ClockOn allows you to automate the control of the public holiday payments for your employees using a preset calendar. From there you can control which employees are affected by the public holidays based on their home departments and by using timesheets and rulesets pay them accordingly.
ClockOn will automatically apply the Nationally recognised public holidays through its standard update procedure, however, in the event that a state or local holiday needs to be paid, then it will need to be manually added into the system.To elaborate on this please see the following;
- Adding Public Holidays
- Processing Payments
- Auto-generating Public Holiday Leave Entries
- Half-Day (Part-Day) Public holidays
Adding Public Holidays
You can check the setup of public holidays through the Calander tab on the System > System Setup screen as shown below.
The following guide details the individual steps for this process Adding Public Holidays
For a full list of up and coming state-based public holidays please visit the Fairwork site https://www.fairwork.gov.au/employment-conditions/public-holidays.
Processing Payments
For an employee to be paid for a public holiday they require a timesheet set for the day in question, from there the payroll rules for its processing will be applied.
Employees who are due the public holiday entitlement can be defined in two distinct ways;
- Employees entitled to the day off
- Employees working the Public Holiday
Employees entitled to the day off
Employees entitled to be paid for the time not worked require a Public Holiday Leave Timesheet added to their timesheets for the day in question.
At payroll, these amounts will show as Public Holiday breakdowns
The following articles detail how you can set a timesheet to a leave category
Employees working the Public Holiday
For employees working the public holiday, a standard timesheet record needs to be added for the day, ClockOn will then be able to apply the ruleset overtime and penalty rules to determine any additional amounts to be paid.
As mentioned above the ruleset will then apply the overtime and penalty conditions to the timesheet breakdowns, the following example details a penalty rule where the employee is entitled to be paid at a 250% rate for all time worked on a public holiday.
At payroll this will show the time as a penalty breakdown with the increased rate.
Auto-generating Public Holiday Leave Entries
ClockOn provides an option to auto-create a public holiday leave timesheet, on a per-employee basis. This option can be found on the Special Options screen on the employee's profile.
The following option will use the employee's working week to determine whether the public holiday should have been ordinarily worked and if so automatically create a leave timesheet to pay the employee at their base rate for the day.
If you want to auto-create the leave timesheet regardless of the employee's working week, the system can do this if you specify the number of hours in the P/H Not Ordinarily Worked Entitlement field.
This will create a length-only shift for the specified duration where the employee doesn't already have an existing timesheet record for the day.
Please note that the leave timesheet will only be created if there is not already a timesheet for the employee on the date of the public holiday.Half-Day (Part-Day) Public holidays
ClockOn's design is to provide automation against full-day public holidays, however, we have noted in the past that some areas provide concessions for the holiday to only apply for a portion of the day.
The following guide can assist you with how this can be processed in the system, Half-Day (Part-Day) Public holidays.