2.4 How do I input employees’ details?

For each employee, you will need to identify:

  • their gender (male or female)
  • whether they are a graduate (i.e. employees in formal graduate programs, not those who hold tertiary degrees) or an apprentice (but not a trainee)
  • their employment status.

Determine employment status

For each employee, you will need to determine the employment status of each of your employees based on what is in their contract. Your headcount must include all employees in every category.

Employment status

Definition

Full-time

An employee engaged to work the minimum number of hours a week that your organisation defines as full-time. Their hours are guaranteed and reasonably predictable.

Check how your organisation defines full-time hours. Often this will be 37.5, 38 or 40 hours a week.

Part-time

An employee engaged to work less than the minimum number of hours a week that your organisation defines as full-time.

Part-time employees usually:

  • work regular hours each week
  • have the same benefits as full-time employees on a pro-rata basis
  • are either permanent or on a fixed-term contract.

Permanent or ongoing

Someone you employ on a permanent basis, either full-time or part-time, with access to permanent employee benefits and entitlements.

Fixed-term contract

Someone you employ on a fixed-term or non-ongoing contract, either full-time or part-time, according to paragraph (a) of the definition of ‘employer’ under the Act.

Casual

An employee who usually works irregular hours, has no guaranteed hours, and doesn’t get paid sick or annual leave.

They can usually end employment without notice, unless a registered agreement, award or employment contract requires it.