How do I set up Premium Rules?

Premium Rules can be used within a Payroll Period to automatically apply Premiums to eligible Visits.

To create a new Premium with a Premium Rule, go to Accounting>Accounting Settings>Premiums and click +New Premium. Select a Rule from the dropdown.

To add a Premium Rule to an existing Premium, go to Accounting>Accounting Settings>Premiums and click Edit next to the Premium to which you wish to modify. Then select a Rule from the dropdown. 

Possible Premium Rules include:

• Consecutive Days Worked
• Evening
• Evening Covered
• First Visit of the Day
• First Visit of the Service
• Mileage
  • Split shift mileage
  • Avoid toll roads
• Service Codes
• Time/Date Range
• Weekend
• Travel

Consecutive Days Worked

This rule sets up a Premium for Employees who work x consecutive days within the same pay period. It's paid out for Visits that meet the rule requirements on the x day.

Example: 3 Consecutive Days rule set
M – 3 hours for Pay Code: RN
T - 3 hours for Pay Code: RN
W - 3 hours for Pay Code: RN
Result for Pay Code Units: RN 6, OT 3

To configure this rule, enter the number of Consecutive Days Worked and the Minimum Per Day (in hours).

Eligible Service Codes: enter the Service Codes the rule should apply to. If left empty, the rule will apply to all Service Codes.

Evening

This rule applies a Premium to any shifts that overlap with the set range of evening hours. For example:

Rule: 6:00pm – 6:00am
Shift: 8:00pm – 8:00am
Result: the whole shift qualifies for the evening Premium. 
e.g. 12 hours EVE Premium Pay Code

To configure this rule, enter the Start Hour (the time from which the Premium will apply) and the End Hour (the time until which the Premium will apply).

Eligible Service Codes: enter the Service Codes the rule should apply to. If left empty, the rule will apply to all Service Codes.

Evening Covered

This rule specifies that any shifts that overlap with the range set will be eligible for a Premium for the interval of overlap. For example:

Rule: 6:00pm – 6:00am
Shift: 8:00pm – 8:00am
Result: Only the time overlapping with the range set in the rule is eligible for the Premium.
e.g. 2 hours reg Pay Code, 10 hours EVE Premium Pay Code. 

To set up this rule, enter the Start Hour (the time from which the Premium will apply) and the End Hour (the time until which the Premium will apply).

Eligible Service Codes: enter the Service Codes the rule should apply to. If left empty, the rule will apply to all Service Codes.

First visit of the day

The application of this Premium depends on the Included Visits field. You can either select First Visit of the Day or All but the First Visit of the Day from the Included Visits dropdown. 

• First visit of the day: only the first Visit of the day is eligible for the Premium, taking into account any entered Eligible Service Codes.
• All but first visit of the day: every Visit after the first Visit of the day is eligible for the premium, taking into account any entered Eligible Service Codes.

Quantity: enter a quantity if you wish to set a fixed amount for calculating Payroll or Billing. Otherwise, the Pay Rate and/or Bill Rate will be applied to the quantity of the Visit (the number of hours or visits). 

Eligible Service Codes: enter the Service Codes the rule should apply to. If left empty, the rule will apply to all Service Codes.

First visit of the service

This rule applies a Premium to the first Visit of a particular Service for a specific Client. 

Quantity: enter a quantity if you wish to set a fixed amount for calculating Payroll or Billing. Otherwise, the Pay Rate and/or Bill Rate will be applied to the quantity of the Visit (the number of hours or visits). 

Eligible Service Codes: enter the Service Codes the rule should apply to. If left empty, the rule will apply to all Service Codes.

Mileage

This rule applies a Premium based on the mileage calculated from the suggested route by HERE WeGo (driving time).

⚠Choose a Pay Code with unit Amount for a mileage rule so that the Premium quantity will be properly calculated. ⚠

Include First Visit from Home/Office: check this box to include the first Visit in the calculation of the Premium.

Include Last Visit from Home/Office: check this box to include the Last Visit in the calculation of the Premium.

Maximum time between visits (in mins): this value allows longer breaks between Visits to be discounted for the purpose of calculating the Premium. For example, if this value is set to 60 and there is a break of an hour and a half between Visits, then this break will not be used to calculate Premium.

Day of the Week: choose the days of the week to which the rule should apply or select All days of the week. 

Measure: choose kilometers or miles to use for calculating the mileage. 

Ratio/Time Entry: this impacts the total of the Premium which will be calculated. If a number x is entered, the actual quantity of the Premium will be (number of kilometers/miles traveled)/x. It defaults to 1.

Eligible Service Codes: enter the Service Codes that the rule applies to. ⚠ You must enter at least one Service Code in order to run payroll successfully. ⚠

Travel Threshold

You can set up a threshold for an employee's distance travelled to and from work each day, so that you can pay for additional mileage beyond this threshold. You can choose to pay for additional mileage for the first visit of the day and/or the last visit of the day. 

To use this setting, follow these steps when creating or editing a Premium: 

1. Select "Include First Visit from Home/Office" and/or "Include Last Visit to Home/Office".

2. Enter the Travel Threshold distance (measured in the units configured for your organization) for the first visit and/or the last visit. 

Split-shift Mileage

You can configure mileage premiums for split shifts, that is when employees have one or more intervals between client visits and are entitled to go home in between. Enabling split-shift mileage will allow you to pay for their travel to and from home.  

To use this setting, select "Split-shift Mileage" when creating or editing a Premium.

 

Please note: 

• ⚠ The "Maximum Eligible Interval (in min)" field must be defined. ⚠
• ⚠ At least one option among "Include First Visit from Home/Office" and "Include Last Visit to Home/Office" must be selected. ⚠
• Split-shift mileage is compatible with Travel Threshold settings.

Avoid Toll Roads

You can configure mileage premiums to avoid toll roads. By doing this, you will reduce manual corrections outside of the AlayaCare interface and accurately pay care workers' mileage and travel time.

To use this setting, select "Avoid Toll Roads" when creating or editing a Premium.

Service Codes

With this rule, any Visits with eligible Service Codes will automatically receive a Premium.

Eligible Service Codes: enter the Service Codes that the rule applies to.

Quantity: enter a quantity if you wish to set a fixed amount for calculating Payroll or Billing. Otherwise, the Pay Rate and/or Bill Rate will be applied to the quantity of the Visit (number of hours or visits). 

Travel

With this rule, travel time between eligible Visits will receive a Premium as long as it is less than the Maximum Eligible Interval Time.

Maximum Eligible Interval Time: enter in minutes the maximum amount of time that can pass while travelling from one Visit to another for travel time to be eligible for a Premium. 

Eligible Service Codes: enter the Service Codes the rule should apply to. If left empty, the rule will apply to all Service Codes.

Time/Date Range

This rule applies a Premium to any Visits that fall on particular days of the week and/or holidays as well as during set intervals of time.

Options for configuring the Time/Date Range rule include:

Day of the week: choose one or more days of the week. If no days are selected, the rule applies to all days.

Holiday: check this box to apply the Premium to all configured holidays. 

Start Hour: select the time at which the Premium begins to apply. If you do not enter a time, the start time defaults to 00:00.

Include Start Hour: check here if the Visit must begin at or after this time to qualify for the Premium.

End Hour: select the time at which the Premium stops applying. If you do not enter a time, the end time defaults to 24:00. With the Start Time default, this means the Premium applies all day.

Include End Hour: check here if the Visit must end at or before this time to qualify for the Premium. 

Cover Entire Visit: check here if you want the Premium to be applied to the entire Visit regardless of start/end time.

Eligible Service Codes: enter the Service Codes the rule should apply to. If left empty, the rule will apply to all Service Codes.

Weekend

Use this rule to define the start and end of the weekend to apply a Premium to eligible shifts within that time frame. 

Select a Start Day, Start Hour, End Day, and End Hour and enter the Eligible Service Codes. 

Learn More 

• How do I set up/edit Premiums?
• How do I add payable Premiums for my Employees?
• How do I add/edit/disable/delete billing Premiums for my Clients?