Learn how to change pay conditions in staff profiles, including tags, hourly rate, salary, regular hours of work, and contracted weekly hours and days.
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 - both which can be handled 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
Contracted Weekly Hours/Days
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 RHW (Regular Hours of Work) might be captured:
A pay condition can be either:
Current - 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 tab in any employee's profile through Workforce > Staff > Employee name > Pay Conditions:
To access the Pay Conditions 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 make a change to an employee's pay conditons by selecting the “edit current pay conditons” button.
This will give you several options to edit an employee's pay conditions:
From the start of the current pay cycle -> Create a new Pay Conditions contract
From the start of pay conditions -> Edit their existing Pay Condition contract
Change the dates to which the conditions apply -> Date Change only
Additionally, you can use the "Schedule Change" option to have a change in the employee's pay conditions take effect from a future date. See the section within this guide here.
Create a new Pay Conditions contract
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
These changes are relevant as they often result in changes to the employee's contract and even result in the issuance of a new contract. Creating a new set of pay conditions in Tanda lets you easily distinguish between the old and new conditions while presenting easy-to-access copies of relevant contracts and documents.
To create a new Pay Conditions contract:
Navigate to the Pay Conditions tab through Workforce > Staff > Employee name
Select Edit Current Pay Conditions
Select “From Start of Current Pay Cycle” OR "From Start of Previous Pay Cycle"
Make any necessary changes to the Pay Condition & Regular hours of work fields
If you're sending a contract or document to the employee when making the change, select Yes on the 'notify...' checkbox.
Select any applicable Contracts or Documents to send to the employee
Use the Review Contracts button to enter and save any Dynamic Fields
Click Review Changes to open the review model:
Review the changes and select Confirm and Apply to finalise the changes. If for any reason you are not ready to confirm select the Cancel and Keep Editing button, or otherwise click out of the model:
Once successful, the changes will either take effect (if current) or appear as an upcoming scheduled pay condition.
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 through Workforce > Staff > Employee name
Select Edit Current Pay Conditions
Select “From Start of Current Pay Cycle”
Make any necessary changes to the Pay Condition & Regular hours of work fields
If you're sending a contract or document to the employee when making the change, select Yes on the 'notify...' checkbox.
Select any applicable Contracts or Documents to send to the employee
Use the Review Contracts button to enter and save any Dynamic Fields
Click Review Changes to open the review model:
Review the changes and select Confirm and Apply to finalise the changes. If for any reason you are not ready to confirm select Cancel and Keep Editing, or otherwise click out of the model:
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 casual employee to a part-time
Scheduling a salary increase for annual reviews
To schedule a Pay Condition for the future:
Navigate to the Pay Conditions tab through Workforce > Staff > Employee name
Select the Schedule Change button in the bottom right of the page
Select the relevant selection from the options:
Make the necessary changes 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
Select the relevant contracts and documents
Select Review Contracts, fill in any missing information, and click Finish
Click Confirm Changes
Review the changes and select Confirm and Apply to finalise the changes. If for any reason you are not ready to confirm select the Cancel and Keep Editing button, or otherwise click out of the model:
Once successful, the scheduled update will appear in the Upcoming Pay Conditions section. Workforce will automatically update the employee's pay conditions on the date you select, which appears after "Schedule change from ...":
Change the dates to which pay conditions apply
In any scenario in which the start date of employee's current applying pay conditions is incorrect, you can change these using the date Date Change only option.
To do change the date of current pay conditions:
Navigate to the Pay Conditions tab through Workforce > Staff > Employee name
Select Edit Current Pay Conditions
Select Date change only:
Enter the new start 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 the relevant contracts and documents
Select Review Contracts, fill in any missing information, and click Finish
Click Confirm Changes
Review the changes and select Confirm and Apply to finalise the changes. If for any reason you are not ready to confirm select the Cancel and Keep Editing button, or otherwise click out of the model.
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 an employee's Pay Condition history:
Navigate to the Pay Conditions tab through Workforce > Staff > Employee name
Select Employee History:
Employee History 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
Edit or delete an employee's past and scheduled Pay Conditions
In the event that existing pay conditions, past or scheduled, need to be edited, you can navigate to the relevant pay condition set in the user profile by :
To do edit or delete an employee's past and scheduled Pay Conditions:
Navigate to the Pay Conditions tab through Workforce > Staff > Employee name > Upcoming or Past Pay Conditions
Select the ⌄ icon to expand and view the preconditions:
Select Delete Change or Edit Scheduled Pay Conditions (note: the Delete option will not be available for employees with only one set of pay conditions):
If editing the scheduled pay conditions, make edits
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 the relevant contracts and documents
Select Review Contracts, fill in any missing information, and click Finish
Click Confirm Changes
Review the changes and select Confirm and Apply to finalise the changes. If for any reason you are not ready to confirm select the Cancel and Keep Editing button, or otherwise click out of the model.
FAQs and Troubleshooting
FAQs and Troubleshooting