Pay code rules define the attributes associated with processing a payment. Within an agreement, they determine the sets of conditions, actions, and action limits that apply to pay codes.
Understand Pay Code Rules
Pay code rules are defined within an agreement to determine sets of conditions, actions and action limits that apply to pay codes.
Conditions, actions, and action limits
Conditions define the set of circumstances to which a specific rule applies. A rule can have no conditions, in which case the rule always applies as long as the agreement is valid.
Actions define what happens if the condition(s) apply. A rule can have multiple actions.
Action limits define limits for actions. An action limit can set a minimum or maximum limit for a condition. An action does not have to have limits.
Example pay code rule
The table below shows a pay code rule example with one condition and three actions.
Condition | Action | Limit | Outcome |
Day Type = Week Day | Between 6:00–19:00 = ORD | Maximum of 8 hours @ ORD per day | 6:00–14:00 = 8 Hrs @ ORD |
Day Type = Week Day | Remaining Hours = TAH | Maximum 2 hours per day | 14:00–16:00 = 2 Hrs @ TAH |
Day Type = Week Day | Remaining Hours = DT | None | 16:00–19:00 = 3 Hrs @ DT |
How it works:
The condition applies when the shift falls on a week day (Monday–Friday).
The first action allocates time worked between 6:00 and 19:00 to ORD, up to a maximum of 8 hours per day.
The second action allocates any unallocated remaining time to TAH, up to a maximum of 2 hours per day.
The third action allocates any remaining time to DT. This action has no limits.
📌 Note: The rates of pay that pay codes (for example, ORD, TAH, DT) correspond to are determined by pay rate rules.
Limiting actions by pay code group
An action can be limited by a pay code group instead of a single pay code. When you limit by a pay code group, any pay code in that group contributes to the limit.
For example, if the second action is limited using a pay code group that includes all overtime pay codes, the “maximum of 2 hours per day” would apply across any overtime pay code, not only TAH.
Understand Pay Code Rule Types and Processing Order
The following pay code rule types can be defined:
time.
schedule.
client schedule.
manual.
general.
counter.
Pay code rules are processed in the order shown above.
How rules are applied during processing
Rates and Rules processes rules like this:
It checks for a valid time rule, then steps through each condition within that rule.
If all conditions of the rule apply, it applies the actions and any action limits for that rule.
If one or more conditions do not apply, it skips the actions in that rule and checks the next valid rule of the same type.
After checking all valid rules of a type, it moves to the next rule type and repeats the same process.
It continues until it has checked all rule types and applied relevant actions and action limits.
How rule validity is determined
A pay code rule is valid if the timesheet period being processed falls within the validity period of the pay code rule.
If the timesheet period crosses the validity dates of multiple pay code rules of the same type:
The latest rule is considered the applicable rule.
Exception: For general and counter rules, the rule valid at the start of the timesheet period is considered valid for the entire timesheet period, even if its validity period ends during the timesheet period.
Example:
Timesheet period: 07/02/2011 – 13/02/2011
Rule A valid: 01/01/2011 – 10/02/2011
Rule B valid: 11/02/2011 – 25/05/2011
In this case, the rule valid for 11/02/2011 – 25/05/2011 is applicable.
Pay Code Rule Type Descriptions
Time rules
Time rules define conditions and actions/action limits based on time-based conditions. For example, a time rule action can allocate hours worked between two times (such as 6:00–19:00) to a specific pay code.
Schedule rules
Schedule rules define conditions and actions/action limits based on comparison of a timesheet to the job schedule.
For example, a schedule rule may stipulate that unscheduled hours worked after 17:30 are paid at an overtime rate.
A schedule rule can also apply only to shifts that fell on days when the payee was:
scheduled to work (scheduled on), or
not scheduled to work (scheduled off).
📌 Note: A job schedule is defined on a job order via the Job Schedule section on the Job Order screen in Recruitment Manager.
⚠ Important: Schedule rules can only be defined if the Compare To Job Schedule option is enabled in the agreement header.
Client schedule rules
Client schedule rules compare a timesheet to the client schedule (used when multiple part-time payees cover a full-time position).
A client schedule rule can also apply only to shifts that fell on days when, according to the client schedule, a shift was:
scheduled to occur (scheduled on), or
not scheduled to occur (scheduled off).
⚠ Important: Client schedule rules can only be defined if the Compare To Job Schedule option is enabled in the agreement header.
Manual rules
Manual items can be added to a timesheet to claim reimbursements (out-of-pocket expenses) or special allowances/one-off payments.
Manual rules define one or more pay codes that appear as manual items on timesheets for a job order where the pay agreement applies. For each pay code, the manual rule defines:
the action, and
any applicable action limits.
Example: a manual rule may include pay code 01Taxi Fare as a manual item, paid at the rate for that pay code, up to a maximum of two units per week.
📌 Note: Manual items can be keyed against a timesheet via the Additional Items tab on a timesheet in the Time and Attendance application.
General rules
General rules define pay code conditions based on:
any conditional variable defined within the agreement, or
any work type defined within the system.
Work types can be configured in Recruitment Maintenance and applied to a job order.
Counter rules
Counter rules apply based on the results of other pay code rules being met. Instead of using timesheet time data directly, counter rules apply to the pay codes that time has already been allocated to by other rules.
Example scenario:
Hours after 17:30 are paid at a higher rate, up to 2 hours per day.
The payee can only receive the higher rate for a maximum of 8 hours per week.
A pay code rule can enforce the daily limit (2 hours/day), but a counter rule can enforce the weekly limit (8 hours/week) for the pay code allocated by the first rule.
Compare Pay Code Rule Results
A pay agreement can be configured so that when multiple pay code rules apply, payment is based on the lowest or highest result.
Example:
$20/hour.
maximum 9 hours per day (daily rule).
maximum 40 hours per week (weekly rule).
If a payee works 5 days at 10 hours/day (50 hours total), the payee exceeds both thresholds. The employer might choose the cheaper outcome:
Weekly rule: 40 hrs @ $20 = $800.
Daily rule: 45 hrs @ $20 = $900.
To enable result comparison, configuration must include:
Enable the Compare Results flag on the agreement header.
Select an option in And Pay Based on (lowest or highest) on the agreement header.
Configure compare sets in the Compare Sets area on the pay agreement.
Set Compare Results on each pay code rule to be compared.
Select a Compare Set on each pay code rule to be compared.
Compare sets group pay code rules for comparison. When interpreting a timesheet, if one or more rules in the same compare set apply, Rates and Rules compares their results and applies the lowest or highest result based on the agreement header setting.
📌 Note: You can assign different pay code rule types to the same compare set, so you can compare results across different rule types within the same pay agreement.