Working Hours and Leave Policy
(Please confirm that this policy complies with your National Labour Law)
Regular scheduled working hours
- An employee’s work week is Monday to Friday, 08:30 to 17:00
- Full time employees must work at least (40) hours per work week
- Part time or hourly employees must ensure that their timesheets and tasks are accurately captured
Overtime is any hours worked by employees outside of the normal (40) hours. You may be required to work reasonable overtime. Overtime must be agreed to, and approved by, the employee’s direct manager, with the following qualifications:
- Saturdays are part of the normal work week, and overtime will not be applicable;
- Sundays are not part of the normal work week, and overtime will be paid at one and a half times the normal rate;
- When employees claim overtime, they must ensure their timesheets and tasks are accurately captured; and
- Employees may request ‘time off’ instead of monetary compensation for time worked. This must be approved by the employee’s direct manager.
- Any unpaid breaks must be noted; and
- Employees are allowed 1 paid hour for lunch. This hour may be split as follows: 30 minute meal time, two (2) 15 minute tea breaks.
Employees are entitled to  days of paid time off per year. Annual leave days must be approved by the employee’s direct manager before the commencement date. Employees do not need to submit a reason for annual leave.
Annual leave [may/may not] be transferred to the next year, although it is encouraged that employees use their annual leave throughout the current year.
[Country] has  public holidays for which employees will be paid. Employees are not required to work on these public holidays:
Employees are entitled to  days of sick leave per year. Sick days do not have to be approved by the employee’s direct manager before the commencement date, however, employees must supply a valid reason (e.g. doctor’s note).
Sick leaves are non-transferable.
Employees are entitled to  days of compassionate leave per year. Compassionate leave does not have to be approved by the employee’s direct manager before the commencement date. If an employee needs more time, they will be allowed to use their annual leave, or request unpaid leave.
Disabilities and circumstances all vary and each case will be assessed in it’s own right and the amount of leave will be determined.
The amount of leave will to be related to the amount of time required for treatment, rehabilitation, or assessment.
If more time is required, the employee may apply for a reassessment. Sick leave and annual leave do not apply to disability leave.
Maternity and Paternity Leave
Maternity/paternity leave is a paid leave an employee is entitled to because of the birth of an employee’s own child, or the placement of a child with the employee in case of adoption or foster care. Maternity/paternity leave is not deducted from the employee’s annual leave.
The paid leave is compensated as follows:
- Less than one full year of service – [40%] of salary
- After one full year of service – [60%] of salary
- After 5 full years of service – [100%] of salary
Maternity/paternity leave must be approved by the employee’s direct manager.
If, for any reason not specified above, an employee needs time off from work, but has no annual leave or sick leave accumulated, that employee has the right to request unpaid leave.
The employee’s direct manager will approve or decline the request, and calculate the unpaid based on the average number of working days per year.
Other Employee Handbook Content Resources:
Awards & Rostering | read
How much do full time staff really cost?
Being in the business of managing staff costs, we often hear people say that casual staff just cost so much more than their full time equivalents. I mean, that extra 25% is a killer, right? Especially for staff who work a fairly consistent schedule each week, it’s almost like free money. For a while there I went along with that, not really giving it much thought. But today the thought struck me – casuals miss out on plenty of benefits afforded to full and part timers, so are they really better off? I decided to investigate further. What follows may surprise you. First – how many days in a year does a full time employee work? Weeks in a Year: 52 Working Days in a Year: 260 So far so good. We’re going to ignore the 1 or 2 days that we’re off by, for the sake of a nice round number. Next, let’s look at this full time employee’s entitlements, in days. Annual Leave: 20 (4 weeks) Personal Leave: 10 (2 weeks) Public Holidays: 10 We’ll assume a 7.6 hour work day and 17.5% leave loading. So how many hours of leave are we paying? Annual Leave – Base: 152 Annual Leave – Loading: 26.6 Personal Leave: 76 Public Holidays: 76 Total Hours of Leave Paid: 330.6 Earlier we calculated how many days of work one can work in a year, now let’s subtract leave taken to get a more accurate figure. Days of Leave Taken: 40 Actual Days Worked in a Year: 220 Actual Hours Worked in a Year: 1672 Divide 330.6 (hours of leave paid) by 1672 (hours worked) and we get 19.77%. Remember, we are comparing this to the 25% loading paid for casual staff. So from this perspective, yes, your full time and part time staff are still cheaper – but only by 5.23%. And even that number is probably on the low side. We ignored long service leave and maternity leave because they are a bit more unreliable. Both they are also costs (or accruals) that can definitely add up! When you take into account the fact that you only have to pay casuals when you need them, it’s easy to see why more and more Australian employers are turning to casual staff. According to the ABS, this has been growing steadily since the 90’s, and today over 1 in 5 jobs in Australia are casual.
Industry Insights | read
Why Brisbane is Australia’s best city for start-ups
Since we’ve started flogging time and attendance software at Tanda, our team has bought over 40 airline tickets across Australia. We’ve been to every capital city and done business at hundreds of locations all around Australia. One thing really hit home: Brisbane is the best place to be a startup. Here are five reasons why: 1. Cost of living This is by far the biggest benefit of being in Brisbane; housing and office space are so much more within the price range of a business that’s just starting. This has allowed us to bootstrap to a considerable size without using external funding. 2. Transport This may sound like a small thing. The best advice we got when we were starting our business was “it takes a lot of shoe leather”, meaning we’d spend a lot of time on our feet talking to anyone who’ll meet with us. Driving around Brisbane is so much better than other capital cities. It’s affordable enough, and nothing is too far away. Despite what philosopher Alain de Botton might say about the Riverside Expressway, it’s one of my favourite features of the city. Because Brisbane’s not that big, we can justify having an office outside of the inner city where rent is a bit cheaper, without feeling like we are out of the loop. 3. BCC Brisbane City Council is making a very concerted effort for the future of the city to be digital. I was lucky enough to receive the Lord Mayor’s budding entrepreneur grant and have heard Cr Quirk talk about the city’s plan for the future and I’m excited about growing a business here. 4. Business community There are a number of great communities around start-ups really getting some traction in Brisbane such as River City Labs and iLab. But the other great thing about the city is how many innovative business people are willing to talk to you and lend a hand – which is particularly good for a B2B business! 5. Talent Brisbane has two great technology courses at QUT and UQ, which makes it much easier to attract and retain young talent to help build and grow our business. It’s a much tougher market for employers in other capital cities, especially those with only one technology-focused university. I’d recommend Brisbane as a great place to start a business for anyone considering starting out. The team at Brisbane Marketing & Digital Brisbane have a lot of support available to you on top of the many other benefits.
Awards & Rostering | read
Easter is coming! What you need to know about paying your staff
Easter is coming up soon, and that means two things! A new season of Game of Thrones to feast on, and – perhaps less excitingly – public holiday rates to pay staff. As a business owner, accountant, or bookkeeper, it’s important to be aware of how public holiday rates over Easter and ANZAC Day should be paid in your state. First, let’s see when the holidays will be in 2014. You might be surprised! If your business is open on any of these public holidays, you’ll need to pay staff the appropriate public holiday rates. You should check your award, which will tell you exactly what multiplier or penalties to apply, often under a Public Holidays section. A common multiplier is 2.5x. Some businesses pay staff salaries, or pay casually “above award”. Public holiday penalties still apply! If you have a contract, it should cover this – check with Fair Work if you are unsure. Staff who don’t work on a public holiday If you have full or part time staff who should have worked on any of the weekday public holidays – Good Friday, Easter Monday, and Easter Tuesday in specific cases – they are still entitled to pay, even if they do not work. Generally you’ll pay at base rate for the hours staff would have been entitled to. Of course, if staff do work on the day, you’ll pay at a higher rate as dictated by the award (see above). But keep in mind: this only applies if they usually work on that day. For example, a part timer in Queensland who generally works Tuesday to Thursday probably wouldn’t get paid the public holidays because there’s no public holiday on those weekdays. Check your award/agreement to be sure! If your award dictates how rostered days off work, you should check to see if staff with an RDO on a public holiday are still paid. In some states, some kinds of businesses are not permitted to open on public holidays due to trading regulations. If this applies, you will probably still be required to pay staff who would otherwise work on that weekday. Again, if you’re not sure, it’s best to ask. Staff who work on a day that isn’t a public holiday Keep in mind that the rest of the award doesn’t shut off just because it’s Easter. For example, if you are in Tasmania and pay Saturday rates, you’ll still need to pay these on Easter Saturday (which is not a public holiday for you). Tell me some more interesting facts about payroll around public hoildays Did you know… If an employee takes sick leave around a public holiday (eg. Thursday April 24 to Monday April 28), they still get paid the public holiday if they were otherwise supposed to work that day (ie. full/part time) If an employee takes annual leave, public holidays during the leave period don’t count towards their annual leave balance Public holidays do not need to be paid for staff on unpaid leave Staff cannot be forced to work on a public holiday if they have reasonable grounds for doing so. Common reasons include: the amount of notice given, family responsibilities (especially over Easter), and whether one could reasonably expect the business to be open on a public holiday. Tanda’s employee time clocks automatically interpret industry awards – including public holidays – so you can be sure you paid staff right, without tedious manually data entry Where can I get help? Add the Fair Work Infoline to your speed dial, they are always happy to help. The number to call for any payroll queries is 131 394. What’s your favourite easter treat? We’re impartial to Lindt chocolate bunnies. Yum. Note: none of the above constitutes formal payroll advice. Always check with your accountant, bookkeeper, or Fair Work.