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Managing Sleepover Shifts with Auto-Calculated Allowances

How to Best Configure Your Rate Card for Sleepover Allowances Under the SCHADS Award

✅ When to Use This Setup:

Use this configuration only when sleepover shifts are paid as a fixed allowance, not by hourly rate.

This is common in NDIS or residential support environments where a worker remains onsite overnight with no active support hours.

⚙️ Step-by-Step Guide

Step 1: Create a Sleepover Allowance





Step 2:  Set Pay and Charge Rate to $0.00 for Sleepover (SL)

  • Import your  rates with the below information 

  • For each applicable qualification:

    • Locate the SL (Sleepover) shift type

    • Set both Pay Rate and Charge Rate to $0.00

Step 2.1: Add  Sleepover Allowance to rates

Configure the allowance:

    • Use a fixed value for both pay and charge (e.g., $90 pay / $120 charge)

    • Apply to Shift Type = SL ONLY

    • Enable Auto Apply to automate calculation (set column to be false)

    • Step 3: Process Shifts as Usual

  • When SL shifts are added or processed, the system will:

    • Show $0.00 pay and charge rate on the shift itself

    • Automatically attach and calculate the configured allowance

📌 Key Example: Handling Full Sleepover Splits

If a shift is split into PM / SL / AM, follow this structure:

Shift Type Pay/Charge Setup Allowance Setup Notes
PM Standard hourly None Paid as normal PM shift
SL $0.00 Sleepover allowance applied Auto-calculated fixed rate
OT Standard hourly None If member wakes up during sleepover hours and works it automatically is calculated as overtime
AM Standard hourly None Paid as normal AM shift
 

This setup ensures the active components (PM and AM) are paid hourly, while the overnight sleepover (SL) is calculated using an allowance.

💡 Tips:

  • Review templates to ensure allowances appear on payslips and invoices

  • Double-check allowance mapping in reporting and GL setups

  • Communicate this clearly with your payroll team to avoid double payments

💡 Examples: Of payslip and Invoice Based on examples 

Allocations View of Examples

Payroll  Summary of Example of 1+2

Example 1 - Standalone Sleepover

 Confirm Shift

Member  payslips

Invoice

Example 2 - Full Sleepover (PM/SL/AM) using vx onwards

Confirm Shifts

Member Payslip

Invoice

Example 3 - Full Sleepover with Active  wake up (PM/SL/O1/AM)

Confirm Shifts

Member Payslip

Invoice