What you need to complete
Step | What to expect |
1. Register with Xemplo | Xemplo is our timesheet system. Once your candidate accepts their offer, you will receive an invite to set up your account Xemplo. |
2. Confirm your purchase order | A quote for your placement is available in the Placements tab in Hatch. If your organisation requires a PO, please share the order number with us via that tab. |
3. Reach out to your Hatchie before their start date | Contact your candidate to confirm the details of their first day, including their start date and time, where to go, and anything they may need to bring (such as a laptop or ID). |
What Hatch takes care of
Hatch is the formal employer of your candidate. We manage all of the back-office administration so you can focus on getting them up to speed in the role.
Payroll & pay admin: Your Hatchie will submit their timehsheets via Xemplo. We process pay fortnightly, including superannuation and on-costs.
Employment contract: Your Hatchie is employed on a casual basis. Their contract is issued and managed by Hatch and details the hourly pay rate, placement duration, role and responsibilities.
Pre-employment checks: As a standard, police and working-rights checks are completed before a placement starts. A fee of $100 + GST will be invoiced for these checks. Some organisations require additional checks & those costs will be communicated to you.
Candidate induction: Your placement completes Hatch's online induction before starting in their role.
The Hatch payment process
Hatch employs early career candidates and contracts them with organisations. These candidates are paid an hourly rate, and companies are invoiced a charge rate which includes on-costs such as workers compensation, superannuation, payroll tax and a Hatch margin. The official name for this type of arrangement is "on-hired workers". We’ve chosen this arrangement as it means:
You have no employment admin!
Intern/contractor candidates don’t count as full-time employees
You have a fully flexible engagement
On the last day of their working week, candidates complete their timesheets and submit them to their Hiring Manager for approval.
Completed timesheets need to be approved in Xemplo by Tuesday close of business the following week to ensure candidates are paid on time.
How timesheets work:
On the last day of their working week, Hatchies complete their timesheets and submit them to their Hiring Manager for approval.
You will receive an email every time your placement generates a timesheet for your authorisation. 'Quick approve' the timesheet directly via the link in your email or ‘Review’ the details of the timesheet in Xemplo.
Once approved, you’ll then see confirmation that the timesheet has been processed. And you’re done!
If you do not agree with the hours your Hatchie has submitted, you may also reject the timesheet. This will automatically notify the candidate and enable them to amend and resubmit their timesheet. You will receive a notification when the timesheet is amended and available for you to approve again.
⚠️ Important: public holidays and weekends
Do not approve public holidays or weekends as days worked unless your candidate actually worked on those days. Hatch automatically applies award overtime and penalty rates for Saturdays, Sundays, public holidays, and hours outside of standard business hours. Please see a breakdown of overtime rates below, based on a $33.71/hour pay rate:
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Level | Ord Hourly Rate | Ord Sat | OT Mon-Sat | OT Mon-Sat OR Sunday | Public Holiday |
Casual loading | 0.25 | 0.25 | 0.25 | 0.25 | 0.25 |
Overtime multiplier | 1 | 1.25 | 1.5 | 2 | 2.5 |
Total multiplier | 1.25 | 1.5 | 1.75 | 2.25 | 2.75 |
Pay rate | $33.71 | $50.57 | $59.00 | $75.84 | $92.70 |
Super | 12.00% | 12.00% | 12.00% | 12.00% | 12.00% |
Super + base | 112.00% | 112.00% | 112.00% | 112.00% | 112.00% |
Payroll tax (on super plus base) | 5.45% | 5.45% | 5.45% | 5.45% | 5.45% |
Workers Comp (on super plus base) | 0.69% | 0.69% | 0.69% | 0.69% | 0.69% |
Total on-costs | 6.36 | 9.54 | 11.13 | 14.31 | 17.5 |
Gross hourly rate | 40.07 | 60.11 | 70.13 | 90.16 | 110.2 |
Hatch margin | 15.00% | 15.00% | 15.00% | 15.00% | 15.00% |
Total charge rate | $47.14 | $70.72 | $82.51 | $106.07 | $129.64 |
The Hatch induction
Before starting, your candidate will complete a Hatch online induction program. This ensures they are legally ready to work and set up for success in the role.
Work performance, professional skills, giving and receiving feedback, and early-career mindsets.
Online Work Health & Safety modules covering office worker safety, workplace stress, hazards, and emergency management
ℹ️ Induction time is included in the first timesheet
The Hatch induction takes approximately 2 hours to complete. This time will appear on your candidate's first timesheet and will be invoiced accordingly.
Extending or shortening the placement
The placement end date can be changed at any time in the Placement tab. Please ensure you have the necessary internal approvals and agreement from your Hatchie before making the change.
FAQs
Can my candidate work more/less than 20 hours a week?
Yes, so long as this works for both you and your Hatchie. The exception is if they are an international candidate, as they will not be able to work more than 48 hours a fortnight during a semester.
Are there channels for the candidates to reach out if they aren’t happy/enjoying their placement?
Yes! Candidates can reach out directly to Hatch for support (ask@hatch.team)
Are there channels for the hiring managers to reach out if they aren’t happy/enjoying their placement?
Yes! Hiring Managers can reach out directly to Hatch for support (ask@hatch.team)
Can my candidate work weekends or outside regular hours?
If your candidate needs to work a weekend, that's completely fine as long as it is agreed with the candidate. Please note that they are paid at overtime rates for any hours outside of Monday to Friday 7 am - 7 pm. Please email ask@hatch.team if you have any questions about this. Overtime rates are detailed in this article.
Can I get someone else in my team to approve timesheets whilst I am away?
Yes! Please email us at ask@hatch.team and provide us with their name and email address and the date you will be away until. We will then update this for you in the system to ensure your Hatchie's timesheets are approved.
What is the process of increasing an intern's pay rate?
A placement pay rate can be increased at any time in the Placement tab. Reach out to ask@hatch.team to discuss the updated charge rate based on the increase in Hatch candidate's hourly pay rate.
When is my placement paid?
Hatchies are paid fortnightly on Thursdays.
When are Hatch invoices sent out?
Hatch invoices are sent to the designated payroll email for payment on Tuesdays afternoons weekly, unless an alternative arrangement has been made.
Is there any cost of taking a candidate on full-time?
There is no conversion fee once your Hatchie has completed their placement. If you would like to take a candidate on full-time, reach out to ask@hatch.team.
What does the offboarding process entail?
You've come to the end of your candidate's placement - here's how to off-board them successfully:
Communicate their end date: Send out an email to your team confirming your Hatch candidate's final date. You can also let others know that they can hire your Hatch candidate through Hatch without posting the role if they have a position available.
Knowledge share: Make sure all work and projects are handed over, that you've copied over any files or emails needed.
Confirm the handover of their laptop, security pass, and any other assets.
Revoke system access: Make sure you turn off access to servers and emails.
Thank them and stay connected - add them on LinkedIn!