The Tambla integration with AlayaCare can be used by U.S. agencies that need to calculate overtime for payroll and billing purposes.
Please note that your agency needs to go through a configuration and requirement validation process to use the Tambla integration. The following documentation can only be used once this process has been defined with AlayaCare. To learn more, reach out to your Client Success Manager.
Enabling the Tambla Feature Flag
To use the Tambla integration, the Tambla Integration Feature Flag must be turned on. If your agency is multi-office, this feature flag should be enabled at the branch level.
Preparing your Payroll Information with the Tambla Integration
Depending on your specific Payroll rules and configurations defined with your Client Success team, some information needs to be set prior to your Payroll Run.
The following set-up is standard for organizations using multiple Service units and/or applying state-specific Payroll rules:
- Only Visits paid by the hour (Units=Hours on the Pay Code) can be handled by this process.
- Services paid by Visit (Units=Visits) will be "OT exempt" tagged in the Service which will exclude all Visits for this Service from the Tambla calculation.
- You must indicate which state rules (California, Colorado, etc.) to apply for Employees on branches on which you will be using Tambla for Payroll calculation.
- Set up the "Work Rule Name" list Form Context field to appear on the Employee profile
- In the Form Context field enter the abbreviation of the states that will apply to your Employee (CA, CO, NV, NY etc.).
Running Payroll with the Tambla Integration
Once your agency has finished setting up the Tambla integration, you can run payroll and generate exports that return the calculated overtime according to the rules followed by your organization.
To begin, go to Accounting>Payroll. The Status column will display the current status of any Tambla exports included in Payroll Runs. The possible Statuses are Pending, In Progress, Processing, Success, Export Failed, Failed, and Locked.
Important note: when using the Tambla integration, you cannot use the Adjustment & Carry Over Date. To run payroll for visits which have been added to a period late, you must run payroll for the previous period again.
Select View/Prepare for the period for which you wish to complete a payroll run and calculate overtime (or create a new period and then select View/Prepare).
If you are ready to run Payroll, select 3) Run Payroll & Export and click Run Payroll.
This action will change the status of the run to Pending and trigger the Tambla export generation process. The status will change to In Progress once the Payroll export file has been received by Tambla and your payroll results are being calculated.
Once Tambla has sent back the resulting file and the file is being processed by AlayaCare, the status will change to Processing.
If the export generation process fails, the status will be Export Failed. In this case, you can select the Re-Run Export button to redo only the export generation portion of the process.
If errors are returned to AlayaCare, the status will be Failed. If you receive this status, please contact the AlayaCare Support Team.
If the file is successfully processed by AlayaCare, the status will change to Success. To export the results, click Export.
In the dialogue box, click +New Export.
Select the File Type and Format and then click Run. When the background job is finished, click Download to open and save the file. Currently, the only Export Types that will return the calculation done by Tambla are Quickbooks and Paychex payroll exports. For any additional requests, please contact your Client Success Manager.
If you need to make changes to Visits in the Payroll and re-run Payroll, you can do so by clicking Run Payroll again. This will trigger a rollback of all changes made during the previous run before starting the process again.
To delete the Payroll run and roll back changes without redoing the process, click Delete.
Creating Visit Premiums for Billing Overtime
If you wish to bill for the overtime calculated by Tambla during Payroll runs, you must create billable Visit Premiums using the Tambla Rule for Premiums.
Once at least one Tambla Premium has been created, your agency will need to select in System Settings which Tambla Premium you would like to use when determining overtime for billing with Tambla.
To add a new Premium, go to Accounting>Accounting Settings>Premiums and click +New Premium.
Enter a Code for the Premium and choose the Bill Codes that will be used for billing the Premium. Next, select Tambla as the Rule. When you have finished, click Save.
In order to identify which Services need to be billed for overtime calculated by Tambla, you must also indicate which Services should be billed for overtime by checking the Bill OT checkbox in the Service profile. You can check this setting when creating a Service or editing an existing one.
This is a Form Context field should be enabled for your agency prior to the Tambla configuration process.
When running Payroll with the Tambla integration, Visits for Services with Bill OT checked will be identified. The designated Tambla Premium (the Premium set in System Settings>Accounting>Tambla Premium) will then be created on Visits for these Services based on the amount of overtime calculated by Tambla.
Billing Tambla Visit Premiums
When the Tambla Visit Premium is invoiced, the related Payroll Run will be Locked.
To unlock the Payroll, all invoiced Tambla Premiums linked to the payroll will need to be voided or deleted.
Once Unlocked, the Payroll Period can be re-run, triggering a rollback of the changes and re-starting the process.