Rostering casual employees and part-timers depends on your award, and the rules differ in ways that change how you build a shift. This guide is written for Victorian sites. It compares two awards, then gives you a five-step routine for finding the rule in your own award.
Why one rostering rule never fits every award
According to the Fair Work Ombudsman's hours of work page, awards and enterprise agreements set the maximum ordinary hours an employee can work, the minimum ordinary hours in a day and the times of day ordinary hours can be worked. Ordinary hours can be different for full-time, part-time and casual employees.
The Storage Services and Wholesale Award 2020 says it covers employers throughout Australia in the storage services and wholesale industry (clause 4.1). The Manufacturing and Associated Industries and Occupations Award 2020 says it covers employers throughout Australia of employees in the Manufacturing and Associated Industries and Occupations who are covered by its classifications (clause 4.1). Whether either award covers your people depends on the industry and the job classification, or an enterprise agreement may apply. Check which award or enterprise agreement covers your people.
The Fair Work Act (section 62) sets a backstop: an employer must not request or require an employee to work more than 38 hours a week unless the additional hours are reasonable. For an employee who is not full-time, the threshold is the lesser of 38 hours and their ordinary hours in a week.
Part-time employees: agreed patterns and minimum shifts
A part time roster starts from the agreed pattern, not from the week's demand. Both awards expect that pattern to be written down.
- Storage award, pattern. Under the Storage Services and Wholesale Award 2020, a part-timer works fewer than 38 ordinary hours a week with reasonably predictable hours (clause 10.2). At engagement the employer and employee agree in writing a regular pattern: the hours each day, the days of the week and the starting and finishing times (clause 10.3). Any agreed change is recorded in writing (clause 10.4).
- Storage award, minimum shift. The employer must roster a part-time employee for a minimum of 3 consecutive hours on any shift (clause 10.5).
- Manufacturing award, pattern. Before part-time work starts, the Manufacturing Award 2020 requires written agreement on the hours, the days, the starting and finishing times and the classification (clause 10.3). It may be varied by consent in writing (clause 10.4).
- Manufacturing award, minimum shift. A part-timer must be engaged and paid for a minimum of 4 consecutive hours per shift, or no less than 3 on request and agreement, recorded on the time and wages record (clause 10.2).
Rostering beyond the part-time agreed hours has a cost. Under the Storage award, time worked beyond the hours as mutually arranged is overtime (clause 10.6). Under the Manufacturing award, a part-timer required to work beyond the agreed hours must be paid overtime under clause 32 (clause 10.8). Read the overtime clause in your award for the rate.
Rostering casual employees: minimum engagement and how it shapes the roster
The casual minimum engagement is set by the award. The Storage Services and Wholesale Award 2020 guarantees a casual not less than 4 hours' engagement every start (clause 11.1). Under the Manufacturing Award 2020, a casual must be paid for a minimum of 4 consecutive hours' work each time they attend, and may request an engagement of no less than 3 consecutive hours if the employer agrees (clause 11.2).
The minimum is a floor on shift length, so it decides what a casual can fill. A two-hour peak at the dock is not a two-hour casual shift under either award. Build casual shifts in blocks at least as long as the minimum, and plan useful work for the rest of the block.
How a casual later becomes permanent is a separate question, covered in the post on casual conversion rules. How many casuals to carry is covered in the post on the permanent and casual mix.
Two awards side by side
- Where they differ. The part-time minimum is 3 consecutive hours under the Storage Services and Wholesale Award 2020 (clause 10.5) and 4 under the Manufacturing and Associated Industries and Occupations Award 2020, or 3 on request and agreement (clause 10.2).
- Where they match. Both set a casual minimum of 4 hours (clauses 11.1 and 11.2). Only the Manufacturing award has a shorter casual option, by agreement.
Find the rule in your own award in five steps
- Step 1: confirm the instrument. Work out which award or enterprise agreement covers the job, using the industry and the classification.
- Step 2: open the full text. The Fair Work Ombudsman's award library publishes the Storage award and the Manufacturing Award 2020, among others. Find the part-time and casual headings.
- Step 3: note the minimum engagement. Write down the minimum hours per shift for each group, and whether a shorter shift is allowed by agreement.
- Step 4: note the pattern rules. Check whether a written pattern is required and how a change must be recorded.
- Step 5: check the overtime clause. Find what happens to hours outside the agreed pattern.
Example: one casual shift worked through the routine
Here is an example with illustrative numbers. A distribution centre needs one extra picker from 6 am to 8 am for a two-hour peak. Under the Storage award's 4 hour guarantee (clause 11.1), the manager rosters 6 am to 10 am and plans replenishment work for hours three and four. Under the Manufacturing Award 2020, the casual is paid for 4 consecutive hours, or 3 if the casual asks and the employer agrees (clause 11.2).
Keep roster records that match the agreement
A roster is only as defensible as the records behind it. Keep each part-timer's written pattern and every agreed change on file. Under the Manufacturing Award 2020, the employer must retain a copy of any pattern or variation and give one to the employee (clause 10.5). If you collect signed patterns electronically, the post on digital onboarding for casuals covers electronic signing and where signed copies are kept.
If you use labour hire, do not assume your own award applies to the worker. Ask the provider which award or agreement covers the worker, and what minimum shift length applies, before you build the roster. Chandler Personnel provides labour hire through Chandler Services, permanent recruitment through Chandler Recruitment, and payroll outsourcing. You can start with labour hire in Melbourne or warehousing and logistics staffing.
Changing a roster that is already published is a separate topic, covered in its own guide. The consultation clauses in the Storage Services and Wholesale Award 2020 (clause 31.1) and the Manufacturing and Associated Industries and Occupations Award 2020 (clause 42.1) apply to a change to an employee's regular roster or ordinary hours, other than an employee whose working hours are irregular, sporadic or unpredictable, so check whether that exclusion fits your casuals, and check for an enterprise agreement term.
Related Resources
- Labour hire in Melbourne
- Warehousing and logistics staffing
- Casual conversion rules
- Permanent and casual mix
- Digital onboarding for casuals
- Storage award
- Manufacturing Award 2020
Common Questions About Rostering Casual and Part-Time Employees
1. Can I roster a part-time employee for more hours than agreed?
Only within the award and the Fair Work Act. Under the Storage Services and Wholesale Award 2020, time worked beyond the hours as mutually arranged is overtime (clause 10.6). Under the Manufacturing Award 2020, a part-timer required to work beyond the agreed hours must be paid overtime (clause 10.8). If the change is ongoing, agree a written variation instead.
2. What is the minimum shift length for a casual employee?
It depends on the award. The Storage Services and Wholesale Award 2020 guarantees a casual not less than 4 hours' engagement every start (clause 11.1). The Manufacturing Award 2020 requires payment for a minimum of 4 consecutive hours each time the casual attends (clause 11.2). Other awards and enterprise agreements differ, so check yours.
3. Do part-time employees need a written pattern of work?
Under both awards compared here, yes. The Storage Services and Wholesale Award 2020 requires a regular pattern agreed in writing at engagement (clause 10.3), and the Manufacturing Award 2020 requires written agreement before part-time work starts (clause 10.3). Variations must be in writing under each (clause 10.4). Check your own award.
4. Can a casual agree to a shorter shift than the minimum?
Under the Manufacturing Award 2020, a casual may request an engagement of no less than 3 consecutive hours, and the employer may agree (clause 11.2). The Storage Services and Wholesale Award 2020 reads "not less than 4 hours' engagement every start" (clause 11.1), and that clause gives no shorter option. Check the rest of your award and any enterprise agreement.
5. How do I roster a labour hire worker whose award I do not know?
Do not assume your own award applies to a labour hire worker. Ask the provider which award or agreement covers the worker and what minimum shift length applies, so the roster fits it. Put the answer in your order before the first shift.
Read your award before you roster
Minimum shift lengths and agreed patterns differ between awards, so a casual or part-time roster built from habit can be wrong. Confirm which award or enterprise agreement covers each person, then read the part-time and casual clauses before you set the hours. Write the minimums on your roster template.
