Effective Easter Holiday Planning with an automated Workforce Management System

Each year, the Easter holiday period raises a number of different workforce and payroll issues for organisations, representing a demanding time for HR and Payroll professionals across the country. 

Happy Easter from the team at Mitrefinch!

Common issues range from an increase in levels of absenteeism, a rise in the number of annual leave applications, and questions regarding the day or days that have been declared a public holiday by the respective state or territory government. 

As an employee or employer, you need to know your entitlements and obligations for public holidays during the Easter holidays. 

This year the following days are public holidays under the National Employment Standards: 

Friday 29 March 2013 (Good Friday) and Monday 1 April 2013 (Easter Monday) 
*Note: Saturday 30 March and Sunday 31 March are also public holidays in some states and territories in Australia. 

In relation to pay rates, casual employees aren’t entitled to be paid for a day off for a public holiday. Part-time and full-time employees who get the public holiday off are generally entitled to be paid their base rate of pay for the hours they would have ordinarily worked. 

Some employees are entitled to be paid a higher rate (penalty rates) when they work on a public holiday. Whether or not an employee is entitled to penalty rates depends on a number of things, including the industry and the job. 

Visit Fair Work Australia online for more detailed information. 

For Mitrefinch Time and Attendance System users we help reduce the extra pressure normally suffered by HR and Payroll professionals around the Easter holiday period with the following functionality: 

Award Interpretation: Automate all your payroll calculations, manage different pay and penalty rates associated with the holiday period, and import this information direct to payroll – reducing data entry, saving you time and reducing the potential for payroll error. 

Self Service Tools: Employees can check their Annual Leave Balances and Request Annual Leave, while Supervisors can check off anomalies and approve/reject Leave Requests via the web or a web-enabled mobile device. 

Leave Slots: Supervisors can limit the number of employees that can be off on a given day; employees cannot request Annual Leave once the limit has been reached. This feature is particularly useful in times of high demand for holidays like Easter or in the run up to and during the Christmas Break, as well as times of heightened production/activity. 

Group Absentee Profile: Allows employees to view Leave Slots and whether the allocated limit has already been reached, preventing them from generating requests for leave. Managers can also enforce minimum notice periods for absence, and set minimum or maximum length for leave. 

With all your workforce management needs automatically taken care of, all you need to do is sit back, relax and enjoy all those Hot Cross Buns and chocolate treats!

Festive Workforce Management: Managing Public Holidays

While Christmas is generally regarded as a holiday for most, there are a number of industries that will require staff to work across some or all of the public holidays. 

Image courtesy of Fair Work Australia

Managing public holidays and associated pay rates over the festive period can be quite confusing – in particular for organisations who operate nationally – as some Australian States and Territories adopt slightly different arrangements. For example, in South Australia, part-day public holidays have been declared from 7pm - midnight on Christmas Eve and New Year’s Eve. 

Employees also have workplace entitlements on public holidays, regardless of whether they work or not. Fair Work Australia advises that minimum wages for working on public holidays depend on a number of things, including the industry you work in and the work you do. 

Under many awards and agreements, an employee who works on a public holiday may receive a penalty rate or loading for the hours worked, be provided with time off instead of payment of penalty rates, or receive equivalent time added to their annual leave balance. 

Fair Work also advise that an employee's roster can't be changed to avoid the payment for a public holiday if the employee doesn't work. 

Useful Links: 

• What Employees Get on Public Holidays 
• Christmas and New Year Public Holiday FAQs
• Annual Shut Down FAQs

Regardless of the State or Territory you operate in, a Time and Attendance system can take the stress out of employee allowances and entitlement calculations via inbuilt Award Interpretation functionality. 

Award Interpretation enables you to easily calculate base and overtime pay, weekend and public holiday penalties, as well as leave loading and shift penalties, ensuring consistent application of your business rules. A direct interface to your external payroll application further reduces payroll administration and the potential for costly payroll errors. 

Current Mitrefinch TMS users can easily configure their Time Management System (TMS) to process Public Holidays – for assistance contact Mitrefinch Support. 

If you are still processing your payroll manually and would like to put improved Workforce Management and automated Award Interpretation on your Christmas Wish List contact us via email (sales@mitrefinch.co.au) or call +61 2 8762 7888.