Description: In this topic, the user will learn about pay rates. The pay rates functionality allows a user to add a new pay rate and specify the date range for which the pay rate is valid. Pay rates can overlap if enabled. Rates that are set with no end date will be effective until an end date is specified. The end date for a current pay rate will auto-populate when a new pay rate is added.
Role Required: Super User, Supervisor
Permission Required: Funding Source Admin, Import Admin
Create Pay Rate
Log in to profile
Select Settings from the main menu
Select Custom Drop Down from the submenu
Click Actions
Select Add New Custom Drop Down Item from the drop-down menu
Complete the Add New Custom Drop Down Item form wizard
Item Type: Select Pay Rate
Pay Rate Name: Create a name (e.g., night/weekend, emergency)
Status: Select Active or Inactive
Click Save and Yes to confirm
This pay rate is now available to be added to service accounts.
Add Pay Rates
Log in to profile
Select Home from the main menu
Select Employees from the submenu
Use the filters to locate the employee and click Search
Click anywhere in the employee row to view the employee details
Select the Accounts tab
Use the filters to locate the employee service account
Click anywhere in the service account row to view the account details
Click the Rates tab
Click Actions
Select Add New Rate from the drop-down menu
Complete the Add New Rate form wizard
Pay Rates can be created for the future or in the past
After the new pay rate is added, if there was a previous pay rate without an end date specified, the system will automatically adjust the end date on the previous pay rate to end the day before the new pay rate starts.
The rate the employee will see at clock in
Used when the employee has overlapping pay rates
If the employee has more than one rate available, they click the drop-down to select the rate for the shift. The primary rate will display as the default.
Pay Rate Name: Select from drop-down
Rate: Dollar amount
Effective date: The date the rate starts
End date: Optional field
Primary: Click the checkbox to mark the rate as the primary rate. *Tip - Set the primary (default) to Standard as it is used most often
Click Save and Yes to confirm
*Please note:
When a new pay rate is created, the rate will not affect historical punches; only new punches made for that service period will be adjusted.
The new pay rate will not save if it exceeds the max pay rate set for that service
If a punch splits (overnight), the resulting generated punches will receive the correct pay rate for the specified dates, unless the service code is configured to cross midnight.
Edit an Existing Pay Rate
Log in to profile
Select Home from the main menu
Select Employees from the submenu
Use the filters to locate the employee and click Search
Click anywhere in the employee row to view the employee details
Click the Accounts tab
Use the filters to locate the employee service account
Click anywhere in the service account row to view the account details
Click the Rates tab
Click anywhere in the pay rate row to view the rate details
Click Actions
Select Edit Rate from the drop-down menu
Complete edits as needed on the Edit Rate form wizard
Click Save and Yes to confirm
Overlapping Pay Rates
The system allows pay rates to overlap, meaning if an employee has more than one pay rate available for a shift, they will be able to select the appropriate pay rate name from the pay rate name drop-down when entering time. This field only appears for a service account with overlapping pay rates enabled. This feature is typically used for non-standard visit types such as emergency or night/weekend. If a non-standard pay rate is selected by an employee, the punch will be flagged for review in the Pending Entries table. Users may hover over the red eye icon to see the message Non Standard Pay Rate selected. This allows users to manage employee use of overlapping pay rates.
Log in to profile
Select Home from the main menu
Select Employees from the submenu
Use the filters to locate the employee and click Search
Click anywhere in the employee row to view the employee details
Click the Accounts tab
Use the filters to locate the employee service account
Click anywhere in the service account row to view the account details
Click Actions
Select Edit Account from the drop-down menu
Check the box to Allow Overlapping Pay Rates
Click Save and Yes to confirm
Max Pay Rates
Setting a max pay rate constricts pay rates so that employees cannot exceed the specified amount for a particular service.
Select Settings from the main menu
Select Funding Sources from the submenu
Use the filters to locate the funding source and click Search
Click anywhere in the funding source row to view the details
Click the Service Codes tab
Click anywhere in the service code row to view the details
Click Actions
Select Edit Service Code from the drop-down menu
In the Edit Service Code form wizard, click the blue plus sign (+) to open Payroll Details
Select Yes in the Has Max Pay Rate field
Enter the Max Pay Rate in dollars
Click Save and Yes to confirm
Employee Pay Rates Report
Select Reports from the main menu
Select Management Reports from the submenu
Select Employee Pay Rates Report from the flyout menu
Use the filters to refine the criteria then click Search
Reorder the columns as needed and/or click Download to open the Download Report Wizard
Select the columns to download and click Next
Choose the file format
If PDF is chosen, select Orientation for the download.
Optionally save the report download preference by selecting the checkbox
Click Download and Yes to confirm
Import
Pay Rates can be imported into DCI. To learn how to complete imports, see the appropriate Admin Guide: Import Formats in the DCI Help Center.
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