When setting up a casual employee in the system there are some considerations that need to be taken to ensure that the payments are calculated and made correctly.
This article includes the following key items to help make this process easier
Adding Employees
The initial process for adding the employees is identical to that of a standard employee from the employees list actions menu to either start the onboarding process or add the employee directly.
This is detailed further in our Adding Employees article.
Hourly Rate
Once the initial details for the employee are added, special consideration needs to be made to the Hourly Rate that has been assigned to the employee.
We strongly recommend that this be set to the employees Base Rate, without the casual loading applied, (the equivalent rate for a full time/part time employee). The reason for this will become clear when we discuss how you can trigger the casual loaded rate from the ruleset pay rules.
Applying the casual loaded rate at this point may cause overpayment issues due to later applications of casual loading or overtime/penalty rules.Employee Rule Set
Part of setting up an employee is the required selection of an Award and rule set. While ClockOn provides some pre-built award configurations, this guide will focus on the "Default Award" as provided with all new accounts.
You can check the employee's award linkage from Employee Details the Pay tab > Award Configuration section.
If this is set incorrectly, you can use the Select button within this section to adjust it. this can also be done on bulk using the Assign To Employees option. For more detail on this please see the Award Manager article.
Rule Set Configuration
Now that we have the employees linked to the correct rule set entry, we need to check and confirm that the rule set itself is set with the appropriate settings.
To open the Rule Set configuration, first use the Setup menu item, and select Award Manager. From there use the Options button for the Award and select Rule sets. 
From here you can specify items such as when the employees on this rule set will trigger penalties and overtime, additional loadings, leave entitlements, and super.
For this article we are going to cover the items for Miscellaneous loading, and leave entitlements. If the employee is entitled to penalties and/or overtime we recommend reviewing the following guides.
Miscellaneous Loading
This section is where we can configure the application of the casual loaded rate to the employee's base rate. Doing this here allows for greater flexibility as there are several agreements with conditions such as only apply the loaded rate to normal hours.
The key items within this section are
- Earns a flat loading of X on normal hours
- Earns a flat loading of X on overtime and penalty hours
- Apply loadings to {Rate, Percentage}
The Earns a flat loading of X on normal hours option allows the system to add the additional percentage (usually an additional 25%) for the casual loading to the employees base rate, but only to the hours not considered as overtime or penalty.
An example would be an employee that earns a base rate of $20 per hour with a 125% casual loading, ClockOn would apply this at payroll as $25 per hour.
The Earns a flat loading of X on overtime and penalty hours option allows the system to apply the casual loading as a percentage of the base rate before the overtime/penalty is applied. Depending on the agreement this may not be ideal as some already have the casual loading considered and baked into the overtime/penalty percent.
Using the previous example with a penalty of 150% results in an hourly rate of $20 x 125% x 150% = $37.50 per hour.
If the percentage was baked into the penalty instead this would be $20 x 175% = $35 per hour.The Apply loadings to {Rate, Percentage} selection allows you to choose whether the loading amount will be applied on the payslip to the employees base rate, or displayed as a percentage.
For example if the employee was to be paid 7 hours at $20 with casual loading applied, we would see the following on the payslip.
Rate method: 7 x 25 x 100% = $175
Percentage method: 7 x 20 x 125% = $175
Both are designed to result in the same value, this is personal preference.Leave
As a casual employee leave is not generally accrued so we recommend checking that the Accrue options are disabled in each section with the likely exception of Long Service Leave we recommend checking with your state/territory for advice on the accrual requirements.