Junior Validation Rules
When you publish or print a schedule, WFM can validate that they comply with state regulations that apply to junior or school-aged employees.
If a schedule has a potential regulatory breach, WFM displays an error on the left side of the page. The error states the specific laws that may be breached.
To understand how WFM handles regulations for junior employees, see:
State and Territory Restrictions
Junior employee restrictions differ and across different states and territories in Australia. WFM checks for employee ages, hours, and other restrictions to ensure that your published schedules are compliant.
For all of the states and territories, the following regulations apply:
-
A school week starts on Sunday.
-
Public holidays count as weekend days.
The following table shows the rules for different Australian states and territories that WFM validates.
|
State or Territory |
Age |
Maximum Hours |
Shifts |
Breaks |
Prohibited Hours |
|---|---|---|---|---|---|
|
Australian Capital Territory |
Under 15 |
On a school week:
|
Maximum of one shift daily |
At least 12 hours between shifts |
|
|
New South Wales |
Under 16 |
On a school week, 4 hours on a weekday |
|
|
— |
|
Northern Territory |
Under 15 |
— |
— |
— |
Between 10 p.m. and 6 a.m. the next day |
|
Queensland |
Under 16 |
On a school week:
On a term break week:
|
Maximum of one shift daily |
|
Between 10 p.m. and 6 a.m. the next day |
|
South Australia |
Under 17 |
— |
— |
— |
— |
|
Tasmania |
Under 18 |
— |
— |
— |
— |
|
Victoria |
Under 15 |
On a school week:
On a term break week:
|
— |
|
Between 9 p.m. and 6 a.m. the next day |
|
Western Australia |
Under 15 |
— |
— |
— |
Between 10 p.m. and 6 a.m. the next day |
WFM does not handle all state and territory regulations. When scheduling junior employees, manually check your schedules to ensure they do not breach the regulations that WFM excludes.
The following table shows regulations for different Australian states and territories that WFM excludes from validation.
|
State or Territory |
Regulations Excluded in WFM |
|---|---|
|
Australian Capital Territory |
|
|
New South Wales |
Junior employees are prohibited to:
|
|
Northern Territory |
Junior employees are prohibited to work during school hours. |
|
Queensland |
|
|
South Australia |
Junior employees are prohibited to:
|
|
Tasmania |
Junior employees are prohibited to work during school hours. |
|
Victoria |
Junior employees are prohibited to:
|
|
Western Australia |
|
Excluding Employees from Junior Validation Rules
If you have junior employees who are exempt from these rules, exclude them from the WFM junior validation rules.
To exclude employees from junior validation rules:
-
Log in with a Payroll Manager or Administrator role.
-
From Workforce Management, go to Setup > Employees > List.
-
From the employee list, locate the employee you need to exclude. Click the corresponding row.
-
On the employee page, click Wages.
-
Click Edit wage.
-
On the Edit wage page, check the Exclude from junior restrictions box.
-
Click Save.
Creating Term Break Periods for School Holidays and Pupil-Free Days
Different restrictions apply during school holidays and pupil-free days.
WFM lets you create term breaks to account for junior employee restrictions around school holidays and pupil-free days.
Employees can request term breaks for approval.
State and territory restrictions may still apply to junior employees who are on a term break. Refer to the earlier table for these restrictions.
Options for creating term breaks:
-
Employees with access to payroll functions create term break periods for multiple employees
-
Employees submit term break requests for approval
To bulk create term breaks for employees, head to Setup > Employees > Process Term Break Request.
Click on the approved tab and select Add Term Break. Here you can set the period which the break covers, and select the applicable employees. The list of employees you are shown will only include employees who are considered a junior based on the locations they can be scheduled at.
Creating Term Break Periods for Multiple Employees
Follow the procedure.
To create term break periods for multiple employees:
-
Log in with a role with payroll functions.
-
Go to Setup > Employees > Process Term Break Requests.
-
Click Approved. Click Add Term Break.
-
Set the period that the term break covers.
-
From the employee list, select the employees for whom the term break applies.
Creating Term Break Requests
With ESS Extended, employees and managers can follow the procedure to create term break requests.
To create term break requests:
-
Log in to Workforce Management.
-
If you are an employee, log in to Workforce Management.
-
If you are a manager, log in with a Payroll Manager or Administrator role.
-
-
Open the employee profile.
-
If you are an employee, click your user icon and select Your Details.
-
If you are a manager, go to Setup > Employees > List.
From the employee list, click the employee name.
-
-
On the employee page, click Term breaks.
-
Click New Request.
The Update term break change request page opens.
-
On the Periods field, pick the start and end dates for the term break.
-
On the Proof of enrolment field, drag the appropriate file.
-
On the Proof of holidays field, drag the appropriate file.
-
Click Update this request.
After the request has been made, it is ready to be processed by any user with Finance Co-ordinator or General Manager access.
Processing Term Break Requests as an Approver
Follow the procedure.
To process term break requests as an approver:
-
Log in with a role with payroll functions.
-
Go to Setup > Employees > Process Term Break Requests.
-
In the Tools column, choose how you want to process requests.
-
If you want to allow the employee to take the term break, click Approve.
-
If the request is invalid, click Deny. From the list, select a reason for denial.
-
After a term break has been approved for an employee, any maximum hours rules applied to that employee will be ignored for the approved period.