I. Overview of Contract Work Hours

Contract hours refer to the minimum number of hours a full-time or part-time staff member is required to work each fortnight, as specified under the Social, Community, Home Care & Disability Services Industry (SCHADS) Award.

These minimum contract hours must be formally recorded and not left undefined. This ensures compliance with employment regulations and provides clarity for both the staff member and the organisation.

II. Set Up Contract Hours in a Staff Member’s Profile

1. In the left menu bar, click People.

2. Click Teams.

3. Select a staff member from the list.

4. Click Work Availability to manage the staff member’s work schedule. Availability can be set up both in the organisation’s management portal and in the CareVision Plus app.

5. Click +Create Work Schedule to create a new schedule.

6. The Staff Name field is autopopulated based on the staff name in the staff profile.

7. In the Schedule Name field, specify a name relevant to the schedule type you are creating.

8. Set the Schedule Type field to Contract Hours.

9. Specify the Schedule Start Date (Inclusive) field. This field indicates the date when the schedule becomes effective.

• The Schedule Start Date (Inclusive) is when the contract hours schedule becomes effective, but it does not set Day 1 (Monday) of the 14-day rotation or the start of the payroll period.

• For example, if you enter July 1, 2025 (a Tuesday) as the Schedule Start Date (Inclusive), the schedule will take effect from that date.

10. (Optional). Specify the Schedule End Date (Exclusive) field with the date the schedule ends. If left blank, the work schedule will be considered ongoing.

11. In the Day of Fortnight column, a 14-day period is listed as Day 1 to Day 14 with the corresponding day names.

• Day 1 (Monday) of the 14-day payroll rotation is determined by the payroll system’s pay period.

• For example, if the pay period starts on Monday, June 30, 2025, then that Monday is considered Day 1, regardless of the Schedule Start Date (Inclusive) you selected.

• The payroll export’s From (Inclusive date) will reflect the pay period start, not the Schedule Start Date (Inclusive).

12. Check the box for each day the staff member is scheduled to work. To indicate a staff member’s recurring unavailability, untick the days they are not working.

13. In the Start Time column, set a start time for each selected day.

14. In the End Time column, set an end time for each selected day.

We recommend entering the start and end times for contract hours. This allows the payroll system to calculate total hours worked accurately and process payroll correctly.

15. Under the Break Start Time (Unpaid) column, specify the start time for any unpaid break on each day.

16. Under the Break Duration (In Minutes) column, specify the length of the unpaid break in minutes for each day.

We recommend specifying break times within contract hours. Without this information, the payroll system may assume continuous work and potentially add extra time or allowances, which can result in incorrect payments.

17. On the right, you can click Copy To All to apply the same times to all days, or define each day individually as needed.

III. Manage Contract Hours Settings

CareVision allows your organisation to configure settings that define how contract hours are managed. These options allow administrators to tailor contract hour policies based on organisational requirements.

1. Go to Settings.

2. Click General Config.

3. On the right side, find Contract Hours Pay Settings.

4. In the Leave Ignore Contract Hours field, choose one of the following options based on your organisation’s policy:

The Leave Ignore Contract Hours field determines how leave hours are calculated and paid in payroll when a staff member applies for leave. You can choose from the following options, depending on how you want payroll to handle applied leave:

Always: If you choose the Always option, CareVision will only send leave hours to payroll if they match the staff member’s contract hours. Even if the leave application covers additional days or overlaps with the pay period, only the hours that coincide with the scheduled contract hours will be paid through payroll.

• Pink indicates the 14-day pay period.

• Yellow indicates the staff member’s contract hours.

• Blue indicates extra work outside contract hours.

• Green indicates the periods when leave has been applied for.

Never: If you select the Never option, CareVision will send exactly the hours specified in the leave request to payroll, regardless of whether these hours match the staff member’s contract hours.

In this scenario, the green leave application may include days that are not contract hours (not yellow), and there may be contract hours (yellow) without a corresponding leave application. CareVision will process and pay all hours included in the leave request, even if they do not align with the staff member’s usual contract hours.

Per Leave: If the Per Leave option is selected, the approver can determine how leave hours are paid for each individual leave request.

With this option, the approver can choose to pay either only for the hours that overlap with contract hours (yellow) or for the exact hours requested in the leave application (custom time). By default, CareVision will pay only for contract hour overlaps, but the approver may select custom time payment as needed, on a case-by-case basis.

5. In the Pay Contract Hours field:

• If you want staff to always be paid for time that falls within their contract hours, check this box. When checked, staff will be paid for all contract hours, and any work performed outside of these hours will be compensated additionally.

• If you do not want staff to be automatically paid for their contract hours, leave the box unchecked. In this case, staff will only be paid for the hours they actually work.

6. Click Save to apply your changes.

This topic describes the concept of contract hours, outlines the process for setting them within a staff member’s profile, and details the steps for managing contract hour settings in your organisation. These steps help ensure accuracy in payroll processing and leave applications, while maintaining ongoing compliance with national award requirements.

For more information about contract hours, contact the CareVision support team.