For Businesses who are integrated with Simplepay or Talenox, the Pay Conditions feature (formerly known as Pay Rules) is used to define how employees should be paid based on their roles, hours worked, or other specific criteria (e.g., overtime, penalties, allowances, leave entitlements, bonuses, deductions).

Please see below article which outlines how to utilize this feature:

Navigating to Pay Conditions

1. To go Pay Conditions, click Management > Settings > Pay Conditions

2. Look for the Pay Condition tile or use the search option to locate & select

Managing Pay Conditions sets

Add a new Pay Condition

1. Add a new Pay Condition, click add [ + ] button.

2. Input name of the Pay Condition and optionally the description.

3. Click the save button. Your Pay Condition will now be created and be added on the Pay Condition list.

When the "Tiered Limits" option is selected as a condition, additional settings become available, including a new "When" condition. This provides more flexibility for Pay Condition customization. One of these new options is Group Timesheets, which enables the grouping of split shifts within a specified range.

 

Edit a Pay Condition set

1. To edit the Pay Condition, click the edit button found of the right side of the Pay Condition. You will be redirected to the Pay Condition page and you can now start editing your Pay Conditions.

Delete a Pay Condition

1. To delete the Pay Condition, click the delete button found on the bottom right of the screen. A confirmation message will be displayed, click delete to confirm.

Managing versions of Pay Condition

Add a new Pay Condition version

1. Click the New Version + button. You will be redirected to the Pay Condition version screen.

2. You can now input the details of your Pay Condition. Note that at least one Pay Condition block is required to save the Pay Condition version.

Edit a Pay Condition version

1. To edit a Pay Condition version, click the edit button on the right side of the pay Condition version.

Delete a Pay Condition version

1. To delete a Pay Condition version, click the delete button found on the bottom right then click the delete button on the confirmation.

 

Managing Pay Conditions blocks

Add new Pay Condition block

1. To a new Pay Condition block, click the add another Pay Condition button found on the lower left.

Edit Pay Condition block

1. To edit a Pay Condition block, click on it to expand it. The different fields will now be displayed for you build your Pay Condition.

Pay Condition Name

This is an optional field to name your Pay Condition block to easily identify and manage them.

Operators

A Pay Condition can have more than one conditions, you can choose which operator you want for your Pay Condition.

The Pay Condition will be applied when "All", "Any" or "None" of the conditions in the Pay Condition block are met.

 

Individual Pay Conditions

Timesheet has specific types

Optionally apply rates based on whether the timesheet is a scheduled shift, unscheduled shift, or leave.

Above X hours consecutively

Apply a different rate after X consecutive hours (the value for X is set as part of the Pay Condition). E.g. pay an overtime rate if the shift is more than 8 hours. 

 

On specific days

Apply a specific rate on a specific day (or group of days). E.g. apply weekend rates if the day on the timesheet is a Saturday or a Sunday.

 

Timesheet matches an above Pay Condition

This is used to test whether any of the previous Pay Conditions have been matched and to apply conditions accordingly. A typical implementation would be to test if no specific Pay Conditions have matched already, then apply ordinary hours/base rate. The order of this condition in relation to other conditions is important as it checks the conditions above it. The example below can be interpreted as "if it's not on a Sunday or not on a Public Holiday then apply normal hours".

 

Under contracted hours

Specify a payment based on whether the employee is under contracted hours or over contracted hours. Contracted hours need to be set on employee's standard hours or the company default standard hours.

 

Exceeding X hours in a period

Allows the user to set a limit on the number of hours worked in a particular period. E.g. if someone works more than 40 hours in a week the remaining hours can be paid at a higher rate.

 

Top up timesheets X hours

Some awards have a minimum shift length for a timesheet, so for example this Pay Condition will ensure that all timesheet instances are paid for at least two hours even if the actual timesheet is less than that.

 

Insufficient hours between prior timesheet

Some awards require a minimum number of hours between worked shifts, or a penalty rate is applied. Here for example we can set a Pay Condition like, "if the break between the end of one timesheet and the start of the next is less than 12 hours then apply double-time for the second shift".

Employee has pay tag

Matches if employee has one or more of the specified pay tags.

Has leave type

Matches if timesheet leave type matches specified leave type in the Pay Condition.

 

On a public holiday

The Pay Condition is triggered if the timesheet falls on a public holiday (you can apply public holiday rates.)

 

Between certain times

Typically used for setting after hours rates. E.g. between 10pm and midnight or between midnight and 6am apply the night rate.

Within employee standard hours 

Matches when a shift or timesheet hours are within the employee's standard hours.

 

Timesheet has locations 

Matches when a shift or timesheet's location is one of the specified in the Pay Condition.

 

Has specific work types:

Apply different payment types based on the work type (e.g. a specific rate for public-holiday-not-worked).

Within rostered hours:

Matches with employee's worked hours that are within their associated shift's hours.

Minimum length

Tops up employee's timesheet up to the specific length for the matching pay conditions with pay items

 

Multiple conditions

Each Pay Condition block can allow multiple conditions for example 1.) if you want to apply a different rate after X consecutive hours, pay an overtime rate if the shift is more than 8 hours OR 2.) if someone works more than 40 hours in a week OR 3.) more than 160 hours in a month the remaining hours can be paid at overtime rate. In the example below the operator used is ANY.

 

Metric

For the metric you can choose if you want to pay or count by hour, timesheet, or match.

 

Assigning Pay Conditions to employees

To assign a Pay Condition to employees, go to Management > Employees. You will be taken to the list of employees.

Individual assigning

1. To assign to an individual employee, search for the employee then click the edit button found on the right column.

2. On the profile page, click Location access tab found on the left.

3. Click the edit button on the location information section.

4. Select the Pay Condition you want to assign then click the update button. The Pay Condition is now assigned to the employee and costing will follow these conditions.

 

Bulk assigning

1. To assign Pay Condition to multiple employees, select the employees using the the check box found on the left side of their names or the select all check box found on the upper left side of the list. The on the bulk actions menu and select modify.

2. Select the Pay Condition you want to assign then click the bulk update button.

3. A confirmation prompt will be displayed, you can go back to make modifications or confirm the changes.