Set up public holidays

A public holiday calendar lists the special days in your year: public holidays, rostered days off (RDOs) and picnic days. When you apply pay rates, a timesheet on one of those dates is paid at the matching rate from its pay rate document, with nobody flagging it by hand.

Holidays differ between states and regions, so you can keep several calendars and link each one to a worker tag. Calendars are under Settings, then General: under Financial, select Public holidays. Owners and Admins can manage them by default.

Changes to a calendar only affect timesheets you apply pay rates to afterwards. To repay a period already processed, apply pay rates to it again.

Create a calendar

1. Under Public Holiday Calendars, select Add Calendar.
2. Enter a Calendar Name, for example "NSW Public Holidays".
3. Choose a Mapped Tag (optional). Workers with that tag use this calendar. Leave it as No tag (all workers) for a calendar every worker uses.
4. Set a Priority if a worker could match more than one calendar. Lower numbers win.
5. Leave Active on. Inactive calendars are ignored.
6. Select Create.

To change or delete a calendar later, use the pencil or the bin on its card.

Add dates

1. On the calendar's card, select Manage Dates.
2. Choose the Date type: Public holiday, RDO or Picnic day.
3. For a holiday on the same date every year, such as Anzac Day, turn on Recurs every year and choose the month and day. For a one-off date, leave it off and pick the Date.
4. Enter a Name and select Add.

Use the pencil beside a date to change it, or the bin to remove it. If one date is listed as more than one type, public holiday wins over RDO, and RDO over picnic day.

Workers in more than one calendar

Each worker uses one calendar only; dates on their other calendars are ignored for them. Assignar Pay picks it like this:

1. A calendar mapped to a tag the worker has beats one with no tag.
2. If several are left, the lowest Priority number wins.

Two things follow:

• Keep a group's dates on one calendar. With two untagged calendars, say one for public holidays and one for RDOs, only the one with the lower priority number is used, and every date on the other is ignored. Put all the dates on one calendar and tell them apart with the Date type.
• A tagged calendar wins even when it is empty. A worker with its tag doesn't fall back to the untagged calendar, so give a tagged calendar every date its workers need.

How it affects pay

On a date from the worker's calendar:

• Public holiday hours are paid under the rule group's Public Holiday rule. See Public holiday loading.
• RDO and Picnic day hours are paid at the rule group's RDO or picnic day rate, when the pay rate document has one. These rates come from the document you upload; the Rule Groups tab has no field for them.

A calendar picks the days; the pay rate document sets what they are worth. If the document has no rate for a type, marking a date on the calendar doesn't change pay.

Change one timesheet

To treat particular timesheets as a public holiday, or not, whatever the calendar says:

1. Under Payroll, select Pay Rates, then Table View, and tick the timesheets.
2. Select Set Public Holiday.
3. Under Public holiday treatment, choose Public holiday, Not a public holiday, or Use calendar to go back to the calendar, and select Apply.

This choice wins over the calendar, and stays when the timesheet is synced again from Assignar Operations.

Timesheets for days not worked

When you apply pay rates, Assignar Pay can add a timesheet for a calendar day a worker had off, so the day still reaches payroll:

• Public holiday: a worker with no work timesheet on the date gets one for 7:36 hours (7:00 to 14:36), paid under the public holiday rules.
• RDO: a worker with no timesheet at all on the date gets a leave timesheet coded as RDO, for the same hours. It is paid by the rule group's RDO leave rule; see Leave rules and RDO rules.

A day is only added when:

• it is on the calendar that worker uses (see Workers in more than one calendar);
• the worker has at least one real work timesheet in the period being processed, so people who have left or were away all period get nothing;
• the worker's employment type is included. The Public holiday auto timesheets and RDO auto leave timesheets cards at the top of this settings section each have an Employment type filter; set each one and select Save. They are separate, so setting one doesn't set the other. With Include only selected types, a worker with no employment type gets nothing;
• the worker's employment type isn't excluded from payroll.

If a real timesheet later arrives for that date, the added one is removed the next time you apply pay rates. Picnic days never get one.

This happens when pay rates are applied, by hand or automatically, not when timesheets are imported.