The Additional Rules tab within a Pay Policy lets HR Admins fine-tune how attendance is recorded and paid. You can control who can add or edit attendance records outside a shift, choose whether half-day leave is paid alongside the hours worked that day, and limit pay to the scheduled shift so that extra time is paid only once it is approved.

This article walks you through accessing and configuring the Additional Rules for a Pay Policy.

Prerequisites

• You must have Admin access to the OrangeHRM system.
• At least one Pay Policy must already be created under Attendance → Pay Policies.

Open the Additional Rules Tab

Step 1 - From the main navigation, go to Attendance.

Step 2 - Select Pay Policies from the submenu.

Step 3 - From the list of available pay policies, locate the policy you want to configure and click on the policy name.

You will land on the Edit Pay Policy screen, which contains four configuration tabs:

• General Rules
• Round-Off Rules
• Break Rules
• Additional Rules

Step 4 - Click on the Additional Rules tab at the top of the form.

The tab will become active (indicated by the orange underline), and the available additional rule settings will appear.

[Screenshot: Additional Rules tab showing all three settings: Restrict Manual Attendance Record Add/Edit, Pay Half Day Leave Alongside Worked Hours, and Restrict Pay Code Generation Outside the Shift Duration]

Restrict Manual Attendance Record Add/Edit

This toggle switch enables or disables the restriction on manual attendance record management.

Note: To enable this feature, at least one attendance editing permission must be enabled in the Attendance General Configuration.

To enable the restriction:

1. Click the toggle switch next to Restrict Manual Attendance Record Add/Edit.
2. The toggle will turn orange, indicating the restriction is now active.
3. Once enabled, two sub-options will become visible and selectable, as described below.

Restrict Employees from Adding/Editing Attendance Records Outside Shift

Prevents employees from manually adding or modifying their own attendance records for time periods that fall outside their assigned shift schedule.

• How to enable: Check the checkbox next to this option.
• Ideal for organizations that want to ensure attendance records accurately reflect only the scheduled shift hours, eliminating the risk of employees logging time outside their designated work periods.

Restrict Supervisors/HoD from Adding/Editing Attendance Records Outside Shift

Applies the same restriction to Supervisors and Heads of Department (HoD), preventing them from adding or modifying attendance records on behalf of employees outside those employees' assigned shifts.

• How to enable: Check the checkbox next to this option.
• Useful for ensuring management-level edits are also bound by shift boundaries, maintaining audit integrity and fairness across the organization.

Pay Half Day Leave Alongside Worked Hours

From 8.2.1 onwards, this setting lets you pay both halves of a day when an employee takes a half day of leave and works the rest of the day. Without it, only the hours worked are paid, even though the full half day is deducted from the employee's leave balance.

1. Click the toggle next to Pay Half Day Leave Alongside Worked Hours. The toggle turns orange.
2. Click Save and complete the Save Changes window (see Save Your Changes below).

When this is enabled, the leave duration is paid under the Leave Pay Code in addition to the pay code generated for the hours worked on the same day. Both appear side by side on the attendance sheet and both count towards the pay period total.

Note: This setting is shown only when the Leave module is enabled, and it only has an effect when the pay policy has a Leave Pay Code Rule. The leave hours and worked hours are not offset against each other, so the total paid for that day can be more than the employee's scheduled shift.

[Screenshot: Pay Half Day Leave Alongside Worked Hours toggle, and an attendance sheet day showing leave hours and worked hours under separate pay codes]

Restrict Pay Code Generation Outside the Shift Duration

From 8.2.2 onwards, this setting limits pay to the hours the employee was scheduled to work. Any extra time worked goes to an Unapproved bucket and is not paid until excess hours are approved for that day.

1. Click the toggle next to Restrict Pay Code Generation Outside the Shift Duration. The toggle turns orange.
2. Click Save and complete the Save Changes window (see Save Your Changes below).

Example: An employee is scheduled for an 8-hour shift and works 11 hours. Without this setting, all 11 hours are paid (for example 10 hours Regular Time and 1 hour Overtime). With this setting on, 8 hours are paid and 3 hours are shown as Unapproved. If 3 excess hours are later approved, they are paid through the pay policy's normal rules.

Note: On a day with no scheduled hours, such as a non-working day, a holiday or a day without a published roster shift, only approved excess hours are paid. Employees on a Flexible Weekly schedule are not affected by this setting and are paid for all hours worked.

Note: When this setting is off, the system pays for all hours worked, as before.

To learn how employees apply for excess hours and how supervisors approve them, refer to How to Apply for and Approve Excess Hours.

[Screenshot: Restrict Pay Code Generation Outside the Shift Duration toggle with its info hint]

Save Your Changes

Click the Save button. Because pay policies are saved as versions, the Save Changes window opens. Enter a name for the change in Event, select the Effective Date (a pay period start date), and click Save Changes.

For full details on effective dates and version history, refer to How to Set up Pay Policies.

Note: Attendance sheets that are not yet approved are recalculated from the effective date. Approved attendance sheets keep their current pay codes.