📋 Overview
This article explains how to handle a situation where a casual employee transitions to a full-time role. It covers whether a new employee profile is required, how to update the existing profile, and important considerations for leave accruals such as LSL.
📌 Scenario
An employee currently set up as Casual is moving into a Full-Time role (e.g., effective Monday 4 May).
Example employee: Jane Doe
Expected Outcome:
- ✅ The employee's existing profile is updated to reflect their new employment type
- ✅ Payroll and leave settings align with the new full-time status
- ✅ Leave accruals continue correctly from the effective change date
❓ Do I need to create a new employee profile?
No. A new profile is not required.
You should update the existing employee profile to reflect the change in employment type. Creating a new profile is generally not recommended unless the employee is being terminated and rehired under a completely separate legal entity or payroll setup.
✅ Recommended Process
1️⃣ Finalise casual employment
Ensure all hours worked as a casual employee are correctly captured and included in the final casual pay run prior to the change effective date.
2️⃣ Update employee profile
On or before the transition date (or effective from the change date), update the following fields in the employee profile:
- Payroll tab > Payroll Employment Status → change from Casual to Full-Time
- Pay Component → Salary/hourly rate (as applicable)
- Leave entitlements (Annual Leave, Sick Leave, etc.)
- Standard hours / work schedule
- Any relevant award or payroll settings
🌴 Leave Accrual Considerations
Annual Leave & Sick Leave
- Leave accruals for full-time entitlements will begin from the effective date of the employment change.
- Accruals are generated through each payroll process going forward.
Long Service Leave (LSL)
- LSL does not automatically back-calculate for prior casual employment in most setups.
- If LSL should have accrued during the casual period, this must be:
- Calculated manually, and
- Added via an LSL accrual / leave history adjustment record.
⚠️ Important Notes
- Changing employment type does not automatically adjust historical leave balances.
- Always confirm payroll impact before processing the next pay run.
- If your organisation tracks LSL from casual start date, manual reconciliation may be required.
📝 Summary
- ✅ No new profile is needed
- ✅ Update the existing employee record effective from the change date
- ✅ Pay final casual hours correctly before transition
- ✅ Leave accruals start from the full-time effective date
- ✅ Manually adjust LSL if prior accrual is required