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This is a guide to maintaining Employee Pay Rate information, and recalculating the Schedule Employee rate.

The topics on this page are:

Introduction

Setting pay rates is essential when creating an Employee or updating an hourly pay rate for an existing Employee.

The Employee pay rates field in the Pay Rates panel enables Employees' hourly pay rates (excluding penalty rates, which are calculated automatically based upon information in the pricelist) to be maintained,and determines whether Employees are paid for travel (by time or distance); this is also controlled by whether travel is set as payable for the relevant client service. The hourly rate set is reflected in the schedule employee rate, in order to calculate the service total on the service schedule employee line.

Navigating the Employee Pay Rates field

Expand
titleClick to expand and preview the fields that comprise the Employee Pay Rates panel

The fields in the Pay Rate Panel in the Employee screen are explained below:

  • Employment Type: This drop down field contains the Employment Types defined. The Pricelist Penalty rates applied are determined by the value selected in this field.

  • Hourly Rate: This field is used to record an Employee’s base hourly rate. This amount should exclude any penalty rates.

  • Pricelist: This drop down field is used to determine the Pay Rate Pricelist that applies to an Employee's Employment Type. The Pay Rate Pricelist defines an Employee’s base rates for the relevant service types. The Pay Rate Pricelist is based on the service type for the client service and overrides the base rate when calculating the service total, except if an Override Pay rate $ value has been set for the service type.

  • Pay Travel Time: This indicates whether an Employee is entitled to travel expenses. It may be set to Yes if travel is part of an employment agreement. However, payment of travel can be overridden on the client service or the service template if travel expenses do not apply to a service.

  • Pay Travel Mileage: This is used to indicate whether the Employee has an entitlement to travel paid at the rate set within the Travel Km Rate field. It may be set to Yes if travel is part of an employment agreement. However, payment of travel can be overridden on the client service or the service template if travel expenses do not apply to a service.

  • Travel Km Rate: This is visible if Pay Travel Mileage is set to Yes, and is used to set the relevant travel rate payable per kilometre.

  • Pay Travel From: This drop down is visible if Pay Travel Mileage is set to Yes, and identifies the location from which kilometres travelled will be measured.

  • Min Travel Payment (km): This is visible if Pay Travel Mileage is set to Yes, and is used to enter the minimum number of kilometres payable. If the number of kilometres is below the Min Travel Payment, travel will not be paid.

  • Max Travel Payment (km): This is visible if Pay Travel Mileage is set to Yes, and is used to enter the maximum number of kilometres payable. If the number of kilometres is Travel will not be paid for any kilometres travelled above the Max Travel Payment, travel will not be paid.

Additional information

For more information on Pay Rate Loadings, see Pay rate Loadings and Pricelists.

Payroll Report troubleshooting

If reconciliation errors are found when using the payroll reports accessed via the Employees > Reports sub menu, the following checks are recommended:

  • Is there a rate defined in the Hourly Rate field?

  • Is there a pricelist for the Employee profile?

  • Is the pricelist for the Employee correctly configured?

Recalculate the Schedule Employee Rate

This enables the service schedule employee rate for one or more services to be updated when an employee’s base hourly rate is updated. To perform a recalculation:

  1. Update the hourly rate field with the Employee's revised base rate.

  2. Click (blue star) to open the Recalculate Service Schedules screen.

  3. In From Date, enter the commencement date of the schedules that will be covered by the base rate recalculation. This can be entered as either as free text or by using the date picker.

  4. In To Date, enter the end date of the schedules that will be covered by the base rate recalculation. This can be entered as either as free text or by using the date picker.

  5. Select Save to update the employee rate. The message below will be shown if the update was successful. The change will be reflected in the service total on the service schedule employee line.