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.
National public holidays 2025
| 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 |
Additional state-specific public holidays apply. Check your state government website for a complete list.
Step-by-Step guide
Follow these steps to manage public holiday rostering correctly
Identify all applicable public holidays
Check which public holidays apply to your state/territory and mark them in your rostering calendar.
Key points:
- 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 points:
- 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 points:
- 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 points:
- 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 points:
- 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 points:
- 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
Public holiday penalty rates by award
| 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 |
Rates shown are indicative. Always verify with your specific modern award or enterprise agreement.
Factors for reasonable request to work
When determining if a request to work on a public holiday is reasonable, consider:
Common public holiday rostering mistakes
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: dont 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.
Frequently asked questions
- Under the National Employment Standards (NES), full-time and part-time employees are entitled to be absent from work on a public holiday and receive their base rate of pay for the ordinary hours they would have worked. The NES provides the right to be absent—penalty rates for working come from awards or enterprise agreements. Casual employees have no entitlement to paid time off but receive penalty rates if they work.
- Yes, an employee can refuse a request to work on a public holiday if the request is unreasonable, or if their refusal is reasonable. Factors include the nature of the work, personal circumstances, amount of notice given, and whether penalty rates or time off in lieu is offered. Essential services workers may find it harder to refuse, but even then, personal circumstances can make refusal reasonable.
- Casual employees dont receive a paid day off for public holidays. However, if they work on a public holiday, they receive the applicable penalty rate under their award (typically 250-275% of the base rate). Casuals who would ordinarily be rostered to work but the business is closed should not suffer financially for the closure—check your award for specific provisions.
Regulatory sources
Official resources for public holiday information:
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Related guides
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