Prepare ShiftCare for use by using the Pay Cat SCHADS Template.
Note: ShiftCare has released a native integration with Pay Cat which replaces this method. Check out the article here to set it up: https://www.paycat.com.au/en/knowledge/how-to-connect-pay-cat-to-shiftcare
If you are a new or existing ShiftCare user, there are a few preparation steps you'll need to do to ensure that your file is ready to use.
1. Changing your export format
It's likely you're currently connected to Xero or MYOB, so now is a chance to check you're now connected to the correct system.
- Head to Account > Settings and scroll to "Time and attendance". Choose Edit
- Go to the "Payroll Software" dropdown and select "KeyPay" from the dropdown list
- Below this, where it says "Add additional timesheet field", select "Client custom field"
Creating Shift types
ShiftCare will give you some default shift types and it's possible you've created your own. Three default shift types provided will be:
- Sleepover
- Client Expense
- Night Shift
For these existing ones, head to Account > Settings > Shift Types and choose 'edit'. You can enter an 'external ID' against these existing items, which will map them to the right work type in the Pay Cat SCHADS Template. This table shows you which external IDs to enter for each system Shift Type:
| Shift Type | External ID |
| Sleepover | 1983609 |
| Night Shift | 2305052 |
| Personal Care | 2305052 |
| Client Expense | N/A |
The Pay Cat SCHADS Templates have other shift types you can set up that interact with the award conditions. You can set all of these up or only select the shift types that are relevant to your business. e.g. if you don't run 24-hour care shifts then don't worry about setting these up.
| Shift Type | External ID | Use Case |
| 24 Hour Care Shift | 1983614 | Choose this work type when the employee is working a 24 hour care shift as specified. |
| 24 Hour Care Shift Inactive Time | 1983615 | Choose this work type for the portion/s of a 24-hour care shift where the employee is not providing care. |
| Call Back (Overtime) | 1983617 | Choose this work type when the employee is required to return to work outside of a rostered shift after finishing for the day, |
| Excursion | 1983612 | Choose this work type when an employee is required by the employer and agrees to supervise clients in excursion activities involving overnight stays from home. |
| First Aid Officer | 1984645 |
Some businesses will change the employee required to perform first aid duties from one week to the next. If this is the case, use this work type when recording the shift. If the employee has this shift type, and an unexpired first aid certificate recorded as a qualification, they will receive the first aid allowance. Note that if an employee is always required to perform first aid duties, you can instead use a tag instead of this work type. |
| Laundering Of Clothes Other Than Uniforms | 1984646 | Choose this work type when the clothing of an employee (other than a uniform) is soiled in the course of the performance of their duties. |
| On Call | 1983622 | Choose this shift type where an employee is required to be on call (i.e. available for recall to duty) during any 24 hour period or part thereof. 1 unit represents 1 day where you are on call. |
| Ordinary Work | 2305052 | Choose this shift type if you wish to use a shift type on shifts that don't match any other description. This is optional - a shift without a shift type will be treated as ordinary work. |
| Public Holiday Not Worked | 1983621 | Use this shift type to record a day that falls on a public holiday where a permanent employee does not work. |
| Remote Work Meetings/Training | 1983618 | Choose this shift type when an employee performs remote work that involves participating in staff meetings or staff training remotely. |
| Remote Work Not On Call | 1983619 | Choose this shift type when an employee performs remote work where the employee is not on call. |
| Remote Work On Call | 1983620 | Choose this shift type when an employee performs remote work while on call. |
| Shift Following Remote Work Override Minimum Break Between Shifts Penalty | 2308373 | Choose this shift type if you would like to override the default behaviour that a shift following a remote work shift will receive a penalty if there's no 10 hour gap. |
| Work During A Sleepover | 1983610 | Choose this shift type where an employee is required to undertake work during a sleepover shift. All time worked during a sleepover shift is paid at overtime rates within a minimum of 1 hour of payment. |
3. Mapping clients to locations
With the timesheet export, you can export codes representing the client as a 'location' inside of payroll. This gives you the advantage of setting up 'sectors' of the award in payroll. It also lets you map these codes to tracking categories if you're using Xero for your accounting. It is recommended that you set up each client as a location and map the two together.
To create a location in Payroll
- Head to payroll settings > Locations
- Select Add
- Give the Location a name that is the same as the client name
- For state, choose the residential state for the client
- Leave country blank
- For Timezone, select an appropriate timezone based on the state chosen
- If connected to Xero, you can select tracking category 1 and 2 from the dropdown list. You can select 2 tracking categories 1 tracking category or leave them blank
- Check the box "This location correlates with a record in another system" and give the client a code. It doesn't matter what code you use here as long as it is consistent between ShiftCare and payroll.
- Optional - Under 'Default Shift Conditions' select add and select the relevant sector the client belongs to. For instance, you may select:
- Crisis Accommodation Service Work
- Day Care Service Work
- Disability Service Work
- Home Care Service Work
- Social & Community Service Work - Non-disability work
NB: If you skip this step, payroll will assume the sector chosen for the employee based on their 'employment agreement' selected in their pay run defaults screen.
- Check the box 'Make this location available to all employees
- Choose 'Save'.
To map the location in Shiftcare
- Head to Clients > List
- Under Settings, select 'Edit'
- Under the Custom field, enter the code you used for this client in payroll. Make sure they are the same (case-sensitive)
- Select 'Update' to save
Repeat the above process for each of your clients, and any time you add a new client to ShiftCare.
Set up allowances
If you run sleepover shifts, you must attach work during sleepover as an 'allowance'. The Pay Cat Timesheet Converter will then assume this work during the sleepover shift occurred in the exact middle of your sleepover shift. To facilitate this, you will need to create some allowances.
In ShiftCare:
- Go to Account > Pay Items > Allowances
- Press 'New Allowance' to create a new allowance.
- Create the following allowances shown in the table below, ensuring the 'Code' is exactly as is shown below (NB: The Name and Code can be the same, or you can use a name that makes sense for your business. Please note though, that the code should be exactly as shown below):
| Awake 1 | Awake 3.5 | Awake 6.25 |
| Awake 1.25 | Awake 3.75 | Awake 6.5 |
| Awake 1.5 | Awake 4 | Awake 6.75 |
| Awake 1.75 | Awake 4.25 | Awake 7 |
| Awake 2 | Awake 4.5 | Awake 7.25 |
| Awake 2.25 | Awake 4.75 | Awake 7.5 |
| Awake 2.5 | Awake 5 | Awake 7.75 |
| Awake 2.75 | Awake 5.25 | Awake 8 |
| Awake 3 | Awake 5.5 | |
| Awake 3.25 | Awake 5.75 | |
| Awake 3.5 | Awake 6 |
Using Work During Sleepover Allowances
When creating a sleepover shift, your employee advises you that they have worked one or more work during sleepover shifts. If the shift duration is less than an hour, choose "Awake 1". Otherwise choose the total duration
To attach the allowance to the shift:
- Go to Scheduler
- Find the shift part that is using the 'sleepover' shift type and click on the shift
- Choose Edit to open up shift editing (note you may need to remove the approval first)
Scroll to Shift > Allowance and choose the duration of the Work During Sleepover (in total). Note that you should only make one 'Awake' selection. Choose 'save' when finished.
The example above will create the following shifts when imported into payroll via Pay Cat's ShiftCare timesheet importer:
Sleepover - 10:00 PM to 12:30 AM
Work during sleepover - 12:30 AM to 03:30 AM
Sleepover - 03:30 AM to 06:00 AM
Note that you have the choice whether to import these as approved or just submitted timesheets. This makes it easier if you need to make amendments in payroll to reflect the actual times worked. We recommend making the edit in payroll particularly in the cases where the time before midnight lies on a Sunday or Public Holiday