timesheet lines as a single shift.You can then include a rule in a ruleset such as:
This will satisfy the requirement to apy the entire shift at the higher classification.
If you have any feedback or questions please contact us via support@yourpayroll.com.au