How to roster staff for public holidays
Navigate public holiday rostering with confidence—understand entitlements, apply correct penalty rates, and handle substitute days properly.
Written by
Georgia Morgan
General information only – not legal advice
This guide provides general information about public holiday rostering in Australia. Penalty rates and conditions vary by award and state. It does not constitute legal, HR, or professional advice and should not be relied on as a substitute for advice specific to your business, workforce, or circumstances.
Why public holiday rostering is different
Public holiday rostering combines three uniquely challenging elements: legal complexity (NES + award rules), financial impact (225-250% penalty rates that can double labour costs), and employee expectations (time off with family). Unlike regular rostering where you assign shifts, public holiday rostering operates on a request-based system—you must REQUEST staff to work, and they can refuse if the request is unreasonable.
The financial stakes are substantial. A typical retail store rostering 10 staff for Boxing Day at 250% penalty rates can see labour costs surge from $3,000 to $7,500 for a single day. A restaurant open on New Year's Eve faces similar cost multipliers. Get the rostering wrong—either by understaffing (losing revenue) or overstaffing (wasting penalties)—and the impact on your bottom line is immediate.
Key insight: The Fair Work Act treats public holiday rostering as a REQUEST-BASED system, not a directive-based system. You cannot simply roster someone to work a public holiday—you must ask, they must agree, and their refusal can be reasonable even if you think it's not. Understanding this fundamental shift from "command and control" to "request and negotiate" is critical to compliance.
The public holiday rostering challenge
- Legal minefield: NES entitlements + award-specific rules + substitute day provisions + reasonableness test = complex compliance landscape
- Financial volatility: Penalty rates 2.25x-2.75x base pay means a single public holiday can cost more than an entire normal week
- Employee relations risk: Perceived unfairness in public holiday allocation (same people working every Christmas) damages morale and retention
- Documentation burden: Every request must be documented, every refusal justified, every agreement evidenced—manual tracking is error-prone
- Industry variations: Essential services (healthcare, security) have different dynamics than discretionary businesses (retail, hospitality)
This guide provides a systematic approach to public holiday rostering that addresses these challenges while maintaining compliance, controlling costs, and preserving employee goodwill. Learn how rostering software automates public holiday compliance and reduces administrative burden.
National public holidays 2025
Mark these dates in your rostering calendar and plan staffing well in advance.
| Holiday | Date | Substitute Day |
|---|---|---|
| New Years Day | Wednesday 1 January 2025 | N/A |
| Australia Day | Monday 27 January 2025 | Observed Monday (26th is Sunday) |
| Good Friday | Friday 18 April 2025 | N/A |
| Easter Saturday | Saturday 19 April 2025 | N/A |
| Easter Monday | Monday 21 April 2025 | N/A |
| Anzac Day | Friday 25 April 2025 | N/A |
| Queens Birthday | Varies by state | Check your state |
| Christmas Day | Thursday 25 December 2025 | N/A |
| Boxing Day | Friday 26 December 2025 | N/A |
Note: Additional state-specific public holidays apply (Queen's Birthday, Show Days, etc.). Check your state government website for a complete list. See the State differences section below for details.
6 steps to compliant public holiday rostering
Follow these steps to manage public holiday rostering correctly and avoid costly mistakes
Identify all applicable public holidays
Check which public holidays apply to your state/territory and mark them in your rostering calendar.
Key considerations:
- Include 8 national public holidays plus state-specific days
- Note substitute days when holidays fall on weekends
- Check for local public holidays (e.g., Show Days)
- Mark dates well in advance for planning
Understand employee entitlements
Know the rights employees have regarding public holidays under the NES.
Key considerations:
- Full-time and part-time: entitled to be absent with pay
- Pay based on ordinary hours they would have worked
- Casuals: no entitlement to paid day off, but penalty rates if working
- Cannot disadvantage employees by changing rosters to avoid payments
Determine if you can request work
Assess whether requesting staff to work on the public holiday is reasonable.
Key considerations:
- Consider operational requirements and nature of work
- Assess employees personal circumstances
- Factor in penalty rates and alternative days off
- Employees can refuse if the request is unreasonable
Apply correct penalty rates
Calculate public holiday pay rates based on your award or enterprise agreement.
Key considerations:
- Most awards: 250% for full-time/part-time employees
- Some awards offer time off in lieu as an alternative
- Check if minimum shift requirements apply
- Casuals receive base + loading + public holiday penalty
Handle substitute days correctly
When holidays fall on weekends, apply the substitute day rules properly.
Key considerations:
- Staff who dont normally work weekends get the substitute day
- Staff who work weekends may get the actual day as their holiday
- Substitution arrangements may be available by agreement
- Check state/territory legislation for specific rules
Document and communicate
Record all public holiday arrangements and communicate clearly with staff.
Key considerations:
- Include public holidays in roster well in advance
- Document any requests to work and responses
- Keep records of any substitution agreements
- Ensure payroll has correct rates flagged
Simplify public holiday rostering
RosterElf automatically applies public holiday penalty rates and helps you manage staff requests compliantly. Built for Australian small businesses.
Public holiday rostering by industry
How different industries approach public holiday staffing challenges.
Hospitality (Restaurants, Cafes, Pubs)
New Year's Eve, Christmas Day, and Australia Day are peak trading days for hospitality venues. Many staff are willing to work for penalty rates plus tips, but the challenge is balancing customer demand with staff preferences while managing costs.
Typical approach:
- 50% volunteers (staff who want the penalty rates) + 50% rostered (rotating system)
- Offer double-time-and-a-half (250%) under Hospitality Award
- Smaller team than normal weekends (reduce costs while meeting demand)
Retail (Stores, Supermarkets)
Boxing Day sales are the biggest retail event of the year, requiring maximum staffing. The challenge is ensuring fair rotation so the same people don't work every peak public holiday.
Best practice:
- 2-year rotation policy (if you worked last Christmas, you're exempt this year)
- Apply 225% penalty rate under General Retail Award
- Casual staff pool for peak periods (Boxing Day, Easter Monday)
Healthcare & Aged Care
Essential services that cannot close on public holidays. Aged care facilities must maintain care minute compliance while managing public holiday costs. Healthcare settings require 24/7 RN and EN coverage.
Unique challenges:
- Must ensure 200 care minutes per resident PLUS public holiday penalty rates
- 24/7 RN coverage requirement doesn't pause for public holidays
- See our dedicated guide: How to roster aged care staff
Security Services
Security guards protecting sites, events, and facilities often have 24/7 coverage requirements. Public holiday work is frequently a contractual obligation rather than a request.
Management approach:
- Employment contracts often specify public holiday availability requirements
- Fatigue management critical (avoid back-to-back 12-hour public holiday shifts)
- Learn more: Security rostering solutions
Public holiday penalty rates by award
Typical public holiday penalty rates across common Modern Awards.
| Award | Full-Time/Part-Time | Casual | Notes |
|---|---|---|---|
| General Retail Industry Award | 225% | 250% | Option for TOIL |
| Hospitality Industry Award | 250% | 275% | Minimum 4 hour shift |
| Restaurant Industry Award | 250% | 275% | Minimum 4 hour shift |
| Fast Food Industry Award | 250% | 275% | Minimum 3 hour shift |
| Clerks Award | 250% | 275% | Or TOIL by agreement |
| Health Professionals Award | 250% | 275% | Check specific clauses |
Important: Rates shown are indicative. Always verify with your specific modern award or enterprise agreement. Use our overtime & penalty rate calculator for accurate calculations. See all award rates in our award rates hub.
Factors for reasonable request to work
When determining if a request to work on a public holiday is reasonable, the Fair Work Act requires considering these factors.
When determining if a request to work on a public holiday is reasonable, consider:
Practical strategies for public holiday rostering
Proven approaches to balance staffing needs, costs, and employee satisfaction.
1. Early volunteer callout process
The most successful public holiday rostering strategy is to ask for volunteers FIRST, 3-4 weeks before the date. This gives staff time to consider, avoids perception of being "forced," and usually yields enough volunteers when approached properly.
How to run a volunteer callout:
- 4 weeks out: Email all staff explaining the public holiday, expected customer demand, and penalty rates on offer
- 3 weeks out: Follow up with staff who haven't responded (reminder, not pressure)
- 2 weeks out: If insufficient volunteers, identify gaps and send FORMAL work requests to specific staff with clear notice
- Document everything: Keep records of all requests and responses for compliance evidence
2. Fair rotation systems
Perceived unfairness—where the same people work every Christmas or every Easter—is a major source of resentment. Implement a transparent rotation system that everyone understands and can predict.
Common rotation approaches:
- Alternating years: Work Christmas 2024? Exempt from Christmas 2025.
- Point system: Each public holiday = 1 point. Balance points across all staff annually.
- Team-based rotation: Team A covers summer holidays, Team B covers Easter/Anzac, rotate annually.
- Document the policy: Include rotation system in public holidays policy and onboarding materials
3. Incentives beyond penalty rates
While penalty rates (225-275%) are substantial, some businesses offer additional incentives to secure volunteers and maintain goodwill, particularly for peak trading days like Boxing Day or New Year's Eve.
Additional incentive ideas:
- Preferred shifts next roster: Work Christmas? Get first pick of shifts in January.
- Staff meals/catering: Provide quality meals for staff working long public holiday shifts
- Recognition: Thank staff publicly, highlight contributions in team meetings
- Annual leave priority: Staff who work multiple public holidays get priority for annual leave booking
4. Backup plans for no-shows and changes
Public holidays have higher no-show rates (staff get sick, family emergencies, changed plans). Always have backup staff identified BEFORE the day.
Contingency strategies:
- On-call list: Maintain list of 2-3 casual staff willing to be "on call" for public holiday fill-ins (pay a small retainer if necessary)
- Manager backup: Ensure at least one manager/supervisor is scheduled and can cover gaps
- Cross-training: Train staff across multiple roles so they can flex if someone doesn't show
- Shift swap functionality: Use shift swap features to let staff cover each other
State and territory public holiday differences
Public holidays vary by state and territory. Understanding these differences is critical for compliance and cost planning.
State-specific public holidays 2025
| State/Territory | Additional Public Holidays | Queen's Birthday |
|---|---|---|
| NSW | Bank Holiday (first Monday in August) | Second Monday in June |
| VIC | Melbourne Cup Day (first Tuesday in November) | Second Monday in June |
| QLD | Royal Queensland Show (Ekka) - varies by region | First Monday in October |
| SA | Adelaide Cup Day (second Monday in March), Proclamation Day (26 December or substitute) | Second Monday in June |
| WA | Western Australia Day (first Monday in June) | Last Monday in September |
| TAS | Royal Hobart Regatta (varies by region, February) | Second Monday in June |
| NT | Picnic Day (first Monday in August), Royal Darwin Show (varies) | Second Monday in June |
| ACT | Canberra Day (second Monday in March), Reconciliation Day (first Monday after 27 May) | Second Monday in June |
Substitute day rules by state
When a public holiday falls on a weekend, substitute day rules vary by state legislation. Understanding who gets which day is essential to avoid underpayment.
General rule (most states)
If the public holiday falls on Saturday or Sunday, and an employee doesn't normally work weekends, they get the substitute day (usually Monday). If they normally work weekends, the actual day (Sat/Sun) is their public holiday.
Part-day public holidays
Some states have part-day public holidays (e.g., Christmas Eve from 7pm in some awards). Check your award for specific rules about part-day public holidays and penalty rates.
Interstate workers
Workers who cross state borders (e.g., NSW resident working in QLD) are entitled to public holidays based on where they WORK, not where they live. Check your award for specific interstate provisions.
How rostering software simplifies public holiday management
Manual public holiday rostering is error-prone and time-consuming. Modern rostering software automates compliance and reduces administrative burden.
What rostering software does for public holidays
Automatic penalty rate calculation
The software reads your award, identifies public holidays in the roster, and automatically calculates the correct penalty rate (225-275%) based on employment type. No manual calculation errors, no underpayment risk.
Request tracking and documentation
When you send a public holiday work request through the system, it's automatically logged with timestamps, employee response, and justification. This creates an audit trail for Fair Work compliance.
Compliance warnings
The system flags potential compliance issues: "Staff member worked last 3 public holidays—consider rotation", "Casual staff rostered 38+ hours this week—check overtime", "Public holiday falls on weekend—substitute day rule applies".
Real-time cost visibility
As you build the public holiday roster, see the total labour cost in real-time. "Boxing Day roster: 10 staff, 80 hours, $4,850 at 250% penalty rate vs $1,940 normal day". Make informed staffing decisions based on actual costs.
Volunteer callout functionality
Send mass "open shifts" for public holidays to all eligible staff. They opt in via mobile app, you select from volunteers, and the system documents the entire process. No chasing staff via text or email.
Manual vs software: public holiday rostering comparison
| Task | Manual Process | With Software |
|---|---|---|
| Identify applicable holidays | Check state gov website, mark calendar manually | Auto-populated based on state/territory |
| Calculate penalty rates | Read award, calculate manually in Excel, prone to errors | Automatic calculation based on award interpretation |
| Request staff to work | Email/SMS each person, track responses manually | Send request via app, responses tracked automatically |
| Document requests/responses | Save emails, create spreadsheet, file management | Auto-logged with timestamps and audit trail |
| Send to payroll | Export timesheet, manually flag public holiday shifts | Integrates with Xero/MYOB, auto-flags penalty rates |
| Track rotation fairness | Manually review past rosters, spreadsheet tracking | Reports show public holiday worked by staff member |
ROI calculation: A business with 20 staff rostering for 11 public holidays per year spends approximately 8-10 hours per holiday on manual processes (requesting, tracking, calculating, documenting). That's 88-110 hours annually at manager wage rates ($40-60/hr) = $3,520-$6,600 in admin time alone. Software costs $3-8/employee/month and recovers this time investment within 3-6 months.
Learn more: Rostering software features | Payroll integration
Free tools and resources for public holiday rostering
Use these free tools to calculate costs, plan rosters, and support compliance.
Overtime & penalty rate calculator
Calculate exact public holiday penalty rates for your award and employment type. Includes 122+ Modern Awards.
Shift cost calculator
Calculate the total cost of a public holiday shift including penalty rates, loadings, and superannuation.
Free online roster tool
Create and manage rosters online. Marks public holidays automatically and calculates costs in real-time.
Modern Award pay rate estimates
Find base pay rates for your award and classification, then apply public holiday penalty rates.
Public holidays policy template
Free downloadable policy template covering entitlements, requests to work, rotation systems, and documentation requirements.
Event & peak period roster template
Excel template designed for high-volume public holiday events (Boxing Day sales, New Year's Eve service).
Advanced public holiday rostering scenarios
Complex situations that require careful handling.
Time off in lieu (TOIL) for public holidays
Some awards (e.g., General Retail, Clerks) allow employees to take TOIL instead of receiving penalty rates. The employee must genuinely agree, and the time off must be taken within a reasonable period (typically 12 months).
TOIL best practices:
- Document the agreement in writing (not verbal)
- Employee must initiate or genuinely agree (not coerced)
- Specify when TOIL must be taken (don't let it accumulate indefinitely)
- If employee leaves before taking TOIL, pay out at penalty rate
Public holidays and annual leave interaction
When a public holiday falls during an employee's annual leave, they do NOT lose a day of annual leave. The public holiday "doesn't count" against their leave balance.
Example: Employee books annual leave from Monday 22 Dec to Friday 2 Jan (12 business days). Christmas Day (25 Dec), Boxing Day (26 Dec), and New Year's Day (1 Jan) are public holidays. Employee only uses 9 days of annual leave, not 12.
Part-day public holidays
Some awards provide for part-day public holidays (e.g., Christmas Eve from 7pm). Employees working during the "public holiday period" receive penalty rates only for those hours, not the entire shift.
Check your award: Not all awards have part-day public holiday provisions. If yours does, ensure your payroll system can calculate penalty rates for partial shifts (e.g., 5pm-10pm shift where only 7pm-10pm attracts penalty).
Interstate and remote workers
Workers whose normal workplace is in one state but who occasionally work in another state are entitled to public holidays based on where they ARE WORKING, not their usual location.
Example: NSW employee temporarily working in QLD for Royal Queensland Show (Ekka). They get Ekka as a public holiday (QLD specific) while working there, even though it's not a holiday in NSW.
Shiftworkers and public holidays
Many awards define "shiftworker" as someone who works shifts including weekends and public holidays as part of their regular roster. Shiftworkers may have different public holiday entitlements (e.g., if they don't work the public holiday, they may not be entitled to paid leave for it).
Check your award carefully: Some awards provide that shiftworkers rostered to work public holidays as part of their regular roster pattern are entitled to the day if they don't work it, while others provide they only get paid if they actually work the public holiday.
Public holiday rostering checklists
Use these checklists to ensure you don't miss critical steps.
4 weeks before public holiday
- Mark public holiday in roster system with correct penalty rate
- Identify staffing requirements based on expected customer demand
- Send volunteer callout to all eligible staff (email/app notification)
- Calculate budget impact of public holiday staffing at penalty rates
2 weeks before public holiday
- Review volunteer responses and identify gaps
- Send FORMAL work requests to specific staff (if volunteers insufficient)
- Document all work requests with reasonableness justification
- Identify backup staff for potential no-shows
1 week before public holiday
- Confirm roster with all staff scheduled to work
- Brief staff on expected customer volume and shift expectations
- Notify payroll of public holiday shifts and penalty rates
- Check backup staff are on standby (on-call list)
Week after public holiday
- Verify all timesheets reflect actual hours worked on public holiday
- Confirm payroll has applied correct penalty rates (225-275%)
- Thank staff who worked (recognition email or team meeting acknowledgment)
- Update rotation tracking (note who worked this public holiday for fairness)
- Review actual vs budgeted labour costs for this public holiday
Common public holiday rostering mistakes
Avoid these common errors that lead to underpayment claims and compliance issues.
Changing roster to avoid public holiday pay
Unlawful adverse action, employee can claim underpayment
Never reduce hours specifically to avoid public holiday costs
Applying wrong penalty rate
Underpayment claims, back-pay liability
Check your specific award for exact public holiday rates
Ignoring substitute day rules
Paying weekend workers twice or missing substitute entitlements
Understand how substitute days work for your workforce
Not documenting work requests
Disputes about whether request was reasonable
Put requests and responses in writing
Important: don't manipulate rosters
You cannot adjust the roster or take an employee off the roster specifically to avoid public holiday entitlements. This constitutes adverse action under the Fair Work Act. If an employee would ordinarily work on a day that falls on a public holiday, they are entitled to their public holiday rights regardless of how the roster is arranged.