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Description: In In this topic, the user will learn about pay rates.The Pay Rates The pay rates functionality allows a user to add a new pay rate and specify the date range for which that the pay rate is valid. Pay Rates rates can overlap if enabled, so an employee can select the correct rate for the shift that they are working. The rates 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
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Create Pay Rate
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Log in to profile
Select Settings from
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the main menu
Select Custom Drop Down
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Select Actions button
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Select Add New Custom Drop Down Item from the action dropdown
from the submenu
Click Actions
Select Add New Custom Drop Down Item from the drop-down menu
Complete
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the Add New Custom Drop Down Item form wizard
Examples may include Night/Weekend, Emergency, etc.
Item Type: Select Pay Rate
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Pay Rate Name: Create a name
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(e.g., night/weekend, emergency)
Status: Select Active or Inactive
Click Save
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and Yes to confirm
This pay rate is now available to be added to service accounts.
Add Pay Rates
Log in to
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profile
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Select Home from the main menu
Select Employees from the submenu
Use the filters to locate the employee and click Search
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Click Employees from the submenu
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Click anywhere in the employee row to
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view the employee
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details
Select
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the Accounts tab
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Use the filters to locate the employee service account
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Click anywhere in the service account row to
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view the account
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details
Click
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Select Actions from the top right corner, then click Add New Rate
the Rates tab
Click Actions
Select Add New Rate from the drop-down menu
Complete the Add New Rate form wizard
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Pay Rates can be created for the future
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or in the past
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After the new pay rate is added, if there was a previous pay rate without an end date specified,
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the system will automatically adjust the end date on the previous
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pay rate to end the day before the new
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pay rate starts
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Pay Rates can have no end date
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The rate
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the employee will see
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at clock in
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For example, Standard
Used
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when the employee has overlapping pay rates
If the employee has more than one rate available, they
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click
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the drop-down to select the rate for the shift. The primary rate will display as the default.
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Pay Rate Name
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: Select from
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drop-down
Rate
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: Dollar amount
Effective date
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: The date the rate starts
End date
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: Optional field
Primary
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: Click the
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checkbox to mark the rate as the primary
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Click Save then select Yes on the confirmation window
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
NOTE:
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is created, the rate will not affect historical punches; only new punches made for that service period will be adjusted.
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The new pay rate will not
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save
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if it exceeds the max
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pay rate set for that
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service
If a punch splits (overnight), the resulting generated punches will receive the correct
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pay rate for the specified dates, unless the service code is configured to cross midnight.
Edit an Existing Pay Rate
Login Log in to a profile with the appropriate role and/or permission via the DCI website
Click Employees from the submenu
Select Home from the main menu
Select Employees from the submenu
Use the filters to locate the employee and click SearchUse 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.
Click anywhere in the employee row to select that view the employee .details
Click the Select the Accounts tab underneath
Use the filters to locate the Employee Details and find the employee service account that needs a new Pay Rate.
Click anywhere in the service account row to select view the account . details
Click the Rates tab underneath Account Detailsthe Rates tab
Click Actions anywhere in the top right corner then select Edit Rate
Enter the edited rate in the form wizard
Pay Rates can be created for the future
Pay Rates can be created in the past
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
Pay Rates can have no end date
This is the rate that the employee will see when they clock in.
For example, Standard
This is used when the employee has overlapping pay rates
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
Pay Rate Name - Select from the dropdown
Rate - Enter dollar amount
Effective date - enter the date the rate starts
End date - not required
Primary - Click the check box to mark rate as primary
Click ‘Save’ then select ‘Yes’ on the confirmation window
Overlapping Pay Rates
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 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 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. If you hover Users may hover over the Eye icon, it will display red eye icon to see the message Non Standard Pay Rate selected. This allows you users to manage employee use of overlapping pay rates.
Overlapping Pay Rate Service Account
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Sign into your Personal Profile
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Log in to profile
Select
Home
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from the main menu
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Select Employees
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from the submenu
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Search for the client by typing their name in search filters and selecting the name when it comes up
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Click Search
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Select the client from the table by clicking anywhere in the row
This will open up the Employee Details page
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Click Actions button
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Click New Service Account from the actions dropdown
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Fill out the form wizard as usual
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Click Allow Overlapping Pay Rates checkbox
Overlapping pay rates are typically used for non-standard visit types like Emergency, Night/Weekend, etc
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.
Tip - set the default rate to Standard as that is the rate used most often.
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Click Save then select Yes on the confirmation window
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
Edit an Existing Client Service Account to Allow Overlapping Pay Rates
Sign into your Personal Profile
Click Home on the main menu
Click Employees on the submenu
Search for the client by typing their name in search filters and selecting the name when it comes up
Click Search
Select the client from the table by clicking anywhere in the row
This will open up the Employee Details page
Click Actions button
Select Edit Account from the actions dropdown
Click Allow Overlapping Pay Rates checkbox
Overlapping pay rates are typically used for non-standard visit types like Emergency, Night/Weekend, etc
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.
Tip - set the default rate to Standard as that is the rate used most often.
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
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Login to a profile with the appropriate role and/or permission via the DCI website
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Click Settings from the header then choose Funding Sources from the side bar
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Select Settings from the main menu
Select Funding Sources from the submenu
Use the filters to locate the funding source and click Search
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Click anywhere in the funding source row
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to view the details
Click
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the Service
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Codes tab
Click anywhere in the service code row
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Click Actions in the top right corner, then select Edit Service Code
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You will see a field for Pay Rate Max Limit. Click Yes to enable a Max Pay Rate and No to disable.
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With Max Pay Rate enabled, a few fields become editable, you will find a field labeled Max Pay Rate.
Enter the hourly amount that cannot be exceeded for that particular service.
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Click Save then select Yes on the confirmation window.
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
Pay Rate Report
Login to a profile with the appropriate role and/or permission via the DCI website
Click Reports in the main menu then Management Reports on the submenu
The flyout menu options displaying all management reports, scroll down and click the Employee Pay Rate Report
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Import
Pay Rates can be imported into DCI. To learn about how to do complete imports, see the “Admin Guide - Imports Module” appropriate Admin Guide: Import Formats in the DCI Help Center.
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