How do I set up/edit/disable Pay Codes & Expense Codes?

Pay Codes determine how Employees are paid for Visits, Premiums, and Time Off. It is possible to attach rates to your Pay Codes but not mandatory. If you prefer, you can configure your Employee wage tables in your external payroll system, which will map the codes to the proper rates when you upload your Payroll Export from AlayaCare.

If you do choose to use Pay Rates, you have the option of entering a schedule of rates with different effective dates. For example, if you know PAY-XYZ is worth 20$/hour now but effective January 1st will go up to 22.50$/hour, you can enter it right away.

You can also set up custom rates on individual employees for specific Pay Codes.

Pay Codes are never displayed to Clients. It is recommended that you fill out both the Code and the Name, taking into account that the Code will be displayed more often throughout the application.

Expense Codes determine how Suppliers are expected to charge for Visits. It is possible to attach rates to Expense Codes, but not mandatory. Expense Codes are necessary to manage Expense Accrual.

Set up a Pay Code

1. You can access configured Pay Codes through Accounting > Accounting Settings > Pay Codes. They can be filtered by the status Enabled or Disabled, and searched by Name only. 
    
2. Click "+ New Pay Code".
   
   
3. In the resulting dialogue, you have several settings which you will need to configure. Specifically, you have to enter a Pay Item Name; a code, where applicable; the rate; the effective date on which this pay code will become valid; and choose a unit (hours, visits or amount).
4. Click Save.

⚠ If you are not seeing all the pay code fields, you may not have the Supplier flag enabled. This can be done by going to Settings > Features > Base Features and turning on the "Supplier" feature flag. Note that without enabling the feature flag, you will not be able to set up an expense code as you will not be able to choose the type of pay code when you create a new one. ⚠

Edit a Pay Code

To edit a pay code, head back to the main Pay Codes tab, then click "Edit" next to the selected pay code. 

Set up a schedule of rates for a Pay Code

1. In the Edit dialogue of the Pay Code, click Rates. 
   
   
   
2. Note that when Hours is selected as the Unit for a pay code, Rounding Rules and Breaks may be applicable. Three types of rounding rules are available: Scheduled time; clocked time - total duration; clocked time - start and end times. Three types of breaks are also available: Not set; included; excluded. Whichever rounding rule you select will see its settings applied for the next visit verification run. Alternatively, breaks only apply when Scheduled time is selected as the rounding rule. 
3. In the Rates tab, click + Add Rate to create a new rate, or click Edit or Delete for existing rates. Note that you can display up to 25 rates on this page. 
   

⚠ Be sure to double check before editing or deleting existing rates, as it could change the value of a previously run Payroll. ⚠

Disable a Pay Code

To disable a pay code, head back to the main Pay Codes tab, then click "Disable" next to the selected pay code. 

Set up an Expense Code

1. To create an Expense Code, head back to the main Pay Codes tab, then click "+ New Pay Code". Choose Expense as the type. 
   
   
   
2. Enter a Pay Item Name; a code, where applicable; the rate; choose a unit (hours, visits or amount); and the GL account.
3. Click Save.

Learn more

• The Relationship between Service Codes, Pay Codes, Bill Codes, and Funders
• How do I add Premiums for my Employees?
• How do I set up/edit/delete Time off Types?
• How do I set/edit/clear a Custom Pay Code Rate for a particular Employee?