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
Log in to your profile
Select Settings from the main menu
Click Custom Drop Down in the submenu
Select Actions button
Select Add New Custom Drop Down Item from the action dropdown
Fill out the Add New Custom Drop Down Item form wizard
Select Pay Rate from the Item Type dropdown
Create Pay Rate name in the Item Name
Examples may include: Night/Weekend, Emergency, etc.
Select a status of Active or Inactive
Click Save
Click Yes in the confirmation alert window
This pay rate is now available to be added to service accounts
Add Pay Rates
Login to a profile with the appropriate role and/or permission via the DCI website
Click Employees from the submenu
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.
Click anywhere in the row to select that employee.
Select the Accounts tab underneath Employee Details and find the employee service account that needs a new Pay Rate.
Click anywhere in the row to select the account.
Click the Rates tab underneath Account Details
Select Actions from the top right corner, then click Add New Rate
Complete the Form Wizard
Pay Rate Name - Select from the dropdown
Rate - Enter dollar amount
Effective date - enter the date the rate starts
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
End date - not required
Pay Rates can have no end date
Primary - Click the check box to mark rate as primary
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
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
Login to a profile with the appropriate role and/or permission via the DCI website
Click Employees from the submenu
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.
Click anywhere in the row to select that employee.
Select the Accounts tab underneath Employee Details and find the employee service account that needs a new Pay Rate.
Click anywhere in the row to select the account.
Click the Rates tab underneath Account Details
Click Actions in the top right corner then select Edit Rate
Enter the edited rate in the form wizard
Pay Rate Name - Select from the dropdown
Rate - Enter dollar amount
Effective date - enter the date the rate starts
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
End date - not required
Pay Rates can have no end date
Primary - Click the check box to mark rate as primary
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
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
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
Click New Service Account from the actions dropdown
Fill out the form wizard as usual
Click Allow Overlapping Pay Rates checkbox
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.
Overlapping pay rates are typically used for non-standard visit types like Emergency, Night/Weekend, etc
Click Save then select Yes on the confirmation window
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 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.
Overlapping pay rates are typically used for non-standard visit types like Emergency, Night/Weekend, etc
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
Login to a profile with the appropriate role and/or permission via the DCI website
Click Settings from the header then choose Funding Sources from the side bar
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.
Click anywhere in the row to select that Funding Source.
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.
Click anywhere in the row to select that Service Code.
Click Actions in the top right corner, then select Edit Service Code
You will see a field for Pay Rate Max Limit. Click Yes to enable a Max Pay Rate and No to disable.
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.
Click Save then select Yes on the confirmation window.
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
*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.
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