--- title: How to Manage Allowances description: How to Manage Allowances --- [Skip to content](https://help.jointimecloud.com/how-to-manage-allowances#main-content) [Contact us](https://help.jointimecloud.com/kb-tickets/new?hsLang=en) [![Timecloud-Logo-600-2](https://help.jointimecloud.com/hs-fs/hubfs/Timecloud-Logo-600-2.png?width=200&height=40&name=Timecloud-Logo-600-2.png)](https://help.jointimecloud.com/?hsLang=en) Open main navigation Close main navigation - [Contact us](https://help.jointimecloud.com/kb-tickets/new) - [Go to app.jointimecloud.com](https://app.jointimecloud.com/) [Go to app.jointimecloud.com](https://app.jointimecloud.com/) Got questions? Ask away - There are no suggestions because the search field is empty. 1. [Service Portal](https://help.jointimecloud.com/?hsLang=en) 2. [Payroll](https://help.jointimecloud.com/payroll?hsLang=en) # How to Manage Allowances ## Allowances are additional payments on top of base pay rates. They cover entitlements like travel reimbursement, tool money, site loading, or meal payments — anything beyond the standard hourly or salaried rate. Every allowance you create belongs to one of three categories. The category determines how the allowance is calculated and whether it stacks with other allowances. ### **Cumulative Allowances** When multiple cumulative allowances apply to the same timesheet entry, **only the highest rate is paid**. - Use when your award says "the highest applicable rate applies" - Only one cumulative allowance will ever be paid per timesheet entry - The system automatically selects the most favourable one for the employee **Example:** An employee works a shift that qualifies for both a $15 "Night Shift Allowance" and a $20 "Weekend Shift Allowance" — only the $20 is paid. ### **Non-Cumulative Allowances** Non-cumulative allowances are paid **in addition to any other allowances**. They stack and can have daily or weekly caps. - Use for fixed entitlements that should always be paid when conditions are met - Set **daily caps** or **weekly caps** to limit total payout - Calculation is time-based — the amount is determined automatically from hours worked **Example:** A $10/day "Uniform Allowance" capped at $50/week — if an employee works 6 days, they receive $50 (not $60). ### **Unit Allowances** Unit allowances are calculated **per unit** rather than per hour or per shift. You define a rate per unit and a unit name. - Use for variable-quantity entitlements - The **default amount** (number of units) can be set on the trigger and **overridden on the timesheet** - Managers or admins can adjust the quantity when processing timesheets **Example:** A "Travel Allowance" at $0.85 per kilometre — set a default of 25km on the shift, and adjust to the actual distance when processing the timesheet. --- **How Allowances Are Triggered** Once you've created allowances in your award configuration, you need to **attach them as triggers** to determine when they are applied. Timecloud supports six trigger sources: ### 1. Shift-Based Triggers Allowances are applied automatically when an employee works a specific shift. - Configure on the **Allowances** tab of any shift template - Best for site-specific or shift-specific entitlements - Supports the **Requires Check-in** toggle (see below) **Example:** A "Cold Storage Allowance" triggered whenever someone works the Freezer Shift. ### 2. Role-Based Triggers Allowances are applied automatically when an employee works in a specific role. - Configure on the **Allowances** section of a company role - Best for role-specific entitlements that apply regardless of which shift is worked - Supports the **Requires Check-in** toggle **Example:** A "First Aid Officer Allowance" triggered whenever someone works in the First Aid Officer role. ### 3. Job Item Triggers Allowances are applied automatically when an employee logs time against a specific job item. - Configure on the **Allowances** section of a job item - Best for project-specific or task-specific entitlements - Supports the **Requires Check-in** toggle **Example:** A "Remote Site Allowance" triggered whenever someone logs time against the "Mine Site A" job item. ### 4. Employee-Level Triggers Allowances are configured directly on an individual employee's profile. - Configure on the employee's **Awards** tab - Best for individual-specific entitlements that apply to every shift - Supports the **Requires Check-in** toggle **Example:** A "Tool Allowance" assigned only to qualified tradespeople. ### 5. Leave-Based Triggers Allowances are applied automatically when an employee takes a specific type of leave. - Configure on the **Allowances** section of a leave type - Best for allowances that should be paid during leave periods **Example:** A "District Allowance" that continues to be paid during Annual Leave. ### 6. Manual Triggers Allowances are added directly to a timesheet entry by an admin or manager. - Applied via the **Allowances** modal on any timesheet entry - Best for one-off or irregular entitlements - Amount is always editable for manual allowances - Can be added and removed without affecting any configuration **Example:** A one-off "Transport Reimbursement" for an employee who had to take a taxi due to a cancelled train. --- Overriding Allowance Amounts Whether you can change the amount paid for an allowance on a timesheet depends on the **category** and **trigger source**:     | Allowance Category | Trigger Source | Amount Editable on Timesheet? | | --- | --- | --- | | **Unit** | Any (shift, role, job, employee, leave) | **Yes** — default amount can be overridden | | **Unit** | Manual | **Yes** — amount is always editable | | **Cumulative** | Automatic (shift, role, job, employee, leave) | **No** — calculated automatically from hours worked | | **Cumulative** | Manual | **Yes** — amount is editable | | **Non-Cumulative** | Automatic (shift, role, job, employee, leave) | **No** — calculated automatically from hours worked | | **Non-Cumulative** | Manual | **Yes** — amount is editable |       **Key takeaway:** If you need to be able to adjust the allowance amount per timesheet entry, use a **Unit Allowance**. Unit allowances always display an editable amount field, regardless of how they were triggered. --- Requires Check-in Toggle The **Requires Check-in** toggle appears on shift, role, job item, and employee triggers. It controls whether the allowance depends on the employee actually clocking in and out: - **OFF (default)** — the allowance is applied whenever the employee is rostered or has a timesheet entry for that trigger, regardless of whether they physically checked in - **ON** — the allowance is only applied if the employee has a complete clock-in and clock-out recorded **When to use it:** - Turn it **ON** for allowances that require confirmed on-site attendance (e.g., site allowances, hazard pay) - Leave it **OFF** for allowances that should apply based on the roster or assignment alone (e.g., shift loading) --- Where to Find It ### Creating Allowances (Award Configuration) 1. Go to **Settings → Payroll Rules**. 2. Open your award and navigate to the **Allowances** step (Step 6). 3. Add allowances under the relevant group (**Cumulative**, **Non-Cumulative**, or **Unit**). 4. Publish the award version. ### Attaching Allowances as Triggers     | Trigger Type | Where to Configure | | --- | --- | | Shift | Shift template → **Allowances** tab | | Role | Company role → **Allowances** section | | Job Item | Job item → **Allowances** section | | Employee | Employee profile → **Awards** tab | | Leave | Leave type settings → **Allowances** section |       ### Managing Allowances on Timesheets 1. Open an employee's timesheet entry. 2. Click the **Allowances** button. 3. View all applied allowances with their source (Shift, Role, Job Item, Employee, Leave, or Manual). 4. For automatic triggers: toggle allowances on/off. 5. For unit and manual allowances: edit the amount. 6. Click **Add Allowance** to manually add additional allowances. 7. Click **Save**. --- Apply Settings Across All Employment Types In the award wizard, use the **Apply Settings Across All Employment Types** toggle: - **ON** — the same allowance configuration applies to every employment type - **OFF** — configure allowances individually per employment type > **Note:** Turning this on will overwrite per-type configurations. A confirmation prompt will appear. --- Adding an Allowance in the Award Wizard 1. Expand the relevant group (**Cumulative**, **Non-Cumulative**, or **Unit**). 2. Click **Add Allowance**. 3. Fill in the fields: - **Clause** — reference the award clause number - **Rule Title** — name the allowance - **Allowance Type** — Standard or All Purpose (for non-cumulative) - **Unit** — Per Hour, Per Day, Per Shift, or Per Week (for non-cumulative) - **Rate** — the dollar amount - **Unit Name** — what the unit is called (for unit allowances, e.g., "Kilometre") - **Rate Per Unit** — the dollar amount per unit (for unit allowances) - **Capped Period** — Daily, Weekly, or Uncapped (for non-cumulative) - **Capped Max Value** — maximum payout for the cap period (for non-cumulative) - **Enabled** toggle — turn the allowance on or off --- Attaching Allowances to a Trigger (Shift, Role, Job, Employee) 1. Navigate to the trigger entity (shift template, role, job item, or employee profile). 2. Find the **Allowances** section or tab. 3. Click **Add Allowance**. 4. In the selection dialog, search or browse for the allowance. 5. Tick the allowances you want to attach and click **Save**. 6. For **unit allowances**: enter a **Default Amount** — this is the starting quantity. 7. Set the **Requires Check-in** toggle as needed. 8. Save the trigger entity. --- Tips - **Use cumulative allowances** when your award specifies "the highest applicable rate applies" — this prevents overpayment. - **Use non-cumulative allowances** for entitlements that should stack (e.g., uniform + tool allowances). - **Use unit allowances** when the amount varies per occurrence and you need managers to be able to adjust it (e.g., kilometres, meals). - **Set caps** on non-cumulative allowances to prevent overpayment beyond award limits. - **Combine multiple triggers** — the same allowance can be attached to multiple shifts, roles, or job items. - When an allowance appears on a timesheet from an automatic trigger, you can **toggle it off** without deleting the trigger — useful for exceptions. - **Manual allowances** are best for one-off payments that don't justify configuring a permanent trigger. --- Quick Reference: Choosing the Right Setup   | I need to... | Category | Trigger | | --- | --- | --- |   | I need to... | Category | Trigger | | --- | --- | --- | | Pay the highest of several shift loadings | Cumulative | Shift | | Pay a flat daily tool allowance (capped weekly) | Non-Cumulative | Employee or Shift | | Reimburse travel per kilometre (adjustable) | Unit | Shift or Manual | | Pay a site allowance only when checked in | Cumulative or Non-Cumulative | Shift (Requires Check-in ON) | | Pay a role loading for first aid officers | Cumulative | Role | | Continue an allowance during leave | Any | Leave | | Add a one-off payment to a single timesheet | Any | Manual | | Pay per meal when employee takes a meal break | Unit | Shift |       --- Related Topics - [**How to Set Up Allowances on a Shift**](https://help.jointimecloud.com/how-to-set-up-allowances-on-a-shift?hsLang=en) — detailed guide for shift-based triggers - [**How to Set Up Pay Rates**](https://help.jointimecloud.com/how-to-set-up-pay-rates?hsLang=en) — configure base rates alongside allowances - [**How to Publish Award Versions**](https://help.jointimecloud.com/how-to-publish-award-versions?hsLang=en) — go live with your allowance configuration - [**How to Manage Leave Settings**](https://help.jointimecloud.com/how-to-manage-leave-settings?hsLang=en) — attach allowances to leave types - [Account & Security](https://help.jointimecloud.com/account-security?hsLang=en) - [Attendance & Timesheets](https://help.jointimecloud.com/attendance-timesheets?hsLang=en) - [Award Interpretation](https://help.jointimecloud.com/award-interpretation?hsLang=en) - [Biometric Scanners](https://help.jointimecloud.com/biometric-scanners?hsLang=en) - [Employees](https://help.jointimecloud.com/employees?hsLang=en) - [Forms & Checklists](https://help.jointimecloud.com/forms-checklists?hsLang=en) - [Geofencing](https://help.jointimecloud.com/geofencing?hsLang=en) - [Human Resources](https://help.jointimecloud.com/human-resources?hsLang=en#main-content) - [Organisation View](https://help.jointimecloud.com/human-resources?hsLang=en#organisation-view) - [Integrations](https://help.jointimecloud.com/integrations?hsLang=en) - [Job Tracking](https://help.jointimecloud.com/job-tracking?hsLang=en) - [Leave Management](https://help.jointimecloud.com/leave-management?hsLang=en) - [Mobile App](https://help.jointimecloud.com/mobile-app?hsLang=en#main-content) - [Kiosk](https://help.jointimecloud.com/mobile-app?hsLang=en#kiosk) - [Mobile App](https://help.jointimecloud.com/mobile-app?hsLang=en#mobile-app) - [Payroll](https://help.jointimecloud.com/payroll?hsLang=en#main-content) - [Xero](https://help.jointimecloud.com/payroll?hsLang=en#xero) - [iPayroll](https://help.jointimecloud.com/payroll?hsLang=en#ipayroll) - [MYOB](https://help.jointimecloud.com/payroll?hsLang=en#myob) - [Smartly](https://help.jointimecloud.com/payroll?hsLang=en#smartly) - [Reporting](https://help.jointimecloud.com/reporting?hsLang=en) - [Roster](https://help.jointimecloud.com/roster?hsLang=en) - [Settings](https://help.jointimecloud.com/settings?hsLang=en) - [Shifts](https://help.jointimecloud.com/shifts?hsLang=en) - [Time Clock](https://help.jointimecloud.com/time-clock?hsLang=en) - [Dashboard](https://help.jointimecloud.com/dashboard?hsLang=en) Service Desk Copyright © 2025, Timecloud Ltd