Overview
Irregular or casual employees accumulate hours on the basis of the hours they worked, meaning that two irregular employees in a company will not necessarily have the same entitlement for public holiday hours. So how are they calculated by Talexio?
Permissions
You need to ensure that you have the Manage payroll permission to access payroll and see the hours.
When are employees paid for these hours?
The hours of a public holiday are calculated once at the end of each quarter. So, let's use January, February and March as an example:
In January, there is one public holiday (1st January); in February, there is one public holiday (10th February); and in March, there are 2 public holidays (19th March and 31st March).
In January, the employee will not be paid for the 1st of January public holiday.
In February, the employee will not be paid for the 10th of February public holiday.
In March, the employee will be paid for the public holiday hours of all 4 public holidays falling within the 1st quarter.
Therefore, irregular employees will be paid for public holidays on 4 occasions:
- At the end of quarter 1 (end of March);
- At the end of quarter 2 (end of June);
- At the end of quarter 3 (end of September); and
- At the end of quarter 4 (end of December).
The payment of public holidays is based on the payroll's clocking period. This means that if casual workers are paid a month in arrears for their basic hours, the public holiday entitlements for the quarter are paid a month in arrears.
To demonstrate what that means, take a look at the below example:
This payroll has a clocking period of 15th February to 15th March. Therefore, not all of Quarter 1's clockings are included up until the March payroll. In this case, the public holidays are paid in the following (April) payroll, as this will include clockings up until 31st March (which is the end of the first quarter).
How are these hours calculated?
These hours are calculated on the average of the last thirteen weeks. So, if you are working out March payroll (or else a non-monthly payroll that includes the 31st March), then Talexio will calculate the hours worked in the previous 13 weeks and take an average of these hours.
If the employee was not employed for the past 13 weeks, then Talexio will calculate an average from the date of employment. So if an employee was employed on the 3rd of February, then the system will work these over 8 weeks.
The formula is:
Calculation
Total hours worked in quarter (including any full and half pay leave)/13 weeks (or number of weeks from start date, if less)/number of working days as per job schedule. The result will give you the amount of entitlement for each public holiday in the quarter.
Example:
Employee A was employed on the 1st of January 2022 and worked 15 hours in January, 30 in February and 50 in March. The employee is on an irregular Job Schedule and can work up to 4 days per week (Monday-Thursday). The public holiday entitlement given to the employee in the March payroll work out as follows:
(15+30+50)/13 weeks/4 working days in the employee's Job Schedule = 1.83 hours per public holiday.
There are four Public Holidays in the first quarter: 1st January, 10th February, 19th March and 31st March.
2 of them (1st January and 19th March) fall under days which are not included in the employee's schedule (both Saturdays). So the employee is given entitlement for the days which fall under his/her schedule.
Therefore, March payroll will include 1.83 hours for the 10th of February and 1.83 hours for the 31st March.
What if an employee is a fixed part timer on time and attendance?
Your company might have other types of employees, such as fixed part-timers working on a time and attendance schedule. Their public holiday hours are calculated differently. If an employee has time and attendance enabled in their current position, then the public holiday entitlement for each public holiday will be equivalent to the working hours of any shifts published on that public holiday.
For example:
This employee has a scheduled shift of 4 hours on the 7th of June. In the June payroll, 4 hours will be added automatically as public holiday entitlement.
In scenarios where an employee has switched from Casual basis to Full time basis within the same month, the public holiday entitlement calculation shown on the payslip will also factor in the portion of hours worked in the full time role. Thus, the entitlement needs to be adjusted manually to only show the entitlement related to the casual basis position history. This needs to be done as follows:
Hours worked in the Casual role/(days employed in the casual role/7 days)/working days per week according to the job schedule of the casual position history.
You will then need to replace this answer with the amount that was automatically generated on the payslip.