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Employment Rulesets allow your agency to manage and administer employment contracts with employees and caregivers. You can manage compensation rules including overtime, holiday pay, and other critical payroll workflows. Through Employment Rulesets, you can make ACC your single source of truth for processing payroll.
For example, some agencies may have employment contracts that group their workforce into categories such as skills and designations, geography, discipline or service provided, and employment groups. Some agencies may also have labour agreements that must be adhered to, such as collective bargaining agreements, labour laws and codes, or union rules.
(Employment Rulesets can also be leveraged for billing purposes, which you can learn more about in How do I bill for visits on holidays?)
- How does it work?
- Before you begin
- Create Employment Rulesets
- Configurations
- Multi-office compatibility
How does it work?
Employment Rulesets allow you to create different payroll rules stored within a ruleset. Employees get assigned to a specific ruleset. During payroll processing, each employee's pay is calculated based on their assigned ruleset. Any applicable rules for overtime, holidays, or other factors are considered in the calculation of the employee's pay. To set up Employment Rulesets, you will need to create the rulesets and assign employees to them.
Before you begin
Roles and permissions
You will need the following ACLs to have access to Employment Rulesets.
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ACL |
What it allows |
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Human Resources > View Employment Rulesets |
View the employment rulesets. |
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Human Resources > Assign Employment Rulesets to Employee |
View the employment rulesets, and assign employees to an employment ruleset. |
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Human Resources > Manage Employment Rulesets |
Create, edit, assign, and view the available employment rulesets within your agency. |
Define your holidays
⚠ Before creating Employment Rulesets, holiday dates for your agency must already be defined through Holiday Groups. If you have not set up Holiday Groups, please do so first. ⚠
Create Employment Rulesets
1. Go to Employees > Employment Rulesets.
2. Select + New Employment Ruleset.
3. Enter a name and effective date for the ruleset. The effective date refers to when the ruleset will begin its calculation, which allows you to pre-configure any upcoming rules and enable them accordingly.
4. Go through each configuration tab (Holiday, Overtime, Settings) to configure holidays, overtime, and overnight visits.
5. Save Changes.
6. Continue to the steps below to assign employees to the ruleset you have just created. You also have the option to assign employees before saving your configurations from step 4.
Assign employees to a ruleset
Once you have created a ruleset, you can assign employees to it. The Employees sidebar displays the assigned and unassigned employees. Each employee can only be assigned to one ruleset, so if an employee's name doesn't appear on the unassigned list, they have already been assigned to another ruleset.
1. On the Employment Rulesets screen (Employees > Employment Rulesets), select Manage on the ruleset you need to assign employees to.
2. In the sidebar, select the Unassigned tab.
3. Select the + icon to add an employee to the ruleset. (You may use the search option to narrow down the list.)
You should now see that employee listed under the Assigned tab.
Holiday visits
Use the Holidays tab to configure holiday rules.
Enable the holiday configuration by switching on the toggle.
1. Attach Holiday Groups
Under the Set Rules > Holiday Groups heading, select the desired Holiday Group that this ruleset will use.
The Holiday Group(s) selected here will only apply to the employees assigned to the Employment Ruleset. Assigned employees must be eligible for holiday pay based on their employment type.
2. Configure pay for visits that overlap holidays (Holiday Overlapping Split)
Given that Holiday Groups are configured with specific start and end times, under Holiday Overlapping Split, select one of these options:
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Start Date
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If a visit's scheduled starting time falls within a holiday's start and end time, the entire visit is paid as holiday hours. Conversely, if the visit starts outside the holiday's time window, it is paid as regular hours.
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Split
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If a visit overlaps with a holiday, only the duration of the visit that aligns with the holiday's time frame is paid as holiday hours. The rest is paid as regular hours.
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This setting is connected to Select Overnight Visit Method under the Settings tab because together they define how overnight visits must be processed from an overtime and holiday pay perspective.
3. Set holiday pay multiplier (Holiday Multiplier)
The Holiday Multiplier allows you to apply a preset rate multiplier to holiday visits. Enter a number equal to or greater than 1 to multiply against the regular rate. Please note:
- By default, the holiday multiplier is set at 1.5 (time and a half).
- Entering "1" would equate to regular pay.
- The number can have up to two decimal places, for example, 1.25.
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Employees must be eligible for holiday pay based on their employment type.
4. Save Changes.
Overtime
Use the Overtime tab to determine overtime rules and rates.
Enable the overtime configuration by switching on the toggle.
1. Define overtime and rates (Overtime rule)
Determine the threshold beyond which an employee goes into overtime.
In the example above, the first rule applies an overtime rate of 1.5 if the employee works more than eight hours per day. The second rule applies an overtime rule of 1.5 if the employee works more than 5 hours on the 7th consecutive day.
Step-by-step:
- Enter a name for the overtime rule.
- Select the number of hours and reference period (per day, per week, etc.).
- Enter the multiplier to apply against the regular rate.
- To add more overtime rules, select + Add Overtime Rule and repeat the three steps above.
2. Calculations for overtime rates (Overtime Rate Method, Premiums in Blended Rate Calculation)
To set up the rate calculation method for overtime pay, choose from these options:
- The Straight method applies the multiplier from the overtime rule.
- The Blended method finds the "weighted average," as displayed below. You will also have to choose whether to Include or Exclude hourly applicable premiums in the calculation. The blended rate can only be calculated if your pay rates are configured within ACC.
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Blended regular rate [(Total workweek earnings) ÷ (Total hours worked in the workweek)] × Rate multiplier from overtime rule = Blended overtime rate |
3. Travel Time in Overtime
Set whether payable travel time must be included in overtime calculations. Only mileage premiums configured to measure in minutes can be included under this category. Additionally, the premium must be applied to the Payroll Period.
- Select Include or Exclude.
4. Overtime and holiday hours worked (Holiday Hours Worked)
Determine whether the hours worked on a holiday should be included or excluded from overtime calculations. (Configurations in the Holiday tab must also be set up.)
- Select Include or Exclude.
5. Save Changes.
Overnight visits
Configured in the Settings tab, the Select Overnight Visit Method configuration allows you to choose how to pay for overnight visits. Select either of these options:
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Start Date
- Process overnight visits based on the start date of the visit. In other words, all hours worked during the overnight visit will count as worked hours from the start date of the visit, for payroll purposes.
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Split
- Split overnight visit hours into two parts, before and after midnight. (The visit will only be split for payroll purposes and not on the schedule.)
Multi-office compatibility
Both Employment Rulesets and Holiday Groups defined by the HQ branch are inherited for use by direct descendant branches. Entities created by child branches can be managed by their parent branch or HQ (direct ancestors). This multi-office compatibility allows agencies to monitor and manage branch configurations whenever necessary.
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When a holiday group is created by... |
Who has access? |
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Headquarters (HQ) |
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Branch B1 |
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General Rule - Branch X |
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