Pay Condition Rules – Your Payroll Malaysia

General Concepts

All rules are in the format

WHEN <conditions>

THEN <actions>
All rules are executed sequentially, from top to bottom
As the rules are executed, the shift will be broken up into segments that match particular rules. The general process is that pay categories will be assigned to these shift segments.
Allowances may be added to a shift.

Conditions

Always

This condition will always return the entire shift. It is useful for rules that should always be executed (for example, ‘Always apply a break of 30 minutes for every 5 hours+30 minutes worked’)

This condition will return the ‘union’ of shift segments for all of the conditions added to it.

For example, let’s suppose there is a shift – Sunday 9pm – Monday 5am. If one of the sub-conditions returned Sunday 9pm – Monday 1am and the other sub-condition returned Monday midnight – Monday 3am, then the result of this combined condition would be Sunday 9pm – Monday 3am.

And

This condition will return the ‘intersection’ shift segments for all of the conditions added to it.

Shift duration

This condition checks the duration of the shift. If the duration exceeds the specified parameters, the entire shift is passed to the action. (i.e. NOT just the part of the shift that exceeds the specified parameters)

Public Holiday

This condition checks the public holiday calendar of the business to determine if the shift (or part thereof) lies on a public holiday. The matching shift segments will be passed to the action. There is also the option to match where the majority of the shift lies on a public holiday, which matches the entire shift if 50% or more of the shift lies on a public holiday.

Day of week

This condition matches the (parts of) the shift that occur on the specified days of the week. The matching shift segments will be passed to the action. There is also the option to match where the majority of the shift lies on a particular day, which matches the entire shift if 50% or more of the shift lies on the chosen day.

Time of day

This condition matches the (parts of) the shift that occur on the specified time of the day. The matching shift segments will be passed to the action.

Hours worked

This condition matches the specific hours worked in a shift. For example, it could be configured to return hours 0-3 (i.e. the first 3 hours of a shift). It could also be configured to return hours 8+ (i.e. all of the shift after the first 8 hours). The matching shift segment will be passed to the action.

Time worked in period

There are some pay conditions that enforce that if an employee works, for example, more than 152 hours in a month, then any subsequent hours are paid at overtime rates. The pay condition rule set configuration page allows you to configure what the ‘period’ is for the purposes of rules like this (e.g.: weekly, fortnightly, monthly).

Only the part of the shift that exceeds the specified amount will be passed to the action.

Time since previous shift

This condition tests that the time since the previous shift is less than (or greater than) a specified amount. If the condition passes, the entire shift will be passed to the action.

First shift of the day

This condition tests that this shift is the first shift of the day. It can be useful for rules that only apply once per day. If the condition passes, the entire shift will be passed to the action.

Work type

This condition checks the work type that is associated with the shift. If the condition passes, the entire shift will be passed to the action.

It can also be used to test whether a work type is linked to a pay category or to a leave category.

Location

This condition checks the location that is associated with the shift. If the condition passes, the entire shift will be passed to the action.

Employment type

This condition checks the employment type of the employee that is performing the shift. If the condition passes, the entire shift will be passed to the action.

Pay category

This condition checks the pay category that is associated with the shift segments. Any segments that have the specified pay category assigned will be passed to the action.

NOTE: Any rules that check for a pay category should be moved to late in the rule set to allow earlier rules to actually assign a pay category.

Preferred Matches

This condition will try and match shifts that do or don't have this feature first, and then will only use those if it can't find a preference.

Shift spans midnight

If the shift spans midnight (e.g.: 9pm - 4am), this condition will match the part of the shift after midnight (e.g.: in this case, midnight - 4am)

Tags

This condition can check whether an employee has one or more tags associated with them. If the condition passes, the entire shift will be passed to the action.

Higher Classification

This condition checks whether the employee is working at a higher classification for (part of) the shift. Employment agreements are given a rank, and a higher rank indicates a higher classification.
A higher classification can be specified for an employee in the timesheet entry page. Please note, in order to specify a higher classification for only part of a shift:

Enter two separate timesheet lines. For example: 9am-11am at standard duties and 11am-4pm at higher duties.
Configure the shift consolidation rules so that the rules engine treats the two timesheet lines as a single shift.

Time worked

This condition allows you to perform actions for when the time worked in a day, or in a week or in the shift period is greater (or less than) a specified amount.

Split shift

This condition will check for split shifts - that is, shifts on the same day where there is less than a specified time between the shifts.

Shift start time

This condition matches the entire shift if the shift start time is within the specified parameters. For example, if the rule is "Shift start time is between 4am and 7am", a shift from 6am-12pm would match whilst a shift from 2am-12pm would not match.

Duration of hours worked without a break

This condition will evaluate the whole shift, where there are no breaks, as well as each individual portion of a shift before/after after a meal break to determine whether an employee has worked in excess of the specified duration without a break. If you only need to assess the duration of hours worked from shift commencement up to the first break taken, use the ‘Time worked without a break’ condition.

Number of days

This condition allows you to build a rule based on the distinct number of calendar days an employee works within a specific period, rather than counting individual shifts. Multiple shifts worked on the same calendar day correctly count as a single day of work. Additionally, a shift that crosses over midnight will count as a single day of work. For eg, if an employee commenced work on Thursday 10pm and ended 6am on Friday the system will count this as 1 day of work as opposed to 2. When configuring this condition, you have the flexibility to specify whether the days worked must be consecutive, apply conditional filters to restrict which shifts qualify, and set the evaluation period to either a standard week or the rule set's period. If using a week as your evaluation period, take note that the week is derived by the rule set period ending date as the last day of the week. The exception to this is ‘calendar month’ and ‘monthly’ periods whereby the business “Work Week” setting derives the start/end of the week.

Actions
Apply Pay category

This action will assign a specified pay category to the matching shift segment. If the pay category is specified as [NONE], the shift segment will be effectively discarded and will not be paid. This can be useful in cases such as re-allocating overtime to a ‘time in lieu’ leave category.

Apply minimum time

This action will adjust the effective duration of the shift to a specified amount, if the shift duration is less than the specified amount. An example of where this might be used is if a casual is paid for a minimum of 3 hours of work, even if their shift is less than 3 hours.

Apply shift breaks

This action will enforce unpaid breaks in the shift. An example of how this is configured would be: “Apply a 30 minute break for every 5 hours and 30 minutes worked”.

This means that, for example, a shift that was entered as 9am – 5pm would be broken up into:

work from 9am – 2pm
a break of 30 minutes from 2pm – 2:30pm
work from 2:30pm – 5pm

Stop processing

This action basically signifies to the rules engine to stop processing any more rules for this shift. An example might be to have any ‘leave category’ related rules at the top of the rule set and to stop processing if the work type is linked to a leave category.

Add allowance

This action adds an allowance to a shift. The action may be configured to limit the number of allowance units; either per day or per week.

Add leave accrual

This action allocates an amount of a specified leave category to the employee working the shift. An example of where this may be used is employees banking time-in-lieu rather than being paid overtime.

Multiple actions

This action allows you to apply multiple actions for a specified condition.

Set rate multiplier

This action allows you to set the rate multiplier for the matching shift parts. In most cases, this is not the preferred method to assign rates to shifts. Rather, the recommended method is to assign pay categories through rules and then use pay rate templates to govern the rates paid for different pay categories.

Apply tiered overtime

This action allows multiple levels of overtime to apply to matching shift parts. For example:

For the first 2 hours, apply pay category "time and a half"
For the remaining time, apply pay category "double time"

When this is used as part of the 'Time Worked' condition, the tiers are reset each day from the start of each shift. That is, the matching parts of Monday will have 2 hours at time and a half and the remaining at double time; then the matching parts of Tuesday will have 2 hours at time and a half and the remaining at double time.

Apply classification to whole shift

This ‌action is only available as part of a 'Time Worked' condition. The usage is, for example:

WHEN: Time Worked in a shift WHERE Employee is working at a higher classification is greater than 2h
THEN: Apply classification to whole shift

Add remaining time

This action is only available as part of a 'Time Worked' condition (and should only be used with a 'less than' duration). This action will extend the effective time of the last shift to make up the remaining time. For example:

WHEN: Time Worked in a shift WHERE Work Type is Ordinary Hours is less than than 8h
THEN: Add remaining time

Conditional

This action is only enabled for the 'Time Worked' condition. Where the time worked condition will (potentially) match a series of shift parts, the conditional action can apply different actions based on conditions.

WHEN: Time Worked in a shift period WHERE Work Type is Ordinary Hours is greater ‌than 152h
THEN: Conditional:
- If the day is Monday-Saturday, apply M-S Overtime
- If the day is Sunday, apply Sunday Overtime

Add split shift allowance

This action is only enabled for the 'Split Shift' condition. It allows you to add an allowance either to the first shift in the split shifts or to any of the split shifts that are over a certain duration.

Take higher ‌earnings or ordinary

This action is useful for shift workers who are entitled to whatever is higher - their shift value or ordinary hours. It should only be used for shifts that have a work type linked to a leave category with

For this action to work correctly, rules in the rule set that assign pay categories (e.g.: time of day, day of week) should also consider this work type.

Once all of the rules have been applied, the interpreter will determine which is higher - the value of the shift as it stands with the rules applied or the amount the employee would have been paid with ordinary hours.

Treat breaks as paid time

Generally, breaks that are associated with a shift are not considered as paid time. In some situations though, they should be. This action will let the rule interpreter know to treat breaks as paid time. All subsequent rules will treat the breaks as a paid part of the shift and be able to assign pay categories as per normal.

Convert units to start/end times

This action is useful if you have a work type where units are entered instead of a start and finish time. This action will convert that timesheet into a shift with a notional start and finish time, allowing that shift to be subsequently used by more pay conditions e.g. hours worked, shift duration.

No break recorded

This rule is designed to be used in an "automatic meal break" rule - it will check the entire shift for breaks before adding a mandatory break, as opposed to simply adding a break if one hasn't been taken by a certain time.

Allocate earnings to pay category

This action is useful for businesses with employees who work across multiple positions at different base rates of pay as it allows you to redirect which pay category a shift's earnings are booked to without changing the underlying rate calculation. Unlike the existing "Apply pay category" action—which changes both where the earnings are booked and shifts the rate calculation to that target category's base rate—the "Allocate earnings to pay category" action keeps the rate resolution tied directly to the specific role the employee worked. This allows you to manage overtime or penalty allocations across your entire workforce using a single rule rather than creating a separate rule for every individual position.

When this action is applied within a rule, the payroll engine completely ignores any base rate configured on the destination allocation pay category. Instead, it uses the employee's specific role rate as the baseline. If the destination pay category has a rate loading configured, that loading will be applied on top of the role rate. You can also combine this with a "Set rate multiplier" action, meaning both the multiplier and any destination category loadings will apply progressively to the role's base rate. This ensures ordinary hours remain under the correct role pay category while overtime portions route seamlessly to a shared category at the correct calculated rate.

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