Employment, Pay and Entitlements Policy

1. Policy statement

Axiom Data accepts full responsibility as the employer of the labour-hire workers it supplies. Every worker is engaged lawfully, paid correctly and on time, receives every entitlement they are owed, and is covered by workers' compensation and our WHS system. We do not engage workers through arrangements designed to avoid employer obligations, and we hold the labour-hire licence required by the jurisdictions in which we operate.

2. Scope and application

This policy applies to Ontology Analytics Pty Ltd, trading as Axiom Data (Axiom Data) and to every director, employee, labour-hire worker, contractor and agent engaged by Axiom Data, whether working at Axiom Data's premises, remotely, or on placement at a client site. Where a worker is placed with a client, this policy applies alongside the client's own policies; where the two differ, the worker follows the stricter requirement and raises the difference with Axiom Data.

3. Engagement

• Each worker receives a written employment contract (or, for a genuine independent contractor operating through their own entity, a written services agreement) before starting work, stating the engagement type, classification, rate, hours, location, the client to which they are supplied, and the termination terms.
• Employees receive the Fair Work Information Statement and, where applicable, the Casual Employment Information Statement at engagement.
• Engagement type is determined by the real nature of the relationship, not the label. Where a worker is directed, integrated and paid by the hour under our control, they are engaged as an employee.
• Right to work is verified for every worker before engagement (Australian citizenship or a visa with work rights) and recorded. Our Commonwealth placements require Australian citizenship and, where specified, an AGSVA security clearance, which are verified against source documents.
• Workers are classified under the Professional Employees Award 2020 or another applicable Modern Award unless a written agreement provides, and the better-off-overall test confirms, otherwise. Rates are never below the award minimum.

4. Hours of work and timesheets

• Ordinary hours, maximum weekly hours and any client-imposed maximum (for example 40 hours per week with written approval required to exceed it) are stated in the contract and in the placement brief.
• Workers record their hours on the client's timesheet system where one exists (for example a client's SAP timesheet), and otherwise on Axiom Data's timesheet, submitted weekly by close of business on the last working day of the week.
• Timesheets are approved by the client's nominated manager before pay is processed and before the client is invoiced.
• Shifts that span two calendar days (work that continues past midnight) are recorded against the day on which the shift started, with start and finish times shown, so that the hours, any overtime, penalties and rest breaks are calculated correctly across the midnight boundary. Our payroll process handles these shifts without splitting or losing hours.
• Reasonable additional hours are managed in consultation with the worker and the client; a worker may refuse unreasonable additional hours. Rest breaks and minimum breaks between shifts follow the award.

5. Pay

• Workers are paid at least fortnightly by electronic transfer, at the contracted rate, from approved timesheets.
• A pay slip is issued within one working day of payment showing the employer's name and ABN, the period, gross and net pay, hourly rate and hours, any loadings, allowances, penalties or deductions, and superannuation contributions.
• Superannuation is paid at the Superannuation Guarantee rate (12% from 1 July 2025) to the worker's chosen or stapled fund, at least quarterly and ahead of the statutory due dates, and will move to payday superannuation in line with the law.
• PAYG withholding is applied and reported through Single Touch Payroll each pay event.
• Deductions are made only where required by law or authorised in writing by the worker for their benefit.
• Pay errors are corrected in the next pay run, or earlier for underpayments, and the worker is told what was corrected and why.

6. Leave and other entitlements

Employees receive the National Employment Standards in full: annual leave; personal/carer's leave; compassionate leave; family and domestic violence leave (10 days paid); community service leave; parental leave; long service leave under the applicable scheme; public holidays; notice of termination and redundancy pay; and the right to request flexible working arrangements. Casual employees receive casual loading and the right to request conversion. Leave balances are shown on pay slips or available on request.

7. Payroll and entitlement audits

Axiom Data audits its payroll and entitlements so that errors are found and fixed by us, not by the Fair Work Ombudsman or a client. The audit program is:

Each audit is documented, and any underpayment found is rectified within one pay cycle, with interest where the law requires, and reported to the affected worker.

8. Records

Employee records (engagement, pay, hours, leave, superannuation, termination) are kept for seven years in a form that is legible and available for inspection by the worker or a Fair Work Inspector. Records are stored securely and access is limited.

9. Termination and end of placement

Notice of termination follows the contract and the NES. Where a client ends a placement, Axiom Data gives the worker as much notice as it receives, pays all accrued entitlements on termination, and seeks to redeploy the worker where possible. Final pay, including any accrued annual leave, is made within seven days of the final day.

10. Raising a pay concern

A worker who believes they have been paid incorrectly should raise it with the Director; it will be investigated and answered within five business days. Workers may also contact the Fair Work Ombudsman at any time, and will not be disadvantaged for doing so.

11. Review

This policy is owned by the Director and is reviewed at least annually, and sooner if legislation, a client requirement or an incident shows the need. The current version, effective date and next review date are recorded in the policy register on the Employee Resources page.