Allowances & Loadings – Questions, Tips, and Initial Advice

Allowances & Loadings – Questions, Tips, and Initial Advice

Allowances & Loadings – Questions, Tips, and Initial Advice

Summary

Employees may be entitled to various allowances or loadings under their Award or Enterprise Agreement. These may include payments for on-call or shift work, first aid duties, higher duties, travel, uniform or laundry allowances, and other specific conditions. Entitlements depend on the relevant clause, how frequently the work is performed, and any exclusions.

Key Questions

  • Which allowance/loading is claimed and under which clause?
  • How do duties/conditions meet the clause criteria (frequency, triggers)?
  • Has it been paid before? If ceased, when and why (e.g., company car issued)? Has anything about the way work is completed changed recently?
  • Evidence available (rosters, on‑call logs, PD, policy)?
  • Claim period (from/to) and calculation?

Preliminary Advice

  • Open the clause with the member; confirm eligibility, exclusions, and proof requirements.
  • Check interaction clauses (e.g., not payable when a vehicle is supplied; not cumulative with higher duties).
  • Confirm whether the rate is a percentage of ordinary time or a fixed sum; distinguish penalties vs loadings.
  • For backpay, note limitation periods and payroll cycles; invite employer reconciliation.
  • If an allowance or loading which was previously paid has ceased without a clear reason, query this with the employer.

Evidence & Common Pitfalls

  • Evidence: Rosters, call logs, emails discussing the allowance, PDs, policy extracts, prior payslips demonstrating precedent.
  • Pitfalls: Double counting penalties + loadings; claiming while receiving a substitute benefit; relying on informal arrangements without clause coverage.

Escalation/Referral

  • Supervisor/MSD Manager: Complex calculations or incomplete evidence.
  • Industrial Officer: Anticipated dispute or complex EBA/Award interpretation issue.
  • Organiser: Systemic non-payment of allowance impacting a group of members.
  • Do a legal referral if litigation is contemplated or sought. Advice from an Industrial Officer may be sufficient. 

Copy–Paste Email Templates

Information Request – Allowance/Loading

Subject: Allowance/Loading – Information Request

 

Hi [Name],

To assess your entitlement, could you please send through the following:

•       A copy of the award or EBA that applies to you and the relevant clause or section

•       Evidence showing you meet the clause criteria (e.g. on‑call logs, rosters, PD)

•       Any relevant policies which are relevant to the allowance/loading being claimed (vehicle/telephony, uniform)

•       Claim period (from/to) and your initial view of the amount owed or calculation you have completed

•       Evidence of any historic instances of being paid the allowance or loading

Kind regards,
 [Your Name]
 Member Services

Employer Letter – Allowance/Loading Review

Subject: Request for Review of Allowance/Loading Entitlement

Dear [Manager/Payroll],

I request a review of my entitlement to [allowance/loading] under [Award/EBA] clause [x]. I believe I satisfy the criteria because [brief reasons]. Could you please provide a written breakdown of how my pay has been calculated and whether this allowance/loading has been considered. I’ve attached supporting evidence.

Kind regards,

[Name]

[Role]