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How to Configure Allowance Rules

Guide to setting up activity-based allowances and conditional payments within rule groups

What This Feature Does

Allowance Rules let you define additional payments triggered by specific activities, conditions, or work types. Unlike shift rules that modify the base rate, allowances are extra payments added on top of the standard rate. For example, a travel allowance for remote site work, a height allowance for elevated work, or a tool allowance for workers using their own equipment.

Allowance rules are configured within Rule Groups inside a pay rate document.

Key Concepts

Allowance Types

There are six types of allowances you can configure:

TypeDescriptionExample
HourlyPaid per hour worked$5/hour confined space allowance
DailyPaid once per day/shift$25/day travel allowance
Per TimesheetPaid once per timesheet entry$50 per mobilization
FixedA fixed amount regardless of hours$100 site setup fee

Conditions

Each allowance can have conditions that must be met for it to apply:

  • Activity matching: Triggered when the timesheet activity matches a pattern
  • Role-based: Only applies to workers in specific roles
  • Time-based: Only applies during certain hours or days
  • Repetition frequency: How often the allowance is paid (every shift, once per week, etc.)

Enable/Disable Toggle

Each allowance rule has an enabled/disabled toggle, allowing you to temporarily turn off an allowance without deleting it.

How to Create an Allowance Rule

  1. Open a pay rate document from the Pay Rate Documents tab
  2. Navigate to the Rule Groups section
  3. In the allowance rules area, click "Add Allowance Rule"
  4. Fill in the form fields described below
  5. Click "Save" to create the allowance rule Basic Details:
  • Name: Descriptive name (e.g., "Travel Allowance", "Height Work Premium")
  • Type: Select the allowance type (Hourly, Daily, Per Timesheet, Fixed, Distance-Based, or Percentage)
  • Value: The amount or rate for the allowance

Conditions:

  • Activity Pattern: Text pattern to match against timesheet activities (e.g., "confined space", "height work")
  • Role Filter: Restrict to specific worker roles
  • Time Conditions: When the allowance applies (all shifts, weekday only, weekend only)
  • Repetition: How frequently the allowance is paid

Cost Code:

  • Cost Code: Select the cost code this allowance should be tracked against
  • AI suggestions provide recommended cost code matches with confidence percentages

How to Edit an Allowance Rule

  1. In the allowance rules section, find the rule you want to edit
  2. Click the actions menu (three dots) on the right side of the row
  3. Select "Edit"
  4. Modify the type, value, conditions, or cost code as needed
  5. Click "Save" to apply changes

How to Enable or Disable an Allowance Rule

  1. In the allowance rules table, find the rule
  2. Toggle the enabled/disabled switch in the row
  3. Disabled rules are preserved but won't apply during rate calculation

Understanding the Allowance Rules Table

The allowance rules section displays a table with:

  • Name: The rule name
  • Type: Allowance type (Hourly, Daily, Fixed, etc.)
  • Value: The payment amount
  • Enabled: Toggle switch showing active/inactive status
  • Conditions: Summary of when the allowance applies

Examples

Travel Allowance

  • Type: Daily
  • Value: $25.00
  • Condition: Activity contains "travel" or "remote site"
  • Cost Code: Travel & Accommodation
  • Workers receive $25/day when working at remote sites

Confined Space Premium

  • Type: Hourly
  • Value: $8.50
  • Condition: Activity contains "confined space"
  • Cost Code: Safety Premiums
  • Workers receive $8.50 for each hour of confined space work

Tool Allowance

  • Type: Fixed
  • Value: $15.00
  • Condition: Role matches "Carpenter" or "Electrician"
  • Cost Code: Equipment Allowances
  • Tradespeople using their own tools receive a flat $15 allowance

Casual Loading

  • Type: Percentage
  • Value: 25%
  • Condition: Employment type is "Casual"
  • Cost Code: Casual Loading
  • Casual workers receive 25% on top of the base rate

Tips

  • Match your award: Configure allowances that align with your award document or EBA
  • Use specific activity patterns: The more specific the activity match, the fewer false positives
  • Disable instead of delete: If an allowance is seasonal or temporary, disable it rather than removing it
  • Check cost codes: Ensure every allowance links to the correct cost code for project costing accuracy
  • Test conditions carefully: Review which timesheets match after applying rates to verify allowance conditions work as expected

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