🎯This article is relevant to Planday customers who’ve enabled the Hospitality Award on Planday. It provides an overview of the relevant functionality in Planday and the content of Planday’s built-in award interpretation feature (“Award library”) for the Hospitality Industry and links to additional guides to ease the set-up process of a Planday organisation.
If you’re unsure of the correct Award coverage for your company or your employees, we encourage you to visit the Fair Work Commission Awards finder page or contact the Fair Work Ombudsman to discuss this further. Getting this right is very important as it sets the foundation for paying your employees correctly. You should also seek any independent legal advice as appropriate for your business.
Please also note that Planday focuses on the most common time and attendance related parts of the Hospitality Award and does not cover all award requirements, for example allowances, shift work and some overtime. Please refer to this Help Centre article for more information about the award exclusions.
Changing or overriding award configurations
Set out below is how Planday configures award requirements relating to contract rules, break rules, shift types and overtime. Whilst you are able to change the hours or rules specified, please note that overriding or changing these configurations could be in breach of your compliance obligations. You should seek independent legal advice as appropriate for your business.
Link to the official award: https://library.fairwork.gov.au/award/?krn=MA000009
Employee types
‘Employee types’ are used to define the employee’s employment basis. This is important to ensure that your employees are covered by the appropriate rules and automations in Planday.
Action required: Map your employees to the correct employee type. Learn more about Employee types in this article.
Name of Employee type |
Full time |
Part time |
Casual |
Classifications
‘Classifications’ can be used to set your employees’ minimum hourly rates as per the Award. Planday supports the most common classifications of the Award which are pre-set for your convenience as detailed below.
Note: Casual loading for casual employees is added automatically and separately with a payroll supplement.
Action required: Assign a classification to your employees. Learn more about classifications in this article.
Name of Classification | Level |
Adult | Intro level Levels 1 - 6 |
20 years | Intro level Levels 1 - 6 |
19 years | Intro level Levels 1 - 6 |
18 years | Intro level Levels 1 - 6 |
17 years | Intro level Levels 1 - 6 |
Under 17 years of age | Intro level Levels 1 - 6 |
Junior Office 20 years of age | Intro level Levels 1 - 6 |
Junior Office 19 years of age | Intro level Levels 1 - 6 |
Junior Office 18 years of age | Intro level Levels 1 - 6 |
Junior Office 17 years of age | Intro level Levels 1 - 6 |
Junior Office 16 years of age | Intro level Levels 1 - 6 |
Levels 2 - 5 | |
Casino gaming | Intro level Levels 1 - 6 |
Note: Classifications for trainees and apprentices are not supported in Planday. We recommend the following article here to enable the manual setup of an employee’s hourly rate should you wish.
It’s important to always check the Award and Fair Work’s Pay and Conditions Tool (PACT) if you’re unsure of the correct classification(s) to allocate to your business. Getting this right is very important and sets the foundation for paying your employees correctly. Alternatively, contact the Fair Work Ombudsman to discuss this in more detail.
Ordinary Hours
This outlines and forms the foundational amount of hours worked by an employee before overtime is triggered, as described by the award. These are supported in Planday with ‘Contract rules’.
Contract rules
You can define each individual employee’s ordinary hours by using Contract rules and visually see how you’re distributing the hours in the schedule. These rules set the foundation for applying overtime rates (covered further down).
Action required:
Review your part time and full time employees ordinary hours of work in line with the relevant award clauses.
Map your employees to the correct contract rules, or create/customise rules relevant to your circumstances. Learn more in this article.
Click here if you want to learn how to change the rules to meet your specific requirements.
Contract rule | Weekly interval | Max hours per day |
Full-time | 38 hours per week | 11.5 hours |
Part-time** | 38 hours per week | 11.5 hours |
Casual | 38 hours per week | 12 hours |
** Note that ‘Guaranteed hours’ is not supported in the ‘Contract rule’ feature. We recommend using ‘Contracted availability’ to define the days and hours of your employees’ availability. See full list of features still in development.
Break rules
‘Break rules’ allow you to automatically apply a set of breaks to the shifts in your schedule according to award specifications. You can also add/remove additional breaks and edit them manually on a shift-by-shift basis. Learn more about break rules in this article.
Automatic breaks
Length of shift | Type of Break(s) |
More than 6 hours (but less than 8) | 1 x 30 min unpaid meal break |
More than 8 hours (but less than 10) | 1 x 20 min paid rest break + 1 x 30 min unpaid meal break |
More than 10 hours | 2 x 20 min paid rest break + 1 x 30 min unpaid meal break |
Action required:
Review the pre-defined break rules under Settings > Schedule > Breaks and verify that the breaks are set up in accordance with how your business operates. Pay special attention to the start and end times of the breaks particularly when using the ‘Timesheets’ feature with pre-defined break rules.
We encourage you to ensure you review disbursement of breaks in shifts in the ‘Timesheets’ feature and adjust them accordingly.
Getting this right is very important and sets the foundation for paying your employees correctly. Refer to the Award for more information on breaks or alternatively contact the Fair Work Ombudsman to discuss in more detail.
Manual breaks
Note: The settings of break rules only look at individual shifts and not the total hours per day.
Please ensure you review the placement of rest and meal breaks in shifts allocated to employees and update as needed to meet your compliance obligations.
The following scenario(s) can be completed using the ‘Timesheets’ feature once shifts have been completed. To learn more, read the article on How to manage and approve Timesheets in Planday.
Length of shift | Type of Break(s) |
More than 5 hours (but less than 6) | If the employee has requested an elective unpaid meal break up to 30 min, the break needs to be manually added on the shift. |
Action required |
|
| To manually add the elective unpaid meal break to the shift, you need to:
|
Length of shift | Type of Break(s) |
More than 5 continuous hours after an unpaid meal break; or
2 hours’ overtime after the employee finishes their rostered hours* | 1 x 20 min additional paid rest break needs to be added manually on the shift. |
Action required |
|
| To manually add the additional paid rest break to the shift:
|
Meal break not taken or delayed
If an unpaid meal break is missed or delayed, you’ll manually have to adjust the shift to ensure the 50% penalty is applied. This isn’t automated, and you’ll need to split the shift in the schedule.
To split a shift, you need to adjust the planned shift so it aligns with the hours worked up until the unpaid meal break should have been taken and remove the break. Next you need to add a separate shift with the shift type “Missed meal break” for the hours where penalties apply.
Steps:
Go to the Schedule.
Click on the Shift you need to split.
Edit start and/or end time so it aligns with the worked hours up until the meal break was supposed to be held and remove the break. Click save.
Create a new shift for the hours where penalties apply.
Add start and end time, Shift type “Missed meal break”. Click save.
Where a meal break has been delayed, after adding in “Missed meal break” shift per the last above step:
Create a new shift for the remainder of the hours worked
Add start and end time, select the appropriate Shift type (I.e. “Normal”, “Overtime” etc.). Click save.
Shift types
By using ‘Shift types’ you can label particular shifts in the schedule. For example when an employee is on leave (Annual leave, Compassionate leave, etc.) or to label when an employee is not working on a public holiday, however is required to be paid ordinary hours for that time. Learn more about Shift types in this article.
Name of Shift type | Area of use |
Absent | For Absence (not award specific) |
Absent - Public holiday | Use this shift type when your employee is absent on a public holiday and should be paid for only their ordinary hours of work (only applicable for F.T and P.T). |
Annual leave (paid) | Used together with the Leave and Absence module |
Compassionate leave (CAS - unpaid) | Used together with the Leave and Absence module |
Compassionate leave (FT/PT - paid) | Used together with the Leave and Absence module |
Late | For Lateness (not award specific) |
Missed meal break | Use from when the meal break was supposed to start, until meal break is allowed |
Missed OT meal break | Use from when the meal break was supposed to start, until meal break is allowed, during Overtime |
Missed OT meal break on PH | Use from when the meal break was supposed to start, until meal break is allowed, during Overtime on a Public Holiday |
Missed meal break on RDO
| Use from when the meal break was supposed to start, until meal break is allowed, during work on a Rostered day off |
Missed meal break on PH | Use from when the meal break was supposed to start, until meal break is allowed, during Public Holiday |
Ordinary Hours on Public Holiday | Use when your employee is working on a Public Holiday |
Overtime | Use when your employee should be paid overtime, E.g. when work is required in excess of rostered hours |
Overtime / Work on Rostered day off | Use when your employee is working on a Rostered day off and should be paid overtime |
Overtime on Public Holiday | Use when your employee is working on a Public Holiday and should be paid overtime |
Personal / Carer’s leave (FT/PT - paid) | Used together with the Leave and Absence module |
Personal / Carer’s leave (unpaid) | Used together with the Leave and Absence module |
Sick No Pay | For Sickness (not award specific) |
Time Off | For Time off (not award specific) |
Training | To track training for Apprentices (no penalties or Overtime applies) |
Unpaid leave | Used together with the Leave and Absence module |
Working Time Rules
‘Working time rules’ provides you with a notification if you roster a shift that is in conflict with the predefined Working time rules. This prompt allows you to make an informed decision on what to do next. Please note that Planday supports some of the most common rostering restrictions in line with the Award. Planday has pre-set rules for your convenience which are detailed below.
Name of Working time rule | Applies to | Overtime or Rostering Restriction | Notes |
Maximum 12 Ordinary hours per day | Casual | Rostering restriction / Overtime | Warning will appear when attempting to schedule more than 12 hours in conflict with minimum shift length requirements.
Hours in excess of the 12 hours should be recorded as overtime using the ‘Overtime’ shift type |
Minimum 2 hours per shift | Casual | Rostering restriction | Warning will appear when attempting to schedule fewer than 2 hours in conflict with minimum shift length requirements.
We recommend always scheduling 2 or more hours, and if necessary leaving a comment on the shift if the employee should end their shift earlier. |
Minimum 3 hours per day | P.T | Rostering restriction | Warning will appear when attempting to schedule fewer than 3 hours in conflict with minimum shift length requirements.
We recommend always scheduling 3 or more hours, and if necessary leaving a comment on the shift if the employee should end their shift earlier. |
Minimum 6 hours per day | F.T | Rostering restriction | Warning will appear when attempting to schedule fewer than 6 hours in conflict with minimum shift requirements.
We recommend always scheduling 6 or more hours, and if necessary leaving a comment on the shift if the employee should end their shift earlier. |
Maximum spread of hours for split shifts is 12** | F.T + P.T | Rostering restriction / Overtime | Warning will appear when attempting to schedule more than 12 hours.
Hours in excess of the 12 hours spread for split shifts should be recorded as overtime using the ‘Overtime’ shift type |
Maximum 11.5 Ordinary hours per day | F.T + P.T | Rostering restriction / Overtime | Warning will appear when attempting to schedule more than 11.5 hours.
Hours in excess of the 11.5 hours should be recorded as overtime using the ‘Overtime’ shift type |
Minimum 10 hours between ordinary hours | F.T + P.T | Rostering restriction / Overtime | Warning will appear when attempting to schedule a shift that is fewer than 10 ordinary hours from the end time of the previous shift scheduled.
Hours less than the 10 ordinary hours between shifts should be recorded as overtime using the ‘Overtime’ shift type |
Minimum 4 hours work on Public Holiday | F.T + P.T | Rostering restriction | Warning will appear when attempting to schedule fewer than 4 hours on a public holiday in conflict with minimum shift length requirements.
We recommend always scheduling 4 or more hours on a public holiday, and if necessary leaving a comment on the shift if the employee should end their shift earlier. |
Minimum 2 days off per week | P.T | Rostering restriction / Overtime | Warning will appear when attempting to schedule a shift in a week that does not have a minimum of 2 days off.
Hours worked in excess of this requirement should be recorded as overtime using the ‘Overtime’ shift type. |
**Further information on the ‘Split shifts’ Working time rule is available in this article.
Overtime
The below outlines overtime as described by the Award*, supported by ‘Contract rules’, ‘Timesheets’, ‘Working time rules’ and ‘Payroll supplements’.
Learn more about approving and managing overtime using the Timesheets feature.
| Overtime requirement | Supported by | Automatic | Action required |
Full-time employees | In excess of ‘ordinary hours’ (Max 38 hours / week and Max 11.5 hours / day) | Contract rules, Working time rules, and Timesheets | ✅ | Suggested automatically in Timesheets |
| Work performed on a Rostered day off, or an Accrued day off | Schedule | ❌ | Schedule manager needs to roster using shift type “Overtime / work on Rostered day off” |
| In excess of 12 hours spread for split shifts | Working time rules | ❌ | Working time rule warning will trigger in the schedule if the rule is ignored. Schedule manager then needs to split the shift and use shift type “Overtime” for all hours exceeding 12 hours. |
Part-time employees | In excess of ‘ordinary hours’ (Max 38 hours / week and Max 11.5 hours / day) | Contract rules, Working time rules, and Timesheets | ✅ | Suggested automatically in Timesheets |
| Work performed on a Rostered day off, or an Accrued day off | Schedule | ❌ | Schedule manager needs to roster using shift type “Overtime / work on Rostered day off” |
| In excess of the employee’s rostered hours | Schedule | ✅ | Suggested automatically in Timesheets if Punch Clock was used to record worked hours. If not, Schedule manager needs to split the shift in the schedule and use shift type “Overtime” on hours before or after the rostered hours. |
| In excess of 12 hours spread for split shifts | Working time rules | ❌ | Working time rule warning will trigger in the schedule if the rule is violated. Schedule manager then needs to split the shift and use shift type “Overtime” for all hours exceeding 12 hours. |
Casual employees | In excess of 38 hours per week and 12 hours per day | Contract rules, Working time rules, and Timesheets | ✅ | Suggested automatically in Timesheets |
Shifts crossing midnight on or prior to a Public Holiday
When employees are scheduled to work or have worked a shift crossing midnight for either of the below, the shift needs to be split up accordingly.
On a Public Holiday; or
Prior to a Public holiday
To split a shift crossing midnight on a Public Holiday:
Go to the Schedule
Select the shift that starts on the Public Holiday that is crossing midnight
Adjust the end time to midnight (00:00) and ensure the shift type is set to ‘Ordinary hours on Public Holiday’
If the shift is part of overtime worked, please ensure the shift type is set to ‘Overtime on Public Holiday’
Click Save
Add a new shift to cover the remaining hours worked by setting:
Start time as midnight (00:00)
End time as the original shift end time
Ensure the shift type is set to ‘Normal’ or ‘Overtime’ (select ‘Overtime’ if the shift is part of overtime worked)
Click Save
To split a shift crossing midnight prior to a Public Holiday:
Go to the Schedule
Select the shift that starts prior to a Public Holiday that is crossing midnight
Adjust the end time to midnight (00:00) and ensure the shift type is set to ‘Normal’ or ‘Overtime’ (select ‘Overtime’ if the shift is part of overtime worked)
Click Save
Add a new shift to cover the remaining hours worked by setting:
Start time as midnight (00:00)
End time as the original shift end time
Ensure the shift type is set to ‘Ordinary hours on Public Holiday’
If the shift is part of overtime worked, please ensure the shift type is set to ‘Overtime on Public Holiday’
Click Save
Please refer to the Fair Work Commission Awards finder page or contact the Fair Work Ombudsman for information on other situations in which overtime may be applicable.
Payroll supplements
‘Payroll supplements’ are used to make automatic adjustments to employees’ hourly rates based on set criteria. They are commonly used for penalties and overtime.
Learn more about Payroll supplements in this article.
Automatically applied using ‘Shift type’
Name | Applies | For |
MA000009 - Cas. Overtime M-F 0-2 & Work w.o break | When Overtime is performed and meal break is missing or delayed, Mon-Fri (requires use of shift type ‘Missed OT meal break’) | Casual |
MA000009 - Cas. Overtime M-F 2+ & Work w.o break | When more than 2 hours Overtime is performed and meal break is missing or delayed, Mon-Fri (requires use of shift type ‘Missed OT meal break’) | Casual |
MA000009 - Cas. Overtime Mon-Fri 0-2 | When Overtime is performed, Mon-Fri (requires use of shift type ‘Overtime’) | Casual |
MA000009 - Cas. Overtime Mon-Fri 2+ | When more than 2 hours Overtime is performed, Mon-Fri (requires use of shift type ‘Overtime’) | Casual |
MA000009 - Cas. Overtime on RDO | When Overtime is performed on a Rostered day off (requires use of shift type ‘Overtime / Work on Rostered day off’) | Casual |
MA000009 - Cas. Overtime on RDO & Work w.o break | When Overtime is performed and meal break is missing or delayed on a Rostered day off (requires use of shift type 'Missed meal break on RDO’) | Casual |
MA000009 - Cas. Overtime Sat-Sun | When Overtime is performed, Sat-Sun (requires use of shift type ‘Overtime’) | Casual |
MA000009 - Cas. Overtime Sat-Sun & Work w.o break | When Overtime is performed and meal break is missing or delayed, Sat-Sun (requires use of shift type ‘Missed OT meal break’) | Casual |
MA000009 - Cas. Overtime on Public Holiday | When Overtime is performed on a Public Holiday (requires use of shift type ‘Overtime on Public Holiday’)* | Casual |
MA000009 - Cas. Overtime on PH & Work w.o break | When Overtime is performed and meal break is missing or delayed on a Public Holiday (requires use of shift type ‘Missed OT meal break’ + ‘Missed OT meal break on PH’)* | Casual |
MA000009 - Cas. Penalty Saturday & Work w.o break | When ordinary hours is performed and meal break is missing or delayed on a Saturday (requires use of shift type ‘Missed meal break’) | Casual |
MA000009 - Cas. Penalty Sunday & Work w.o break | When ordinary hours is performed on a Sunday and meal break is missing or delayed (requires use of shift type ‘Missed meal break’) | Casual |
MA000009 - Cas. Penalty work on PH & Work w.o brea | When ordinary hours is performed and meal break is missing or delayed on a Public Holiday (requires use of shift type ‘Missed meal break’ + ‘Missed meal break on PH’)* | Casual |
MA000009 - Overtime M-F 0-2 & Work w.o break | When Overtime is performed and meal break is missing or delayed, Mon-Fri (requires use of shift type ‘Missed OT meal break’) | P.T + F.T |
MA000009 - Overtime M-F 2+ & Work w.o break | When more than 2 hours Overtime is performed and meal break is missing or delayed, Mon-Fri (requires use of shift type ‘Missed OT meal break’) | P.T + F.T |
MA000009 - Overtime Mon-Fri 0-2 | When Overtime is performed, Mon-Fri (requires use of shift type ‘Overtime’) | P.T + F.T |
MA000009 - Overtime Mon-Fri 2+ | When more than 2 hours Overtime is performed, Mon-Fri (requires use of shift type ‘Overtime’) | P.T + F.T |
MA000009 - Overtime on RDO | When Overtime is performed on a Rostered day off (requires use of shift type ‘Overtime / Work on Rostered day off’) | P.T + F.T |
MA000009 - Overtime on RDO & Work w.o break | When Overtime is performed and meal break is missing or delayed on a Rostered day off (requires use of shift type ‘Missed meal break on RDO’) | P.T + F.T |
MA000009 - Overtime Sat-Sun | When Overtime is performed, Sat-Sun (requires use of shift type ‘Overtime’) | P.T + F.T |
MA000009 - Overtime Sat-Sun & Work w.o break | When Overtime is performed and meal break is missing or delayed, Sat-Sun (requires use of shift type ‘Missed OT meal break’) | P.T + F.T |
MA000009 - Overtime on Public Holiday | When Overtime is performed on a Public Holiday (requires use of shift type ‘Overtime on Public Holiday’)* | P.T + F.T |
MA000009 - Overtime on PH & Work w.o break | When Overtime is performed and meal break is missing or delayed on a Public Holiday (requires use of shift type ‘Missed OT meal break’ + ‘Missed OT meal break on PH’)* | P.T + F.T |
MA000009 - Penalty Saturday & Work w.o break | When ordinary hours is performed on a Saturday and meal break is missing or delayed (requires use of shift type ‘Missed meal break’) | P.T + F.T |
MA000009 - Penalty Sunday & Work w.o break | When ordinary hours is performed and meal break is missing or delayed on a Sunday (requires use of shift type ‘Missed meal break’) | P.T + F.T |
MA000009 - Penalty work on PH & Work w.o break | When ordinary hours is performed and meal break is missing or delayed on a Public Holiday (requires use of shift type ‘Missed meal break’ + ‘Missed meal break on PH’)* | P.T + F.T |
MA000009 - Work without meal break | When ordinary hours is performed on shift type ‘Missed meal break’ | P.T + F.T |
MA000009 - Work without meal break Casual | When ordinary hours is performed on shift type ‘Missed meal break’ | Casual |
Automatically applied without ‘Shift type’
Name | Applies | For |
MA000009 - Cas. Penalty Saturday | When ordinary hours is performed on a Saturday | Casual |
MA000009 - Cas. Penalty Sunday | When ordinary hours is performed on a Sunday | Casual |
MA000009 - Cas. Penalty work on PH | When ordinary hours is performed on a Public Holiday* | Casual |
MA000009 - Casual Loading | For all hours worked | Casual |
MA000009 - Penalty 12am-7am | When ordinary hours is performed Mon-Fri between 12am - 7pm | All |
MA000009 - Penalty 7pm-12am | When ordinary hours is performed Mon-Fri between 7pm - 12am | All |
MA000009 - Penalty Saturday | When ordinary hours is performed on a Saturday | P.T + F.T |
MA000009 - Penalty Sunday | When ordinary hours is performed on a Sunday | P.T + F.T |
MA000009 - Penalty work on PH | When ordinary hours is performed on a Public Holiday* | P.T + F.T |
💡 Penalties related to a delayed or missing Meal break are not automated in Planday. You will need to manually adjust the shifts for the appropriate penalty to apply, by splitting the shift to:
Shift type ‘Normal’ for the first 6 hours
Shift type ‘Missed meal break’ until the break was allowed or until the shift has ended. To learn more about it, navigate to ‘Meal break not taken or delayed’.
Shift type ‘Missed OT meal break’ should be used accordingly when the shift is during Overtime and the meal break is delayed or missing.
Shift type ‘Missed OT meal break on PH’ should be used accordingly when the shift is during Overtime on a Public Holiday and the meal break is delayed or missing.
Shift type ‘Missed meal break on RDO’ should be used accordingly when the shift is during work on a Rostered day off and the meal break is delayed or missing.
Shift type ‘Missed meal break on PH’ should be used accordingly when the shift is during a Public Holiday and the meal break is delayed or missing.
* Public Holidays
Action required: Note that this requires you to set up a Public Holiday calendar that is relevant for your State/region and your employees. Learn more about how to create a Public Holiday Calendar in this article.
If using the Xero integration to Planday, you will need to review which setup suits to ensure public holiday hours are sent from Planday to Xero correctly. Learn more in this article.
See related articles:
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