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Labour Class Setup |
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Labour Class Setup |
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»Click here to display Table of Contents«
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Labour Class Setup |
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Labour Class Setup |
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StaffScheduleCare uses labour classes to allow for further groups employee groups below the department level.
Wage grids are used to configure wage increased based on criteria such as years, days, hours, and seniority.
Configure what the rates are, and what the probationary levels are that determine when employees in each class will step up on the pay grid.
To access the Labour Class configuration:
▪Select the Config menu. ▪Select the Setup menu.
▪Select Labour Class.
The Labour Class screen is divided into two sections. Left side is the Labour Class code, description and the employees assigned. The right side is the details for the Labour Class.
An example of using Labour Classes for a manufacturing plant would be to have a department called Assembly, and multiple classes such as Line 1, Glue, Line 3, Paint and so on. This is especially helpful when employees switch between the different lines, and you wish to be able to track where the hours in a department are being worked.
An example of using Labour Classes for a nursing home environment would be to have a department called Nursing, and multiple classes such as Registered Nurse, Registered Practical Nurse, Personal Support Worker and so on. This is especially helpful when employees are scheduled in different labour classes, and you wish to be able to track where the hours are being worked.
The first step in setting up Labour Classes is to define the basic information for each class. It is very important that when you are setting up your classes you have a good idea of exactly how you wish to have your employees divided. No codes can be duplicated, so it is helpful to write down what you want first and then enter it into StaffScheduleCare.
Once your classes are set up, you will be able to view the list of employees within a certain class designation (see the RN row with 2 employees, highlighted blue below):
▪On the left-hand side of your screen, select the class line by clicking anywhere on it. ▪Click on the number under the Employees column (3) and the list of all employees within that class will appear.
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▪Select the Config menu. ▪Select the Setup menu.
▪Select Labour Class.
The Labour Class screen will appear.
▪Click on the Plus icon.
. A new blank line will appear at the bottom for the grid:
▪Under the Class column, enter a class name of 1 to 6 alphanumeric characters. ▪Under the Description column, enter a description of the class, from 1 to 25 alphanumeric characters, which should effectively describe the Labour Class you are creating. ▪The Employee(s) column number will auto populate as employees are assigned the class. Employees can be assigned to the class either through the Employee Profile or the Employee Dependency feature in the column.
General Settings
▪If you are tracking direct and indirect labour and the Labour Class you are setting up is a component of direct labour, click in the Direct check box. If the labour class is indirect labour, leave the check box blank. ▪Select the Pay Option for this class using the drop-down menu:
Conventional Standard class rules apply for rate application.
Pay Rate Only Uses the employee pay rate for that day.
Class Rate Only Uses the employee class rate for that day.
Piece Rate Only (Custom Option) Uses an hourly rate of $0.00, but during payroll calculations determines the actual Piece Rate to be paid.
Custom Rate Only (Custom Option) Uses an hourly rate of $0.00 except where a Custom Rate function has been setup.
General Nursing and Registered Nursing These are for use with PBJ and Five Star (USA)
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You will now be assigning how class rates will be paid, what the rates are, and what the probationary levels are that determine when employees in each class will step up on the pay grid.
Units
The first thing to decide is the unit of measurement which will determine on what basis each class will move up the rate grid. Select the option from the drop-down list.
If an employee temporarily works in a different class from their home class, however, these hours will be added to the employee's home class hours. An employee's home class is the most recent class (by date) added to the Personnel menu, Rates and Class option as shown in the example below where 06/17/2021, PSW represents this employee's home class.
The Attendance Codes that are to pick up the worked class rate must have a Class assigned to the hours.
The Units option are defined below:
None No unit of measure is defined.
Calendar Days Calculates based on hire date. Units are counted from the latest Seniority update. Also see From Inception further down in this section to setup without dependency on Seniority.
Calendar Years Calculates based on hire date. Units are counted from the latest Seniority update. Also see From Inception further down in this section to setup without dependency on Seniority.
Worked Days This option is comparable to the seniority Days field shown below. For wage progression this calculation is based on regular and overtime hours. These hours are divided into days based on how many hours a Day is comprised of (defined on the Day Code configuration screen). An employee's wage progression will be in real time i.e., once the hours are added to the Time Card. This option is a cumulative total of hours by days worked in all classes. NOTE that this option DOES NOT include hours against Attendance Codes checked Class Rate.
Seniority For seniority purposes (scheduling) the calculated days will appear under the employee's Days field once the seniority calculation has been run.
Worked Hours This option is comparable to the seniority Hours field shown below (Worked and As Worked). For wage progression this calculation is based on regular and overtime hours. Hours against Attendance Codes checked As Worked will be included as well for this option since they will appear on the Time Card under the regular hours section. An employee's wage progression will be in real time i.e., once the hours are added to the Time Card. This option is a cumulative total of hours worked in all classes. NOTE that this option DOES NOT include hours against Attendance Codes checked Class Rate.
Seniority For seniority purposes (scheduling) these hours will appear under the employee's Hours field (based on the same hour's calculation as above) once the seniority calculation has been run.
Worked Weeks This option is comparable to the seniority Weeks field (below). For wage progression this calculation is based on regular and overtime hours. These hours are divided into weeks based on how many hours a Week is comprised of, which is also defined in the Labour Class section as shown (below right). Here you can define the minimum number of hours an employee has to work in a week to be credited for a week of work.
An employee's wage progression will be in real time i.e. once the hours are added to the Time Card. This option is a cumulative total of hours by weeks worked in all classes. This option DOES NOT include hours against Attendance Codes checked Class Rate.
Seniority For seniority purposes (scheduling) these hours by weeks will appear under the employee's Weeks field (based on the same hour's calculation as above) once the seniority calculation has been run.
Custom Years Calculates based on regular, overtime and hours against Attendance Codes checked Class Rate which will be divided into Custom Years. The number of hours that make up a Custom Year is defined upon system configuration. This is a cumulative total of Custom Years for all classes. An employee's wage progression will be in real time i.e., once the hours are added to the Time Card.
Seniority Once the seniority calculation has been run the Custom Years field will be populated as described above.
Worked Class Hours Calculates based on the hours defined in the Worked Class Seniority setup which can include regular, overtime, holiday hours and hours against Attendance Codes checked Seniority and/or Class Rate. Please see your support rep for defining Worked Class Seniority. An employee's wage progression will be in real time i.e., once the hours are added to the Time Card. The hours will be totaled within each class and this total used to determine the employee's wage progression (probation level below) for each class individually.
Seniority When the seniority calculation is run, the Hours field for each class will be populated based on the hours described above.
Custom Seniority Calculates based on the hours defined in the Standard Seniority setup, which can include regular, overtime, and holiday hours as well as hours against Attendance Codes checked as Seniority. Hours against Attendance Codes checked as Class Rate will also be automatically included in this calculation for wage progression.
Please see your support rep for further information on configuring Standard Seniority. An employee's wage progression will be in real time i.e., once the hours are added to the Time Card.
Seniority Once the seniority calculation has been run, the hours described above will be added to the Standard Seniority field, which in this case has been named Sample. The only Exception for seniority is the hours against Attendance Codes checked as Class Rate, which will only apply to wage progression.
Class Hours Calculates based on regular and overtime hours, as well as hours against Attendance Codes checked as Class Rate. This option was created as an alternative for using the Custom Years option. An employee's wage progression will be in real time i.e., once the hours are added to the Time Card. Hours accumulated in ANY class will be added to the employee's home class (most recent class by date, which would be RN on 4/3 shown below) and the total hours will determine the employee's wage progression. With this option, when employees permanently change classes their wage progression will continue from where they left off in the previous class instead of starting new.
Seniority Once the seniority calculation has been run, the Class Hours field in the Personnel Rates and Class will be populated with the hours described above.
Combine Classes
Use the Combined Classes option if you use the Worked Class Seniority for wage grid progression. Example: Employee worked class 2105, 2106, and 2107. Classes 2106 and 2107 should be paid based on their combined worked class seniority hours. This will combine the selected worked class seniority of classes together to give a total which determines where employee falls on wage grid. Users can select which Worked Classes are used to determine rate for the Home Class. It is possible to use completely different Classes and exclude the Home Class. If no Combined Classes are selected, the rate is determined by the Home Class only.
The Combined Classes option is only active when Work Class Seniority, or Custom Years Worked Class Seniority is selected.
The Employee Class and Worked Class menus in Personnel shows the combined classes in red with a hint of the combined classes.
Combined classes show in red with a hint on the Probation screen.
From Inception
This option was developed for Calendar Days, Calendar Years, Employee Calendar Days, Empl Calendar Years. From inception is an option which allows the user to count Units in Labour Class without dependency on Seniority. When it is not ticked on, the units are count from the latest Seniority update.
When it is ON, Units are count from inception point. It could be Hired Date, Seniority Date, Sen Date 1 etc.
For Employee Class Calendar Years or Days, the reference point is the date when employee was assigned to the Class.
Rate Method
The next step is to select the Rate Method to be used. Employees who work in non-home labour classes can be paid either their home rate or their worked labour class rate. The rate method of an employee's home class is the rate method applied to each employee in this class. In this way different labour classes can be configured for different Rate Methods. The following options are available:
Worked Rate Employees will receive the rate for the class they are working.
Higher Rate Employees will receive the higher of their home rate and worked rate.
Home Rate Employees will always receive their home class rate.
Lower Rate Employees will receive the lower of their home rate and worked rate.
Highest Rate Employees will receive the highest of their worked class rates.
Home Override Rate Allows the Home Rate to be overridden. Employees will receive the worked class rate, not their home class rate.
Higher Override Rate See Override section below.
Lower Override Rate See Override section below
Daily Rate Highest See Override section below
Override Rate Method
Use this feature to override the Rate Method setup for specific classes for this Labour Class. Example: If the same class is chosen for both lists. The second option will take precedence in determining the rate the employee gets.
Different Override Rate Methods can be selected from the drop-down lists and applied to multiple classes.
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Click on the Labour Class you are going to add rates to.
You will now be assigning what the rates are, and what the probationary levels are that determine when employees in each class will step up on the pay grid.
Apply Rate After & Adding Rates
▪In the Apply Rate After section, if not already entered, enter in the value that must be reached in each of the fields to get paid the corresponding rate defined in the Rates section. The Units selection in this case is Calendar Days. In the example above, the employee's probational level starts at Rate 2. Once the 45 calendar days of probationary level has been satisfied, the employee will move to Rate 3, after 90 days, the employee will move to Rate 4 and so on.
To Add a new Rate line, click on the Plus icon. A new line will appear at the bottom of the grid.
▪Under the Date column, enter the date the rates become effective. ▪Probationary periods and class rates must be set up for each individual class.
Copy Rates You may copy rates from one class to another. ▪Click on the Labour Class with the rates that you want to copy. ▪Click on the Copy Rate icon.
▪In the Copy Rates window, select the Class the rates are to be copied to.
Class Rate History If a future rate increase is scheduled for a labour class, the new rates can be entered with the date they become effective. Employees scheduled to the labour class with the new rates will be paid the new rates on the date they become effective.
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The Allow Override Rate Option uses both the Rate Method and the Allow Override Rate fields. Use these features to allow overriding rates between Home Class and Worked Class within the system. If in the Home Class Rate Method and Worked Class has Allow Override Rate.
The setup needs to be done in both the Home Class and Worked Class.
In the Home Class setup the Rate Method and in the Worked Class setup Allow Override Rate option. The system will take the Home Class Rate Method and compares to what is set up in Worked Class Allow Override Rate. If Home and work have the same word, example Higher (or worked Class set up as All), Rate is calculated based on Seniority in worked Class. NO comparison is done.
If in Home Class the Rate method is set to Lower Override Rate but In Worked Class Allow Override Rate is set to Higher rate, the system compares Rate in Home and Worked and takes Lower value, since home class dictates which rate should be taken.
Examples
Home Override Rate
To override the home rate, the option is selected from the Rate Method drop-down list.
Home Class PSW is setup with Rate Method Home Override Rate. If employee is working in Class RA-AD (regardless of the Method in settings) the home rate in class PSW will be overwritten with worked in Class RA-AD.
Rate Method - Higher Override Rate
Employee Frank worked in 2 classes Home RA1 and worked RA-AD. The client would like to override higher or lower rates.
Home class RA1 the field responsible for ability to override rate is setup in Rate Method.
Here the Home Class Rate Method is setup to Higher Override Rate.
With the Worked Class RA-AD setup as Allow Override rate option Higher Rate the system assigns Worked Rate in class RA- AD in specific Level corresponding seniority Units (Level 6 in example $40.25)
Current Seniority for Home Class RA1 the Calendar Days equal 3455, which is Level 6 rate $40.25.
Worked Class RA-AD is based on Current Year Seniority 9.0466 years / Level 6 rate of $40.25. The system calculates the Paid Rate in Worked Class RA- AD as Level 6 since the Worked Class is setup to Allow Override Rate = Higher Rate (same as set up in Home Class – see field Method) On August 20th Frank worked 10am to 12pm in his home class RA1 for a rate of $28.70 and on August 21 worked from 12pm to 2pm in class RA-AD at a rate of $40.25.
The paid rate for the Work Class whatever is set up in Level 6, which in this example is $40.25.
Rate Method - Lower Override Rate
If the Home Class RA1 Rate Method is set to Lower Override Rate the system will use the Home Rate of Level 6 $28.75
Worked class Allow Override Rate with Higher Rate. In this case the system compares Home rate $28.75 and worked rate $40.25 and takes lower value $28.75.
The bottom line is: if Home Rate Method and work Allow override Rate are matching in wording or worked Class is set up as All Rates. Program does not compare rates in classes and takes rate corresponding to the level in Worked Class (home rate is overwritten) If wording is not matching, program compares rates and takes rate as defined in Method (higher or lower).
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The custom option to allow Overtime to be calculated with 1.0 straight time, and the coefficient (like 0.5) to be based on another Class’s rate. IMPORTANT - If clients (new or existing) wish to use this method, they will require IT to use the SQL to enter the special records into their database.
This method will apply to ALL overtimes for that Class. Client cannot choose which overtimes use this method or not. Can only choose which Classes use it based on Class Configuration. Navigated to Labour Class menu in Config / Setup. Select Pay Option – Custom Rate Only option. Add the second Class in the Class UDF field 1. In the image below the UDF1 has been setup with a label of Custom Rate. You must type in the second class code exactly. Any typos result in no rate showing.
The coefficient is to be setup as normally done under Overtime and Premiums configuration.
Sample Calculation: Employee's regular rate is 12.34
When used in conjunction with the Override Rate Method, example, Worked Rate for PSW Class. In the above example. If PSW was set to Conventional. It would calculate PSW regular rate, and the PSW rate x1.5.
UDF1 Label Setup
See User Definable Fields Labour Class section.
Click in the window for 1 LClass UDF1 and enter the label you would like displayed for this field.
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When an employee moves to a new permanent Labour Class the manager can adjust the starting rate of pay. This can be done by selecting the starting level. First, we need to understand where rates can be entered and how they behave.
To determine which rate to apply to an employee, the system will first look at the Employee Rate option. If no rate is entered here, it will then look at the Employee Class option. If no rate is entered here, the system will look at the class rate grid and take the rate for this employee from the grid, based on what step of the grid the employee is at (probation level) i.e. step increases are automatic by tenure when no rate appears on the employee Personnel screen.
Rates entered on the Employee Rate screen override all other rates for this employee, including rates entered on the Employee Class screen. Rates entered here will NOT allow you to track an employee's historical rate information. This option would generally not be used if you are tracking employee classes.
Rates entered on the Employee Class screen will override the rate grid. When employee classes are being used, this option is the best for tracking employee rates that override the grid and employee class changes, because it allows you to track an employee's historical rate and class information.
All rates on the Personnel screen are date driven, the rate with the most current date is the rate the employee will earn. Rate increases for employees who have rates on the Rates & Classes section of their personnel screen must be handled manually, and it is suggested, for historical tracking, that a new entry is made in this section when a rate increase is due.
Should an employee move to a new permanent Home Class and the starting rate needs to be greater than what the start should be the rate can be defined using one of the two options below.
This can be done by using the employee's seniority or by manually adding in the Units the Labour Class uses to calculate rate. It is important to remember that the system will take the employee's unit (i.e., years, days or seniority) and ADD it to the value of the selected level on the grid.
Starting Rate Levels
There are two areas for setting the Starting Rate Level for an employee.
Option 1 Using the Starting Rate Level feature on the Personnel Class screen a start level can be selected. The Starting Rate Level column allows the user to select a start level from the Labour Class Wage Grid.
The units being used to move up on the grid are defined in the Labour Class setup in the Rules section. If left at None, the system will not calculate. There must be a unit measure selected.
If the units are years the system will add the employee's years value to the selected level value to calculate the Start level.
Option 2 Navigate to the Personal Info / Seniority Standard screen. The Starting Rate Level for Calendar years, weeks and days are based on Standard Seniority.
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