Turn repeated lateness and absence into penalties with policy rules

A policy rule applies your attendance policy for you. For example: "three late arrivals within 30 days cost a quarter of a day's pay". The system checks attendance against each active rule, records a violation when an employee reaches the threshold, and can create the matching penalty. HR then confirms or dismisses each violation before payroll deducts anything.

Before you start

• Rules read the attendance register, so attendance and shifts must be recorded. See attendance management.

• Approved hourly permissions excuse late arrival and early leave minute by minute. Only the uncovered minutes count toward a rule.

Create a rule

1. Open People › Time & Attendance › Attendance Policy Rules and select New Rule.

2. Enter the Rule Name and the Rule Name (Arabic).

3. Choose the Violation Type: late arrival, early leave, absence or no show. You cannot change it after you save the rule.

4. Enter the Occurrence Count and the Tracking Period (days). For example, 3 occurrences in 30 days.

5. Choose the Action. Only a deduction action produces money: choose the Deduction Type and enter the Deduction Value.

6. Turn on Auto-create penalty if the rule should create a penalty with each violation. Keep Active on and select Save.

What counts as an occurrence

Each attendance day counts once:

• Late: the day has late minutes left after the shift's grace period and any approved permission.

• Early leave: the day has early-leave minutes left after the same netting.

• Absent: the day's status is absent.

• No show: the day is absent and has no clock-in at all.

The system counts occurrences in a rolling window: the tracking period up to the day it evaluates. When the count reaches the occurrence count, it records a violation dated that day. It does not record a second violation for the same rule and employee while an open or confirmed one exists within the window.

When rules are evaluated

• every morning at 07:00;

• when you select Evaluate rules now, which reports how many employees were checked and how many new violations were created;

• automatically at the start of every payroll processing, so a rule set up today affects today's payroll.

The penalty a rule creates

With Auto-create penalty on, each violation creates a pending penalty, fixed at the moment of the violation:

• Fixed amount: the deduction value.

• Percentage of day: the employee's basic salary ÷ 30 × the deduction value ÷ 100.

With any action other than a deduction, the penalty has an amount of zero and deducts nothing. Notify HR is stored with the rule; check new violations from the rule's list rather than waiting for a message.

Review violations

1. In the rule's Actions menu, select Violations.

2. For each new violation, select Confirm or Dismiss.

Confirming approves the linked penalty, so the next payroll run deducts it. Dismissing cancels the linked penalty if payroll has not deducted it. If a manager later approves an hourly permission that removes the occurrences, the system withdraws the open violation and cancels its penalty.

Deactivate or delete a rule

Select Delete in the rule's menu. A rule that has never produced a violation is deleted. A rule with violations is deactivated instead, so its history is kept, and you can select Reactivate later.