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Description: In  In this topic you , 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 that for which the pay rate is valid for. 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:Superuser Super User, Supervisor

Permission Required: Funding Source Admin, Import Admin

Create Pay Rate

1. Log in to your Log in to profile

2. Select Settings from the main menu the main menu 

3. Select Click Custom Drop Down in the submenu  

4. Select Actions button

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

6.  from the submenu  

7. Click Actions

8. Select Add New Custom Drop Down Item from the drop-down menu

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

1. Item Type: Select Pay Rate from the Item Type dropdownCreate

2. Pay Rate Name: Create a name in the Item Name 

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

3.  (e.g., night/weekend, emergency)

4. Status: Select Select a status of Active or Inactive  

10. Click Save Click Yes in the confirmation alert window   and Yes to confirm

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

Add Pay Rates

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

2. Select HomeClick Employees from the sub main menu

3. Select Employees from the submenu

4. 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.filters to locate the employee and click Search

5. Click anywhere in the employee row to select that view the employee .details

6. Select the the Accounts tab underneath 

7. Use the filters to locate the Employee Details and find the employee service account that needs a new Pay Rate.

8. Click anywhere in the service account row to select view the account . details

9. Click the Rates tab underneath Account Details

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

11. Complete the Form Wizard

12. Pay Rate Name - Select from the dropdown

13. Rate - Enter dollar amount

14. the Rates tab

15. Click Actions

16. Select Add New Rate from the drop-down menu

17. Complete the Add New Rate form wizard

Effective date - enter the date the rate starts

18. 1. Pay Rates can be created for the future

Pay Rates can be created

19. 1. or in the past

Once you add a new Pay Rate, if the the old Pay Rate does not already have

20. 1. After the new pay rate is added, if there was a previous pay rate without an end date specified,

DCI

21. 1. the system will automatically adjust the end date on the previous

Pay Rate

22. 1. pay rate to end the day before the new

Pay Rate

23. 1. pay rate starts

24. End date - not required

1. Pay Rates can have no end date

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

26. 1. .

    1. The rate

This is the rate that

27. 1. the employee will see

when they

28. 1. at clock in

.

1. For example, Standard

29. 2. Used

This is used

30. 1. when the employee has overlapping pay rates

    1. If the employee has more than one rate available, they

will be able to

31. 1. click

on the dropdown and

32. 1. the drop-down to select the rate for the shift. The primary rate will display as the default.

1. Pay Rate Name: Select from drop-down

2. Rate: Dollar amount

3. Effective date: The date the rate starts

4. End date: Optional field

33. Click Save then select Yes on the confirmation window

NOTE:

1. 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

1. Click Save and Yes to confirm

*Please note:

• When a new pay rate 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 The new pay rate will not be able to save the new Pay Rate if it exceeds the max Pay Rate pay rate set for that particular service

• If a punch splits (overnight), the resulting generated punches will receive the correct Pay Rate pay rate for the specified dates, unless the service code is configured to cross midnight.

Edit an Existing Pay Rate

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

2. Select HomeClick Employees from the sub menumain menu

3. Select Employees from the submenu

4. 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.filters to locate the employee and click Search

5. Click anywhere in the employee row to select that view the employee .details

6. Click the Select the Accounts tab underneath 

7. Use the filters to locate the Employee Details and find the employee service account that needs a new Pay Rate.

8. Click anywhere in the service account row to select view the account . details

9. Click the Rates tab underneath Account Detailsthe Rates tab

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

11. 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

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

Overlapping Pay Rates

1. pay rate row to view the rate details

2. Click Actions

3. Select Edit Rate from the drop-down menu

4. Complete edits as needed on the Edit Rate form wizard

5. 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

1. Log in to profile

2. Select

3. Sign into your Personal Profile

4. Click Home on from the main menuClick 

5. Select Employees on  from the submenu

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

7. Click Search

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

1. This will open up the Employee Details page

9. Click Actions button

10. Click New Service Account from the actions dropdown

11. Fill out the form wizard as usual

12. 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

13. 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

1. Use the filters to locate the employee and click Search

2. Click anywhere in the employee row to view the employee details

3. Click the Accounts tab

4. Use the filters to locate the employee service account

5. Click anywhere in the service account row to view the account details

6. Click Actions 

7. Select Edit Account from the drop-down menu

8. Check the box to Allow Overlapping Pay Rates 

9. Click Save and Yes to confirm

Max Pay Rates

Setting a max pay rate constricts 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. Select Settings from the main menu

2. Select Funding Sources from the submenu

3. Use the filters to locate the funding source and click Search

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

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

6. 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.

7. Click anywhere in the funding source row to select that Funding Source. to view the details

8. Click 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.Codes tab

9. Click anywhere in the service code row to select that Service Code.

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

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

12. 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. 

13. 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 sub menu

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

...

1.  to view the details

2. Click Actions 

3. Select Edit Service Code from the drop-down menu

4. In the Edit Service Code form wizard, click the blue plus sign (+) to open Payroll Details

5. Select Yes in the Has Max Pay Rate field

6. Enter the Max Pay Rate in dollars

7. Click Save and Yes to confirm

Employee Pay Rates Report

1. Select Reports from the main menu

2. Select Management Reports from the submenu

3. Select Employee Pay Rates Report from the flyout menu

4. Use the filters to refine the criteria then click Search

5. Reorder the columns as needed and/or click Download to open the Download Report Wizard

1. Select the columns to download and click Next

2. Choose the file format

1. If PDF is chosen, select Orientation for the download.

3. Optionally save the report download preference by selecting the checkbox

4. Click Download and Yes to confirm

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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