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 that pay rate is valid for. Pay Rates can overlap if enabled, so an employee can select the correct rate for the shift that they are working. The rates 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

  1. Log in to your profile

  2. Select Settings from the main menu 

  3. Click Custom Drop Down in the submenu  

  4. Select Actions button

  5. Select Add New Custom Drop Down Item from the action dropdown

  6. Fill out the Add New Custom Drop Down Item form wizard

    1. Select Pay Rate from the Item Type dropdown

    2. Create Pay Rate name in the Item Name 

      1. Examples may include: Night/Weekend, Emergency, etc.

    3. Select a status of Active or Inactive  

  7. Click Save 

  8. Click Yes in the confirmation alert window  

This pay rate is now available to be added to service accounts


Add Pay Rates

  1. Login to a profile with the appropriate role and/or permission via the DCI website

  2. Click Employees from the submenu

  3. Use the search criteria at the top of the page to find the employee you wish to add a Pay Rate for or scroll down to locate.

  4. Click anywhere in the row to select that employee.

  5. Select the Accounts tab underneath Employee Details and find the employee service account that needs a new Pay Rate.

  6. Click anywhere in the row to select the account. 

  7. Click the Rates tab underneath Account Details

  8. Select Actions from the top right corner, then click Add New Rate

  9. Complete the Form Wizard

    1. Pay Rate Name - Select from the dropdown

    2. Rate - Enter dollar amount

    3. Effective date - enter the date the rate starts

      1. Pay Rates can be created for the future

      2. Pay Rates can be created in the past

      3. Once you add a new Pay Rate, if the the old Pay Rate does not already have an end date specified, DCI will automatically adjust the end date on the previous Pay Rate to end the day before the new Pay Rate starts

    4. End date - not required

      1. Pay Rates can have no end date

    5. Primary - Click the check box to mark rate as primary

      1. This is the rate that the employee will see when they clock in.

        1. For example, Standard

      2. This is used when the employee has overlapping pay rates

        1. If the employee has more than one rate available, they will be able to click on the dropdown and select the rate for the shift. The primary rate will display as default

  10. Click Save then select Yes on the confirmation window

NOTE:

  • Once a new Pay Rate is created, the rate will not affect historical punches; only new punches made for that service period will be adjusted

  • You will not be able to save the new Pay Rate if it exceeds the max Pay Rate set for that particular 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

  1. Login to a profile with the appropriate role and/or permission via the DCI website

  2. Click Employees from the submenu

  3. Use the search criteria at the top of the page to find the employee you wish to add a Pay Rate for or scroll down to locate.

  4. Click anywhere in the row to select that employee.

  5. Select the Accounts tab underneath Employee Details and find the employee service account that needs a new Pay Rate.

  6. Click anywhere in the row to select the account. 

  7. Click the Rates tab underneath Account Details

  8. Click Actions in the top right corner then select Edit Rate

  9. Enter the edited rate in the form wizard

    1. Pay Rate Name - Select from the dropdown

    2. Rate - Enter dollar amount

    3. Effective date - enter the date the rate starts

      1. Pay Rates can be created for the future

      2. Pay Rates can be created in the past

      3. Once you add a new Pay Rate, if the the old Pay Rate does not already have an end date specified, DCI will automatically adjust the end date on the previous Pay Rate to end the day before the new Pay Rate starts

    4. End date - not required

      1. Pay Rates can have no end date

    5. Primary - Click the check box to mark rate as primary

      1. This is the rate that the employee will see when they clock in.

        1. For example, Standard

      2. This is used when the employee has overlapping pay rates

        1. If the employee has more than one rate available, they will be able to click on the dropdown and select the rate for the shift. The primary rate will display as default

  10. Click ‘Save’ then select ‘Yes’ on the confirmation window


Overlapping Pay Rates

DCI allows pay rates to overlap. This means that if an employee has more than one pay rate available for a shift they will be able to select it on the Pay Rate Name dropdown when they are entering their time. This field only appears for a service account with overlapping pay rates enabled.

If a non-standard pay rate is selected by an employee, the punch will be flagged for review in the Pending Entries table. If you hover over the Eye icon, it will display Non Standard Pay Rate selected. This allows you to manage employee use of overlapping pay rates.


Overlapping Pay Rate Service Account

  1. Sign into your Personal Profile

  2. Click Home on the main menu

  3. Click Employees on the submenu

  4. Search for the client by typing their name in search filters and selecting the name when it comes up

  5. Click Search

  6. Select the client from the table by clicking anywhere in the row

    1. This will open up the Employee Details page

  7. Click Actions button

  8. Click New Service Account from the actions dropdown

  9. Fill out the form wizard as usual

  10. Click Allow Overlapping Pay Rates checkbox

    1. Overlapping Pay Rates is now enabled for this service account and the employee will be able to select the correct pay rate for each shift.

    2. Tip - set the default rate to Standard as that is the rate used most often.

      1. Overlapping pay rates are typically used for non-standard visit types like Emergency, Night/Weekend, etc

  11. Click Save then select Yes on the confirmation window 


Edit an Existing Client Service Account to Allow Overlapping Pay Rates

  1. Sign into your Personal Profile

  2. Click Home on the main menu

  3. Click Employees on the submenu

  4. Search for the client by typing their name in search filters and selecting the name when it comes up

  5. Click Search

  6. Select the client from the table by clicking anywhere in the row

    1. This will open up the Employee Details page

  7. Click Actions button

  8. Select Edit Account from the actions dropdown

  9. Click Allow Overlapping Pay Rates checkbox

    1. Overlapping Pay Rates is now enabled for this service account and the employee will be able to select the correct pay rate for each shift.

    2. Tip - set the default rate to Standard as that is the rate used most often.

      1. Overlapping pay rates are typically used for non-standard visit types like Emergency, Night/Weekend, etc

  10. Click Save then select Yes on the confirmation window 


Max Pay Rates

Setting a Max Pay Rate in DCI constricts Pay Rates so that employees cannot exceed the specified amount for a particular service

  1. Login to a profile with the appropriate role and/or permission via the DCI website

  2. Click Settings from the header then choose Funding Sources from the side bar

  3. Use the search criteria at the top of the page to find the Funding Source that houses the Service Code you wish to add a Max Pay Rate for or scroll down to locate.

  4. Click anywhere in the row to select that Funding Source.

  5. Ensure the Service Code tab is selected. Use the search criteria below Funding Source Details to find the Service Code that you wish to add a Max Pay Rate for or scroll down to locate.

  6. Click anywhere in the row to select that Service Code.

  7. Click Actions in the top right corner, then select Edit Service Code

  8. You will see a field for Pay Rate Max Limit. Click Yes to enable a Max Pay Rate and No to disable.

  9. With Max Pay Rate enabled, a few fields become editable, you will find a field labeled Max Pay Rate.

    1. Enter the hourly amount that cannot be exceeded for that particular service. 

  10. Click Save then select Yes on the confirmation window. 


Pay Rate Report

  1. Login to a profile with the appropriate role and/or permission via the DCI website

  2. Click Reports in the main menu then Management Reports on the submenu

  3. The flyout menu options displaying all management reports, scroll down and click the Employee Pay Rate Report

*Pay Rate and Pay Rate Name are also available as columns on many other reports related to time entries. For example, the Punch Entries and Punch Entries Detail reports will have pay rate and pay rate name columns. To learn more about our reports, please see our Reports Guide in the help center.


Import

Pay Rates can be imported into DCI. To learn about how to do imports, see the “Admin Guide - Imports Module” in the DCI Help Center.