This guide summarises the use of tags and work types for clients using the Pay Cat SCHADS Award Template
We have used a combination of employee tags, work types and shift conditions to allow your timesheets to be automatically interpreted according to the Social, Community, Home Care and Disability Services Industry Award 2010 [MA000100] using Pay Cat’s template.
Work Types
You can enable work types for each employee so you can discern which is appropriate to their job. These are selected when completing a timesheet and are a single selection. A shift can be made up of different timesheets each with a different work type. Only one work type can be selected at a time.
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Name |
Use case |
|---|---|
|
Leave work types:
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If using leave requests directly in payroll, please turn all approved leave requests into a timesheet in the ‘Create Timesheet’ screen. |
|
Public Holiday not worked |
Use this work type to record a day that falls on a public holiday where a permanent employee does not work. |
|
24 hour care shift |
Choose this work type when the employee is working a 24 hour care shift as specified. |
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24 hour care shift - Inactive Time |
Choose this work type for the portion/s of a 24-hour care shift where the employee is not providing care. |
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Call Back (Overtime) |
Choose this work type when the employee is required to return to work outside of a rostered shift after finishing for the day, |
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Excursion |
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. |
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First Aid Officer |
Some businesses will change the employee requiring to perform first aid duties from one week to the next. If this is the case, use this work type when recording the shift. Note if an employee is always required to perform first aid duties, you can instead use a tag instead of this work type. |
|
Kilometre Allowance |
Choose this when an employee is required and authorised by an employer to use their own motor vehicle in the performance of their duties, this work type should be used. The number of kilometres should be entered in the units field. |
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Laundering of clothes other than uniforms |
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. |
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No Meal Break |
Choose this work type to indicate that no meal break was taken during the shift. Normally, meal breaks are automatically added for shifts over 5h30m. |
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On Call |
Choose this work 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. |
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Remote Work - Meetings/Training |
Choose this work type when an employee performs remote work that involves participating in staff meetings or staff training remotely. |
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Remote Work - Not on Call |
Choose this work type when an employee performs remote work where the employee is not on call. |
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Remote Work - On Call |
Choose this work type when an employee performs remote work while on call. |
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Sleepover |
Choose this work type when an employer requires an employee to sleep overnight at premises where the client for whom the employee is responsible is located. |
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Work during Sleepover |
Choose this work 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 1 hour of payment. |
Shift Conditions
Shift conditions can be applied by default when creating a new location. That shift condition will be automatically applied whenever a location is selected. Shift conditions can also be applied to an individual timesheet when creating and approving timesheets. More than one shift condition can be selected at a time.
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Name |
Use case |
|---|---|
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The following relate to what sector the client service relates to:
|
The list of shift conditions allows a user to set up clients as locations, and apply a default shift condition to each location. This will allow an employee, when selecting a client, to automatically receive the underlying pay conditions appropriate to that sector of the award e.g. minimum shift length, tiered overtime etc. Note that default shift conditions assigned to a location only work when entering timesheets directly into Employment Hero Payroll. They do not apply when importing timesheets from an external system. If you’re exporting timesheets, you may like to consider writing a rule for each location in the rule sets. |
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Meal Provided |
Use this shift condition where the company provided a meal as part of the shift. This will affect whether an overtime meal allowance will be automatically paid or not. |
Tags
Tags can be selected in bulk (payroll settings > tags) or on the employee details screen. This is something that should be considered when onboarding an employee, and any time the conditions of their employment change.
|
Tag name |
Use case |
|---|---|
|
Dayworker |
The default assumption is that each employee is a shiftworker, that is, they can work times at any hours to facilitate sleepovers, 24 hour care shifts etc. |
|
First Aid |
Assign this tag if the employee is always required to perform first aid duties and is suitably qualified. If they have this tag, they will receive the first aid allowance. |
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Uniform Allowance |
Assign this tag if the employee is to be paid a uniform allowance rather than be provided with uniforms. |
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Laundry Allowance |
Assign this tag if the employee is required to wear a uniform and the employee is required to launder their own uniform, that is, it isn’t laundered by the employer |
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TIL of OT |
Select this tag where the employee and the employer agree that the employee would like to receive time off instead of overtime payments. |
Notes
Sleepovers and Work During a Sleepover
If the employee is entering timesheets, and also the 'sleepover' work type, they will need to ensure that these do not overlap. E.g. if the employee was clocking on and off using WorkZone, he or she would have to go back in and edit their timesheet if they had to wake up during the sleepover, adding a new line for each period of 'sleepover' and 'work during sleepover'.
If they’re entering timesheets at the end of the day i.e. not clocking on / off, then they would create the timesheet like so - see the span of hours across Monday through to Tuesday:
Award Template Updates
28th February 2024
Amendments have been made to resolve issues relating to the following:
- Discrepancies in the interactions between the minimum break between shift rules and the broken shift rules in cases where part time staff received less than their minimum engagement for a shift entitled to such penalties
7th February 2024
Changes were made in each rule set to affect first aid allowance where an employee works less than 38 hours per week. Based on a Fair Work Ruling, the employee should be entitled to an hourly entitlement on worked hours as well as top-up hours.
New rules were added to ensure that where an employee receives top-up hours and is entitled to a First Aid allowance, they will receive the correct number of units.
This change also had the effect of removing the need for an employee to have a qualification in order to receive the first aid allowance. This was based on user feedback that qualifications are more often stored in HR or Care Management Systems rather than payroll. Instead the employee will use either a tag or a work type (see above)
1st February 2024
A change was made in line with Fair Work guidance on excursion shifts. The changes made affect:
- Excursions on weekends are paid at prevailing weekend penalties, and only overtime if applicable
- Excursions on weekdays that cross midnight (overnight excursions) attract a sleepover allowance
15th January 2024
Several changes have been made to amend the following:
- The rules applying the minimum engagement for sleepovers have been adjusted to ensure the correct interaction with clause 25.6 (f) regarding the penalty applicable for broken shifts exceeding a span of 12 hours
- The rules applying laundry & uniform allowance have been split to utilise separate tags to better reflect clause 20.2 (b)
- Laundry allowance has been adjusted to apply on a 'per shift' basis rather than a 'per day' basis to better match the wording of clause 20.2 (b)
- Several rules have been amended and added to ensure that clause 28.4 is applied correctly to cases where employees are recalled to work overtime
- Amendments have been made to prevent the application of the minimum break between shifts penalty on instances where employees are recalled to work overtime
- Amendments have been made to ensure that instances where employees are recalled to work overtime are paid at the appropriate overtime rate
- The broken shift rules have been redesigned such that they will no longer count instances of remote work as contributing to a broken shift
- A rule has been added to ensure that shift penalties are not applied on public holidays not worked assigned with otherwise applicable shift patterns
- Rules have been added to apply the minimum engagement covered in clause 25.7 (f) to instances where employees are rostered to work sleepovers with no adjoining time worked, per feedback we've received which has been ratified by Fair Work
- Adjustments have been made to the rules applying clause 25.7 (f) to better handle circumstances in which an employee worked between different locations, or had a break during work on either side of a sleepover
- A manual override work type has been added for circumstances where, following a remote work shift, the minimum break between shifts penalty should not be applied
- The first aid allowance has been split into weekly and hourly variants to better resolve rounding issues introduced during award rate increases
- The rule applying first aid allowance for casuals and part timers has been adjusted to ensure its application on sections of minimum engagement that employees are entitled to under the award
- Additional templates have been added to better accommodate the worker's compensation clauses covered in the award. More information about paying worker's compensation for staff covered under the MA000100 award can be found here
- The additional annual leave accrual provided for shiftworkers has been moved from operating based on a rule, to instead operating based on the employee's leave allowance template to better accommodate the wording of clause 31.2
It's strongly advised to review any customisations made to affections sections of the ruleset prior to installing updates to the pay conditions. It is also strongly recommended that clients should review the leave allowance templates for permanent staff to ensure that they are in line with clause 31.2.
18th August 2023
An amendment has been made to resolve the following issue:
- Work during sleepover receiving the minimum engagement for shifts adjacent to sleepover in cases where the staff member did not work before or after a sleepover
Clients who have had staff working during sleepovers without working prior or subsequent to a sleepover are advised to review the number of hours paid for the work during the sleepover.
20th July 2023
Amendments have been made to resolve the following issues:
- Saturday and Sunday top-up hours coming through under the default Saturday or Sunday category in certain circumstances.
- The minimum break between shifts penalty being overapplied on shifts adjoining sleepovers. This issue would have caused overpayment in circumstances where a permanent employee worked a shift adjoining a sleepover, and then returned to work with between 8-10 hours of break time, e.g. if an employee worked after a sleepover from 06:00 to 07:00 then returned at 16:00.
Clients who have Full Time or Part Time staff working sleepovers are recommended to review instances of "Permanent - less than minimum hours break between shifts" that have been paid since July 1 to ensure that the appropriate break between shifts has been applied.
7th July 2023
The following missing employment agreements have been added:
- Home Care Level 3 Paypoint 1 - Aged Care - Full Time
- Home Care Level 3 Paypoint 1 - Aged Care - Part Time
- Home Care Level 3 Paypoint 1 - Aged Care - Casual
30th June 2023
Pay rate templates have been updated to incorporate the Fair Work Commission's 2023-24 annual wage increase. The new conditions and rates of pay apply from the first full pay period commencing on or after 1 July 2023. Note that any staff who are providing home care services to aged care clients should be moved across to the appropriate aged care employment agreement & pay rate template.
Additionally, the following rule changes have been made:
- Rules around minimum engagement on ordinary hours have been adjusted to use separate pay categories, to enable the use of roster warnings to highlight these payments.
- Rules have been added to ensure automatic compliance with award clause 25.7(f) regarding shifts worked on either side of a sleepover.
This video outlines what's needed to configure a roster warning for minimum engagements that haven't been met.
30th March 2023
Pay rate templates and employment agreements have been added to anticipate the changes to pay rates for employees working in the Aged Care sector, effective 30 June 2023, as per Fair Work's media release found here. At present, the templates have been created with the same rates as the regular Home Care employment agreements, and they will be updated on the 30th of June when the change comes into effect.
For any clients with staff working in the Aged Care sector, it's our recommendation that you move them onto the corresponding employment agreements at your earliest convenience, to ensure that they are properly configured for the update that will be published for the next financial year.
2nd February 2023
We have updated the award to reflect changes made as part of the Fair Work Decision regarding Paid Family and Domestic Violence Leave. Further information on what changes have been applied to the platform and what you should be aware of can be found within this article.
We have created the following new categories:
- New Leave Category: Paid Family and Domestic Violence Leave.
- New Pay Category: Paid Family and Domestic Violence Leave.
- New Work Type: Paid Family and Domestic Violence Leave taken.
We have updated the Leave Allowance Templates to disable the existing unpaid Family and Domestic Violence and we have enabled the new Paid Family and Domestic Violence Leave. We also updated any impacted rule conditions.
As part of Fair Work's ruling, an employee must be paid their full pay rate; this includes their base rate plus any incentive-based payments and bonuses, loadings, monetary allowances, overtime or penalty rates, and any other separately identifiable amount.
31 January 2023
- Rule update to prevent unit based timesheets (e.g.) kilometres being treated as time worked when applying the maximum daily engagement rule. Applies mainly to clients importing their timesheets from external systems
08 December 2022
- Updates have been made to the assessment of broken shifts based on the criteria for breaks between periods of work listed in clause 25.4 "Rest breaks between rostered work"
- Updates have been made to exclude broken shift penalties applying on shifts that are already receiving the penalty for not having the minimum break since the previous shift
- Updates have been made to the bring the weekly first aid allowance cap for casual and part time staff in line with the listed value in the pay guide
- Night shift rules have been amended to ensure they operate properly on shifts finishing with a sleepover
- Rules have been added to assess the minimum break between shifts for shifts contiguous with sleepovers in line with clause 25.4 (b) (ii)
- Rules have been added for the operation of clause 31.3 (b) regarding leave loading for shiftworkers
31 October 2022
- An update has been made to resolve an issue with broken shift span of hours penalties being applied to sleepovers
- An update has been made to resolve an issue with public holiday penalties being applied to sleepovers
- The automatic meal break rule has been updated to add a maximum of one break per shift
21 October 2022
- Separate employment agreements have been created to reflect the conditions applicable to the social & community services sector.
- An update has been made to resolve an issue with the minimum break between shifts calculation after sleepovers.
20 October 2022
The following updates have been made to the award template:
- Default shift consolidation has been changed from 59 minutes to 60 minutes, to reflect clause 27.1 (a) regarding meal break length
- A rule has been added to resolve issues with the minimum break rules affecting default hours after sleepovers
- Night shift and afternoon shift timings have been changed to reflect the exact wording of clause 29.2
10 October 2022
This is the initial release of the template. The template improves on Employment Hero Payroll's existing SCHADS template in the following ways:
- Automatically determines the 8 hour versus 10 hour break between shifts based on if the previous shift included a sleepover. Previously this needed to have a work type applied manually, which was inconvenient for clients importing timesheets from other systems.
- Removed the need to tag employees with their sector. Instead there is an employment agreement and rule for each sector. On top of this, you can use a shift condition to switch between sectors within the same rule set, meaning you can have mid pay period changes to how shifts should be interpreted e.g. an employee may switch between home care and disability care from one client to the next.
- Employment Agreements are based on each level and pay point, not just a level. This is based on client feedback that automatic pay point progression is not in keeping with the awards progression requirements. Clients can now leave an employee on a pay point and set a warning on the anniversary date to conduct a review of their pay.
- Work types are not required where the employee works more than one broken shift in a pay period. This will help simplify timesheet approval and also simplify timesheets for clients importing from external care management systems.
- There is no longer separate employment agreements for daywork versus shiftwork. Instead the default assumption is shiftwork which, based on feedback is the overwhelming majority of employees. If an employee is engaged as a day worker they simply need to be tagged accordingly.
- Introduction of standard qualifications for the industry. This includes a first aid certificate which will be required to receive the first aid allowance. It also includes the common TAFE qualifications to help new clients take advantage of Employment Hero Payroll's qualification management features.
In a future release, we also have future plans of supporting Qleave, ACT Portable LSL and Victorian Portable LSL as part of these templates. For employees working in the states of Queensland, Victoria or ACT we have set the LSL accrual rate to 0 to prevent double counting the LSL requirements.