Underpayment claims in the care sector usually aren't deliberate. They come from a classification that was never reviewed, a penalty that wasn't applied or an allowance that never made it from the shift notes into payroll. This checklist is designed to catch those before they become back-pay.
Every pay cycle
- Every timesheet matches a rostered or approved shift, and variances are explained.
- Weekday shifts finishing after 8pm or starting before 6am have afternoon or night penalties applied.
- Saturday, Sunday and public holiday hours are paid at the correct penalty, plus casual loading where applicable.
- Overtime is applied for hours beyond the daily limit, part-timers' agreed hours and weekly limits.
- Sleepover allowances are paid, and disturbances during sleepovers are paid on top.
- Broken-shift allowances are paid for each break, and work outside the span is paid correctly.
- Minimum engagement periods are honoured for short shifts.
- Minimum breaks between shifts are respected, or the resulting overtime is paid.
- Travel time between clients and vehicle allowances are paid.
- Client cancellations are handled according to the Award.
- Superannuation is calculated on ordinary time earnings and paid on time.
- Pay slips are issued within one working day of payment and include everything the Fair Work Regulations require.
Every quarter
- Spot-check 10 random timesheets end to end, from roster to pay slip.
- Review part-time employees' actual vs agreed hours, and vary agreements in writing where hours have changed.
- Reconcile leave balances, including accrual rates for SCHADS shiftworkers.
- Check that shift margins are still positive against current NDIS price limits.
Every year (before 1 July)
- Load the new SCHADS rates and allowance amounts from the Fair Work pay guide.
- Update NDIS price limits from the new Pricing Arrangements and check which shifts now lose money.
- Review every employee's classification and pay point progression.
- Confirm the super guarantee rate for the new financial year.
- Check casual employees' conversion rights and notices.
Records you must keep
- Time and wages records for 7 years.
- Rosters, timesheets and records of hours worked, including overtime.
- Leave balances and leave taken.
- Superannuation contributions and the fund paid to.
- Written part-time agreements and any variations.
Check a sample week right now with the free SCHADS Pay Calculator. It flags short shifts, missing allowances and weekly hours over 38.
Making compliance the default
Checklists catch errors. Systems prevent them. When the roster, award rules, timesheets, payroll export and NDIS invoice all come from the same shift record, most items on this list are checked automatically every pay cycle. That's the approach RaddeCare+ takes.
This checklist is general information, not legal advice. For your specific obligations, check fairwork.gov.au or speak to an employment adviser.
Frequently asked questions
How long must NDIS providers keep payroll records?
Employers must keep time and wages records, including hours worked, pay, leave and super, for 7 years under the Fair Work Act.
How often should I audit SCHADS payroll?
Run basic checks every pay cycle, a sample audit of timesheets every quarter, and a full review of rates, classifications and NDIS price limits before 1 July each year.
What are the most common SCHADS underpayments?
Missed afternoon and night shift penalties, unpaid sleepover disturbances, missing broken-shift allowances, part-time overtime, unpaid travel time between clients and outdated classifications.