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  1. Scheduling
  2. Workers
  3. Staff Contracted Hours

Staff Contracted Hours

Overview

The Staff Contracted Hours feature allows you to record and manage each staff member’s employment details, including their start and end dates, employment basis, and contracted weekly hours. 

To update a staff member’s contracted hours, the user must have the Manage HR Details for Users permission enabled.

For more information on permissions, click on the following link.

Once this permission is active:

  • Open the User Profile.
  • Click on the HR tab.
  • In the Contract section, click on Create.
  • Enter the relevant information in the fields, and click on Create.
    • Details on this page include:
      • Award — Which award's pay rules apply to this worker (see Award below).
      • Start Date and End Date
      • Employment Basis — Full Time, Part Time, or Casual.
      • Weekly Hours — Used to store contracted hours.
      • Entitled to First Aid Allowance — This will be factored into Timesheet Batches (SCHADS Award contracts only).

Weekly hours are useful for monitoring workload — on the Schedule page, you can see how many hours the support worker has worked/is scheduled for in a given week vs the contracted hours.

Award

Employment details include an Award field, which determines which award's pay rules are applied to the worker's shifts across timesheet interpretation, scheduling alerts and payroll exports.

Choose from:

Fields that only exist under SCHADS — the SCHADS Overtime Stream, Entitled to First Aid Allowance and Minimum Break Near a Sleepover — are hidden on a Nurses Award contract.

Minimum Break Near a Sleepover

Employment details include a Minimum Break Near a Sleepover field, which records the rest period the worker has agreed to where a break sits directly before or after a sleepover shift.

Under the SCHADS Award the minimum break between shifts is 10 hours. The only reduction the Award allows is to 8 hours by agreement, and only where the break is next to a sleepover (clause 25.4(b)). A break between ordinary shifts always requires the full 10 hours — this field does not change that.

Choose from:

  • 10 hours - Award default — no 8-hour agreement is in place; breaks next to sleepovers also require 10 hours.
  • 8 hours - By agreement — the worker has agreed to a reduced 8-hour break where it adjoins a sleepover.

When you edit a worker's employment details, the field defaults to 10 hours - Award default. Select 8 hours - By agreement only where that arrangement is in place for the worker.

Scheduling alerts respect the value you set here. If a worker is set to 8 hours - By agreement, a compliant 8-hour break beside a sleepover no longer triggers a false Minimum Break alert.

SCHADS Overtime Stream

Employment details include a SCHADS Overtime Stream field, which determines how the first Monday–Saturday overtime band is calculated when shifts are interpreted for SCHADS pay.

Choose from:

  • Disability services — the first overtime band is 2 hours (paid at the first overtime rate) before the higher overtime rate applies. This is the default for new contracts and applies to all employees.
  • Social, community & crisis accommodation — for full-time employees the first overtime band is 3 hours. Part-time and casual employees on this stream stay at 2 hours.

Set this to match the stream the employee is engaged under so timesheet interpretation applies the correct overtime split. For more detail, see SCHADS Interpretations in Astalty.

Making Changes to Contracts

While editing Contracts is not generally recommended, there may be occasions where changes are required, such as correcting an error.

To edit a Contract:

  1. Open the User’s HR & Payroll menu and select Edit in the Contract section.
  1. Make the required changes, then click Update to save.

If a staff member’s employment type is changing (for example, from Casual to Part Time), it is recommended to end the existing Contract and create a new one rather than editing the current Contract.

To do this:

  1. Click on Edit for the current Contract.
  2. Update the End Date, and click Update.
  3. Select View All Contracts to see a list of all historical Contracts. From this page, you can open and edit previous Contracts if required. Contracts can also be deleted, although this is not recommended.
  1. To create a new Contract, click Create Contract, enter the relevant details, and then click Create.

The active Contract will always be displayed on the User’s HR & Payroll page. All Contracts are listed in chronological order, from newest to oldest, on the View All Contracts page.