đŻ This article is relevant to Planday customers who have enabled the Fast Food Award on Planday. It provides an overview of the relevant functionality in Planday and the content of Plandayâs built-in award interpretation feature (âAward libraryâ) for the Fast Food Industry and links to additional guides to ease the set-up process of a Planday organisation.
If youâre 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 and 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 Fast Food Award and does not cover all award requirements, for example allowances, shift work and some overtime. Please refer to the schedule in our T&Cs and 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: http://awardviewer.fwo.gov.au/award/show/MA000003
Employee types
âEmployee typesâ are used to define the employeeâs 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 (Level 1) |
Full time (Level 2 or 3) |
Part time (Level 1) |
Part time (Level 2 or 3) |
Casual (Level 1) |
Casual (Level 2 or 3) |
Classifications
âClassificationsâ can be used to set your employeesâ minimum hourly rates as per the Award. Please note that Planday supports the most common classifications of the Award. They 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 | Level 1 - 2 Level 3 - in charge of 1 or no persons Level 3 - in charge of 2 or more persons |
21 years | Level 1 - 2 Level 3 - in charge of 1 or no persons Level 3 - in charge of 2 or more persons |
20 years | Level 1 - 2 Level 3 - in charge of 1 or no persons Level 3 - in charge of 2 or more persons |
19 years | Level 1 - 2 Level 3 - in charge of 1 or no persons Level 3 - in charge of 2 or more persons |
18 years | Level 1 - 2 Level 3 - in charge of 1 or no persons Level 3 - in charge of 2 or more persons |
17 years | Level 1 - 2 Level 3 - in charge of 1 or no persons Level 3 - in charge of 2 or more persons |
16 years | Level 1 - 2 Level 3 - in charge of 1 or no persons Level 3 - in charge of 2 or more persons |
Level 3 - in charge of 1 or no persons Level 3 - in charge of 2 or more persons |
Itâs important to always check the Award and Fair Workâs Pay and Conditions Tool (PACT) if youâre 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 âContract rulesâ.
Contract rules
You can define each individual employeeâs ordinary hours by using Contract rules and visually see how youâre 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 hours per day |
Casual | 38 hours per week | 11 hours per day |
Action required:
You will need to review and update the contract rule when assigning this to part-time employees to ensure it is in line with their employee contract or agreement.
The Contract rule for part-time employees available in Planday is a default configuration provided as an example only.
Contract rule | Weekly interval | Regular working hours | Max hours per day |
Part-time | Less than 38 hours per week | Agreed working hours: Mon,Tue,Fri = 9am-6pm (example only) | 11 hours per day |
Break rules
By using âBreak rulesâ allows 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) that automatically apply |
More than 5 hours (but less than 8) | 1 x 30 min unpaid meal break |
More than 4 hours (but less than 10) | 1 x 10 min paid rest break + 1 x 30 min unpaid meal break |
More than 9 hours | 2 x 10 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 and ensure the following in line with clause 14.5:
Breaks are not taken within the first or the last hour of work; or
Paid rest break is not combined with unpaid meal break; or
No work is performed for more than 5 hours without taking a meal break.
When using the âTimesheetsâ feature, itâs important to review the disbursement of breaks in shifts and adjust the pre-defined break rules 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 following scenario(s) can be completed using the âTimesheetsâ feature once shifts have been completed. To learn more, click here.
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.
Length of shift | Type of Break(s) |
More than 9 hours | If two 30 minute unpaid meal breaks are provided, the second unpaid meal break needs to be manually added to the shift and ensure that only one paid rest break is provided |
Action required |
|
| To manually add the elective unpaid meal break to the shift, you need to:
|
Shift types
With âShift typesâ you can label particular shifts in the schedule thatâs out of the ordinary. For example when an employee is on leave (Annual leave, Compassionate leave, etc.) or when an employee who normally works on the day a public holiday falls and is eligible for payment of their ordinary hours. 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 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) |
Overtime | To manually record Overtime for example when work is required in excess of rostered hours. |
Overtime on Public Holiday | Use when your employee is working on a Public Holiday and should be paid overtime |
Personal / Carerâs leave (FT/PT - paid) | Used together with the Leave and Absence module |
Personal / Carerâs 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 (no penalties or Overtime applies) |
Unpaid leave | Used together with the Leave and Absence module |
Working Time Rules
âWorking time rulesâ 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. Planday supports the most common rostering restrictions in line with the Award and has pre-set rules for your convenience which are detailed below.
Name of working time rule | Applies to | Overtime or Rostering Restriction | Notes |
Minimum 3 hours per shift | Casual | 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 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. |
Maximum 11 Ordinary hours per day | All | Rostering restriction / Overtime | Warning will appear when attempting to schedule more than 11 hours in conflict with minimum shift length requirements.
Hours in excess of the 11 hours should be recorded as overtime using the âOvertimeâ shift type |
Maximum 5 days per week | F.T + P.T | Rostering restriction / Overtime | Warning will appear when attempting to schedule a shift during a week where 5 days maximum has been met.
Hours worked in excess of this requirement should be recorded as overtime using the âOvertimeâ shift type |
Overtime
This outlines the overtime as described by the Award*, supported by âContract rulesâ, âTimesheetsâ, âWorking time rulesâ and âPayroll supplementsâ in Planday.
Click here to learn more about approving and managing Overtime using the Timesheets feature.
| Overtime requirement | Supported by | Automatic | Action required |
Full-time employees | In excess of âordinary hoursâ (Max 38 hours / week and Max 11 hours / day) | Contract rules, Working time rules, and Timesheets | â | Suggested automatically in Timesheets |
| In excess of the employeeâs rostered hours | Schedule | â | 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 âOvertimeâ on hours before or after the rostered hours. |
Part-time employees | In excess of âordinary hoursâ (Max 38 hours / week and Max 11 hours / day) | Contract rules, Working time rules, and Timesheets | â | Suggested automatically in Timesheets |
| In excess of the employeeâs rostered hours | Schedule | â | 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 âOvertimeâ on hours before or after the rostered hours. |
| Their regular pattern of work in circumstances where there is no written record of an agreed variation to a particular rostered shift | Schedule | â | use shift type âOvertimeâ |
Casual employees | In excess of 38 hours per week and 11 hours per day | Contract rules, Working time rules, and Timesheets | â | 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 âOvertime on Public Holidayâ
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 âNormalâ or âOvertimeâ (select âOvertimeâ 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 âNormalâ or âOvertimeâ (select âOvertimeâ 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 âOvertime on Public Holidayâ
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
âPayroll supplementsâ in Planday are used to make automatic adjustments to employeesâ hourly rates or salaries based on set criteria. They are commonly used for penalties.
Learn more about Payroll supplements in this article.
Automatically applied using âShift typeâ
Name | Applies | For |
FFI (MA000003) - Cas. Overtime Mon-Sat 0-2 | When Overtime is performed, Mon-Sat (requires use of shift type âOvertimeâ) | Casual |
FFI (MA000003) - Cas. Overtime Mon-Sat 2+ | When more than 2 hours Overtime is performed, Mon-Sat (requires use of shift type âOvertimeâ) | Casual |
FFI (MA000003) - Cas. Overtime Public Holiday | When Overtime is performed on a Public Holiday (requires use of shift type âOvertimeâ + âOvertime on Public Holidayâ)* | Casual |
FFI (MA000003) - Cas. Overtime Sun | When Overtime is performed on a Sunday (requires use of shift type âOvertimeâ) | Casual |
FFI (MA000003) - Overtime Mon-Sat 0-2 | When Overtime is performed, Mon-Sat (requires use of shift type âOvertimeâ) | FT+PT |
FFI (MA000003) - Overtime Mon-Sat 2+ | When more than 2 hours Overtime is performed, Mon-Sat (requires use of shift type âOvertimeâ) | FT+PT |
FFI (MA000003) - Overtime Public Holiday | When Overtime is performed on a Public Holiday (requires use of shift type âOvertimeâ + âOvertime on Public Holidayâ)* | FT+PT |
FFI (MA000003) - Overtime Sun | When Overtime is performed on a Sunday (requires use of shift type âOvertimeâ) | FT+PT |
Automatically applied without âShift typeâ
Name | Applies | For |
FFI (MA000003) - Casual Loading | For all hours worked | Casual |
FFI (MA000003) - Penalty 10pm-12am | When ordinary hours is performed Mon-Fri between 10pm - 12am | FT+PT |
FFI (MA000003) - Penalty 10pm-12am Casual | When ordinary hours is performed Mon-Fri between 10pm - 12am inclusive of casual loading | Casual |
FFI (MA000003) - Penalty 12am-6am | When ordinary hours is performed Mon-Fri between 12am - 6am | FT+PT |
FFI (MA000003) - Penalty 12am-6am Casual | When ordinary hours is performed Mon-Fri between 12am - 6am inclusive of casual loading | Casual |
FFI (MA000003) - Penalty Public Holiday | When ordinary hours is performed on a Public Holiday* | FT+PT |
FFI (MA000003) - Penalty Public Holiday Casual | When ordinary hours is performed on a Public Holiday inclusive of casual loading* | Casual |
FFI (MA000003) - Penalty Saturday | When ordinary hours is performed on a Saturday | FT+PT |
FFI (MA000003) - Penalty Saturday Casual | When ordinary hours is performed on a Saturday inclusive of casual loading | Casual |
FFI (MA000003) - Penalty Sunday Casual lvl.1 | When ordinary hours is performed on a Sunday by Casual level 1 employee | Casual level 1 |
FFI (MA000003) - Penalty Sunday Casual lvl.2-3 | When ordinary hours is performed on a Sunday by Casual level 2 or 3 employee | Casual level 2-3 |
FFI (MA000003) - Penalty Sunday lvl.1 | When ordinary hours is performed on a Sunday by level 1 employee | PT level 1 + FT level 1 |
FFI (MA000003) - Penalty Sunday lvl.2-3 | When ordinary hours is performed on a Sunday by level 2 or 3 employee | PT level 2-3 + FT level 2-3 |
* 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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