Employee Contracted or Varied Rosters and Actual Times Worked (Timesheet) Record Keeping Requirements
In addition to the required employee sign-off on their timesheet, the employee must follow the requirements for changes to their contracted hours of work. This is very relevant for shift workers whose hours may change in each period of work, to the needs of the business
Employers should keep records of hours worked for all employees (including pieceworkers). Employers are also required to keep these records in some circumstances.
Adopting best practice record-keeping makes it easier to:
- keep track of employee details
- Identifying payroll mistakes
- keeps a business running efficiently.
It also helps avoid fines for doing the wrong thing.
https://www.fairwork.gov.au/pay-and-wages/paying-wages/record-keeping#time-and-wages-records
Fair Work Required process requirements Handled In Inzenius all-in-one Rostering to Payroll system
The Inzenius efficiently supports these rostering and timesheet requirements.
Timesheet and Roster Records a Must Now For Most Staff Including Salaried Employees
Consultation about changes to rosters or hours of work
An employer who intends to change regular rosters or ordinary hours of work at a workplace must consult with employees affected by the change first.
The employer must:
- provide employees and their representatives with information about the proposed change
- invite the employees and their representatives (including unions) to give their views about the impact of the proposed change, including any impact on family and caring responsibilities
- consider any views given by the employees or their representatives.
If the award also has rules about rostering and ordinary hours (for example in a different clause), the employer needs to follow those rules first. This means that if the award says that the employer needs the employee’s consent to make any changes to their roster or ordinary hours, this applies. They can’t make the changes without consent by just using the consultation clause.
Employers may need to reference the employee agreement to the changes if a dispute is lodged
The Inzenius Process
- Employees’ contracted roster days and times are tagged as their template, which may be for a rotating number of weeks. These templates can be used for any future period(s)
For each roster period, which may be created months in advance, a notification is published to each employee’s mobile or any web-connected device, serving as both a record of acceptance and a reminder to accept.
If the roster for the future period is changed from their employment contract days and times, this record of acceptance may be needed for future investigations- The new rosters can be tagged with their new agreed-upon days and times for their employment record
Timesheet approval and acceptance
Employees clock in and out of each shift via their device, which is compared to their rosters for their supervisor to authorise and each employee to sign off. The timesheet is ready for automated payroll processing.
- Employees click on the GPS time clock on their device
- These records are dynamically appended below each employee’s roster, showing actual attendance for each employee’s shift to their supervisor.
The Manager uses the Inzenius check for non-compliance with roster working times for approval, with the bulk of the records group approved as the times match within the accepted tolerance for each shift.
Employ accepts the Approved Timesheet
