Conditional variables define attributes such as age or tenure that determine how a payee accrues or accesses leave. For example, a payee may be eligible to accrue additional leave once they reach a certain age. In this case, a conditional variable can be configured to capture each payee’s age and apply the appropriate accrual rate.

Each conditional variable is country-specific and contains one or more defined values that can be applied to payees belonging to that country.

These variables appear in the Payee Conditional Variable section on the Payee Entry screen in the Pay Module, where payroll staff can assign applicable values.

Conditional variables can be used to define conditions for the following leave type rules, configured under Leave, then click on Leave Maintenance, and go to Leave

Type:

Leave accrual rules.
Leave transfer rules.
Leave reset rules.
Leave deduction rules.

Create a Payee Conditional Variable

Follow these steps to create a new payee conditional variable.

Go to Maintenance, then click Conditional Variable.
Click Add, and you will see the Add Conditional Variable popup.
In the Country field, select the country to which the payee conditional variable applies.
In the Name field, enter a unique name (for example, Tenure). This name appears on payee records.
To make the variable inactive at creation, clear the tick from the Active field. Leave it ticked to activate immediately.
Click Add to create a new blank row in the Variable Value column.
Enter a possible value that may apply to a payee for this conditional variable.
Repeat steps 6 and 7 until you have added all possible values.
Click Save.

Manage Existing Conditional Variables

Search for Conditional Variables

Go to Maintenance, then click Conditional Variable.
In the Country field, select a specific country or choose Any Country to view all conditional variables.
In the Name field, enter part or all of the variable’s name, or leave blank to display all.
Use the Active field to refine results:
- No tick – shows inactive variables.
- Shaded – shows all variables regardless of status.
- Ticked – shows only active variables.
Click Search.
Matching conditional variables are listed on the screen.

Edit a Payee Conditional Variable

Go to Maintenance, then click Conditional Variable.
Search for the conditional variable you want to edit.
The matching variables display in a list.
In the Action menu, click Edit next to the variable.
The Edit Conditional Variable popup appears.
Modify the required fields.
📌 Note: If the variable has been used on a payee or leave type record, only the Name and Active fields can be changed.
Click Save.

Delete a Payee Conditional Variable

Go to Maintenance, then click Conditional Variable.
Search for the variable you want to delete.
In the Action menu, click Delete next to the variable.
Click Delete, then Yes to confirm.

Best Practices

Define conditional variables clearly before linking them to leave types.
Keep country-specific naming consistent to avoid confusion.
Review and deactivate unused conditional variables to maintain data accuracy.
Test rule configurations in a sandbox environment before applying changes to live payees.