If your school is participating in the Teachers in the Field – Classroom Cover Stream, you may occasionally need to calculate a charge-back – a process where costs are reallocated based on where the casual worked and which school or program is responsible for the expense.
This guide will walk you through how to calculate a charge-back using the Payroll Report on ClassCover.
What Is a Charge-Back and Why It Matters
A charge-back occurs when a booking is made under a shared program like Hub & Spoke, but the cost is billed to a different school or governing body. Calculating it correctly ensures:
Accurate internal cost allocation
Proper reporting for compliance and audit purposes
Streamlined reimbursement or cross-billing between schools or departments
Step-by-Step: Calculating a Charge-Back
Note: This process is available on the desktop version of ClassCover only.
Log in to your school’s ClassCover profile.
Go to the Reports tab and select Payroll Report.
Set the date range for the period you want to report on.
Click to download the Excel file.
In the file, multiply each casual’s booked hours by the standard casual day rate to calculate the charge-back amount.
Tips for Accurate Reporting
Always double-check dates and filters before generating the report
Save a copy of the report for your records or reconciliation
Include notes in your system referencing the charge-back for auditing
Need Help?
If you have any questions or need further assistance, feel free to contact our support team via Chat in the app or email us at support@classcover.com.au – we're always here to help!