Special Duty Policies

Create and manage special duty policies, configure rate strategies, and define eligibility rules.

Quick Access

Special Duty Policies Overview

Special duty policies define:

• Types of special assignments
• Compensation rates
• Eligibility criteria
• Calculation methods

Accessing Special Duty Policies

1. Go to HR → Special Duty Policies (/hr/special-duty-policies)
2. View all configured policies
3. Create or edit policies

[Screenshot: special-duty-policies]

Creating a Special Duty Policy

Step-by-Step

1. Click + New Policy
2. Configure basic information:
   • Policy name
   • Description
   • Status (Active/Inactive)
3. Set rate strategy
4. Define eligibility rules
5. Save policy

[Screenshot: special-duty-policy-editor]

Basic Information

Rate Strategies

Available Rate Types

Fixed Amount Configuration

Policy: Event Support Duty
Type: Fixed Amount
Amount: RM100 per assignment

Employee does 4 hours event support = RM100
Employee does 8 hours event support = RM100

Hourly Rate Configuration

Policy: Relief Coverage
Type: Hourly Rate
Rate: RM15 per hour

Employee does 4 hours = RM60
Employee does 8 hours = RM120

Multiplier Configuration

Policy: Public Holiday Duty
Type: Multiplier
Multiplier: 2.0x normal hourly rate

Normal rate: RM12.50/hour
Special duty rate: RM25.00/hour

4 hours work = RM100

Minimum/Maximum Settings

Eligibility Rules

Who Can Receive Special Duty

Configure eligibility by:

Eligibility Settings

1. Open policy
2. Go to eligibility section
3. Define rules:
   • Include/exclude departments
   • Include/exclude job grades
   • Set tenure requirements
4. Save rules

Special Duty Types

Common Special Duty Categories

Creating Category-Specific Policies

For different scenarios, create separate policies:

1. Weekend Relief

   • Hourly rate
   • 1.5x normal rate
   • Operations staff only

2. Public Holiday

   • Multiplier
   • 2.0x normal rate
   • All staff eligible

3. Event Support

   • Fixed amount
   • RM80 per event
   • Maximum RM160/month

Assigning Special Duty

Recording Special Duty Work

1. Manager assigns employee to special duty
2. Employee works the assignment
3. Hours recorded in timesheet
4. System applies relevant policy
5. Earnings calculated for payroll

Manual Recording

HR can manually record:

1. Open employee timesheet
2. Add special duty entry
3. Select applicable policy
4. Enter hours/details
5. Save entry

Special Duty in Payroll

How It Flows to Pay

1. Special duty hours recorded
2. Policy rate applied
3. Earnings calculated
4. Added to payroll
5. Appears on payslip

Payslip Display

Special duty typically shows as:

• Line item under earnings
• Hours and rate shown
• Total amount calculated

System Settings

Related Settings

Feature Flags

Ensure special duty features are enabled in system settings.

Reporting

Special Duty Report

1. Go to HR → Special Duty Report (/hr/special-duty-report)
2. View analysis:
   • By employee
   • By policy
   • By department
   • By time period

Report Metrics

Common Tasks

Create New Policy

1. Go to Special Duty Policies
2. Click + New
3. Configure name and rate
4. Set eligibility
5. Activate policy

Modify Existing Policy

1. Find policy
2. Edit settings
3. Consider:
   • Effective date for changes
   • Impact on existing assignments
4. Save changes

Deactivate Policy

1. Open policy
2. Set status to Inactive
3. Policy no longer applies to new assignments
4. Historical data preserved

Review Special Duty Costs

1. Run Special Duty Report
2. Filter by period
3. Analyze:
   • Top earners
   • Policy usage
   • Department costs
4. Adjust policies if needed

Policy Examples

Example 1: Basic Relief Duty

Name: Basic Relief Duty
Type: Hourly Rate
Rate: RM12.00/hour
Minimum Hours: 4
Maximum Hours: 12
Eligibility: All employees

Example 2: Premium Weekend Duty

Name: Weekend Special Duty
Type: Multiplier
Multiplier: 1.5x
Applies: Saturday & Sunday
Eligibility: Operations only
Maximum: 8 hours/day

Example 3: Event Support

Name: Company Event Support
Type: Fixed Amount
Amount: RM75 per event
Minimum Hours: 3
Maximum: 2 events/month
Eligibility: All employees

Tips

1. Clear naming - Use descriptive policy names
2. Document policies - Keep written policy documents
3. Review regularly - Audit policy usage and costs
4. Communicate - Ensure employees understand policies

See Also

• Special Duty
• Attendance & Timesheets
• Payroll Overview