Once you have set up your Pay Codes, you may wish to give special rates to individual Employees on certain Pay Codes. If you do not wish to use the rate on the Pay Code for a particular Employee, you have two options:
- You can set a Default Pay Rate for the Employee, which will apply to Visits of all Pay Codes.
- You can set a Custom Pay Rate for the Employee on specific Pay Codes for all linked Visits, Visit Premiums, Employee Premiums, Calculated Premiums, and Time Off.
View Employee Pay Rates
To view the Employee's Default or Custom Pay Rates, go to Employment>Custom Pay Rates on the Employee's profile.
In the Default Employee Pay Rate for Visits section, you will see the Default Pay Rate for the Employee, if a default rate has been configured. This Default Employee Rate will only apply to Visits with Pay Codes that do not have a custom rate entered in Custom Employee Pay Rates below.
In the Custom Employee Rate section, you will see a list of all Pay Codes that have been configured with a custom rate for the Employee. Both the Pay Code Rate and Custom Rate will be displayed in the list.
Set a Default Pay Rate for the Employee
Pay Code Rate will be the default for all Pay Codes for the Employee until an Employee Default Pay Rate is set. To set a Default Rate for the Employee, select Edit Default Pay Rate for Visits.
Click Add Default Pay Rate for Visits.
Enter an Effective Date, select Default Rate as the Rate Type, and enter the Rate. When you have finished, click Save.
The rate will now appear in the Default Employee Pay Rate for Visits section. It will apply for all Pay Codes that do not have a custom rate configured for the Employee.
To edit the default rate or view the Rate History, click Edit Default Pay Rate for Visits. In the dialogue box, click Edit to adjust the existing Default Rate or click Add Default Pay Rate for Visits to add a new Default Rate with a new Effective Rate.
To delete a rate from the Rate History, select the downward arrow next to Edit and select Delete.
To return to the Pay Code Rate, select No Default Rate as the Rate Type. A tooltip will appear in the Rate column directing you to refer to the Pay Code for the effective rates.
Use a Custom Pay Rate for a Pay Code
Custom Rates set for an Employee will apply to all Visits, Visit Premiums, Employee Premiums, Calculated Premiums, and Time Off linked to the Pay Code. If Custom Pay Rates are set for a Pay Code for the Employee, changes to the Employee Default Pay Rate or the Pay Code Rate at the system level will not update the Employee's rate for the Pay Code.
To add a new Custom Pay Rate for the Employee, click Add Employee Custom Rate.
In the dialogue box, enter the Pay Code for which you wish to set the rate along with the Effective Date and new Custom Rate. When you have finished, click Save.
The new rate will appear in the Custom Employee Pay Rate list. If a rate is scheduled to go into effect in the future, a tooltip will appear in the Custom Rate field indicating the date on which the rate is scheduled to change.
To edit a Custom Pay Rate or view the Rate History, click Edit from the Custom Employee Pay Rate list.
In the dialogue box, you will see the Rate History listed by Effective Date. To add a new Custom Rate for this Employee and Pay Code, click Add Employee Custom Rate and then enter the Effective Date and Custom Rate. Click Save to save your changes.
To adjust the current rate, click Edit, enter the new Custom Rate, and click Save.
To remove the Custom Rate and use the Pay Code Rate instead, select No Custom Rate as the Rate Type and click Save to save your changes. A tooltip will appear in the Custom Rate column directing you to refer to the Pay Code for the effective rates.
Note: changing Pay Code Rates will not impact previous payroll runs using the old rates. Payroll Adjustments will have to be made in the case of retroactive rate changes.
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