It's important to keep a detailed history of any changes to an employee's pay conditions for record-keeping, and it's strongly recommended to track when employees agree to changes to their pay conditions. Handle both in the Pay Conditions tab of employee profiles.
What's covered in this guide?
How do Pay Conditions work?
Pay conditions influence how an employee is paid and their entitlements. An employee's pay conditions include their:
Additional Tags
Hourly Rate
Annual Salary
Some Workforce accounts also use Additional Tags to apply different pay conditions or earnings rules like overtime.
In addition to tags and pay information, the employee's Regular Hours of Work(RHW) can be managed:
A pay condition can be either:
Active - these are the current conditions that are applying
Past - these are the conditions that were previously applied to the employee
Scheduled - these are the conditions that will take effect on a specific date
Access Pay Conditions
Find the Pay Conditions & Regular Hours of Work tab in any employee's profile through Workforce > Staff > Employee name.
To access the Pay Conditions & Regular Hours of Work tab, users will need to have either a Manager or Admin type role, and have the Edit Wages permission enabled.
Make a change to an employee's pay conditions
You can change an employee's pay conditions by either:
Create a new Pay Conditions contract
When you create a new Pay Conditions contract, another entry will appear in the 'All Employment Contracts' section. We recommend creating a new Pay Conditions contract when a significant change is being made to an employee's position and can be communicated through a Contract, including:
Promotions
Changing from Part-time to Full-time
Hourly rate or annual salary
To create a new Pay Conditions contract:
Navigate to the Pay Conditions tab (Pay Conditions & Regular Hours of Work) through Workforce > Staff > Employee name
Click the Make a Change button
Make any necessary changes to the Pay Condition fields
Choose when you want the change to apply:
If the change should apply to start at the beginning of the current pay period select "no" when asked if you would like to "choose an alternate date?" (Default)
If you want the change to apply on a specific date select "yes" then select the date.
If you're sending a contract or document to the employee when making the change, select Yes on the 'Would you like to notify...' field
Select any applicable Contracts or Documents to send to the employee
Use the Review Contracts button to enter and save any Dynamic Fields
Click the Save Changes button to save the updates and sent Contracts or Documents to the employee
Once successful, a new entry will appear on the All Employment Contracts table. If this change starts in the future, it will appear as Scheduled, and if the change starts on the current date, it will appear as Active.
Edit the current Pay Condition contract
Every employee in your account is created with an initial Pay Condition contract which can be edited directly. We recommend editing an existing Pay Condition contract to correct small mistakes or for small changes that may not need employee agreement, for example:
Applying Additional Tags to the employee's profile
To edit an existing Pay Condition:
Navigate to the Pay Conditions tab (Pay Conditions & Regular Hours of Work) through Workforce > Staff > Employee name
Select the Make a Change button at the top of the page
Select "Yes" When asked if you want the change to apply from an "alternate date" and then adjust the Start Date to match the Start Date of the existing contract you are editing
Make the necessary change to the pay conditions
If you're sending a contract or document to the employee when making the change, select Yes on the 'Would you like to notify...' field
Click the Save Contract Changes button
🚩 Important: Ensure you change the Start Date before changing the pay conditions to edit the current contract.
Once successful, the Current Employment Contract will display the updated pay conditions.
Schedule a new Pay Conditions contract
When you're aware of an upcoming change to an employee's pay conditions, you can schedule it to take effect on a specific date. We recommend scheduling a new Pay Condition contract in scenarios like:
Promoting an employee
Converting a part-time employee to full-time
Scheduling a salary increase for annual reviews
To schedule a Pay Condition for the future:
Navigate to the Pay Conditions tab (Pay Conditions & Regular Hours of Work) through Workforce > Staff > Employee name
Select the Make a Change button at the top of the page
Select "Yes" When asked if you want the change to apply from an "alternate date" and then select the date the change should apply from
Make the necessary change to the pay conditions
If you're sending a contract or document to the employee when making the change, select Yes on the 'Would you like to notify...' field
Click the Save Contract Changes button
Once successful, the scheduled update will appear in the All Employment Contracts table. On the Start Date, Tanda will automatically update the employee's pay conditions.
View an employee's Pay Condition history
Each change to an employee's pay conditions can be traced in the Pay Conditions tab of their profile.
To view, click on the History button on the relevant Employment Contract.
The History button will display a table that shows the following fields:
Action taken
User performing the action
Time the action was taken
Details of the changes that were made including hourly rate, salary, award tags etc.
Any contracts that were sent with the change
Any documents that were sent with the change
FAQs
FAQs
Can I edit a past Pay Condition contract?
The pay conditions of a past employment contract cannot be edited - only the applicable dates of a past employment contract can be edited.