The Rates and Classes option allows you to apply rates and classes to individual employees. Rates on the Rates & Classes menu are date driven. Regardless of whether an hourly rate or class rate, the rate with the most current date always takes precedence.
To access the editing options use the icons provided on the toolbar.
Toolbar Options
Field Visibility See the Field Visibility section for detailed instructions.
Plus Symbol (+) Add / Create a new Class.
Red X icon - Delete Delete an Exception Group.
Cancel (grey X) If you have not saved the record and would like to remove the data, click on Cancel.
Please see the Employee Panel section for details on selecting different employees from your employee list.
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The Employee Rate option may be used in the following ways:
▪To determine a salaried employee’s hourly rate of pay. ▪To historically track an employee’s hourly rate of pay. This option is typically used when labour classes are not used to determine rate. ▪To set rates for regular, overtime, holiday, and premium pay unique to the employee. When these options are used, they will OVERRIDE the rates configured in the Labour Class section.
When an employee moves to a new permanent Labour Class the manager may adjust the starting rate of pay. This can be done by selecting the Labour Class Configuration - Starting level.
Adding Employee Rates
The Employee Rate menu is primarily for tracking salaried pay, or general override rates.
Entering a Salary Rate
▪Select the Employee Rate option. ▪Click on the plus symbol (+) to add. The Employee Rate screen will now display a new line at the bottom of the grid with the current date indicating the beginning of a new record:
▪Enter the effective Date of the rate. ▪Enter the Salary Base Pay – in our example 50,000.00. ▪Enter the Salary Base Hours – in our example 2080 = one year @ 40 hours per week. ▪Click Save.
Fields include:
Date The date the rate becomes effective.
Salary Base Pay Yearly base rate for a salaried employee.
Salary Base Hours Yearly number of hours a salaried employee works.
Regular Employee hourly rate. Holidays The rate this employee will be paid on a holiday.
Note Optional - limited to 25 characters.
Overtimes 1-4 Rate factor for current employee, e.g., 1.5, 2.0, etc.
Premiums 1-8 Hourly premium value, i.e., $0.25, or .50, etc.
Entering an Hourly Rate
A rate may manually be entered in the rate field if no salary information is necessary to automatically calculate the hourly rate.
▪Enter the effective date of the rate. ▪Enter the rate in the Regular field. ▪Click Save.
The hourly may also be entered in the Hourly Rate window at the top left beside the Actions icon of the Employee Rate menu, but use of this method for tracking an employee’s rate is not suggested when labour classes are in use because:
▪This rate overrides ALL rates regardless of the effective date of other rates, and/or any historical class rates entered. ▪This rate cannot be tracked historically by date, it is a rate field and nothing more, so you have no choice but to overwrite it when a rate increase is due.
It is best to use the Employee Class tab for rate entry by class and historical tracking. If Apply employee's rates instead of the company's is ticked, the system will apply the employee values for overtimes, premiums, and holidays instead of the values in the company configuration records. In this case, the employee rates must be added in this section under the applicable headings. If not ticked, the company rates will automatically apply.
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Employee labour classes are used for several reasons, including the tracking of rates. Pay grids are normally defined for classes with tenure levels an employee must meet in order to step-up in the pay grid.
If you are using a pay grid for your classes, it is not always necessary to enter a rate on the employee’s Personnel menu as the pay grid will handle the rate and carry it forward to the Time Card and reports. However, you may enter a rate on the Personnel menu if an employee's contract dictates a rate different from the grid rate, or if you would like to start the employee at a higher or lower pay grid level than the rate determined by the employee's current seniority configuration.
Entering a Class & Rate
Select the Employee Class option:
▪Click on the plus symbol (+) to add.
▪You will now see the current date displayed indicating the beginning of a new record at the bottom of the grid.
Date & Class
▪Enter the effective date of the rate. ▪Select the class to which this employee will be assigned from the drop-down menu.
Example:
While this employee will earn $19.50 for the same PSW class:
Class Hours
This field is only populated if class hours are used as seniority units to move up the rate grid. Class hours may also be used in cases where permanent class changes require employees to start the hours calculation from zero again for each class. Please see Labour classes for additional information.
Notes
You may also enter a Note (comment). ▪Hover over the three dot button in the Note column. A hint Show me is shown. ▪Click to open. ▪Enter your comment. ▪Click the three dot button to close and save.
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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 not, 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 by date.
▪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. ▪When an employee has multiple classes with rates assigned in the class section, the employee will always earn the rate of pay entered for those classes. For example, this employee’s current home class is RN @ 35.00 per hour but has previously worked in class RA @ 26.00 per hour. Should this employee ever work in the RA class again, he/she will be paid 26.00.
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The system may be configured to provide tracking of an employee's hours worked within each class by Type. i.e., FT and/or PT.
Navigate to Personnel and select the Employee Class option. The Class menu may be configured to include a view of Employee Type Tracking in the lower section.
The Employee Type line displayed in this section is a view of the most recent line shown on the Facility, Department Type menu.
Using the Recalculate icon, you may recalculate the whole history of hours worked by Type. Any manual modification will be replaced by new values. ▪Click on the Recalculate icon.
▪On the warning pop-up click on the Yes to continue.
If user (managers) have full access, they may modify information on this menu. In this example the Worked Days in the Employee Type Tracking was changed from 5 to 12.
Any changes are applied to the Employee Type Tracking (bottom section) after selecting Save. To sync both sections of this menu select Yes on the Update Employee Class Seniority Grid pop-up.
Yes was selected. Now the Worked Days field in the Employee Class Seniority grid (top portion) agrees with the bottom.
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Employees earn their rates of pay based on their tenure in a labour class. In between each step on the grid is called a Probation Level. For example, when I am a new hire, I will normally start at Probation Level 1, and as my time with the company increases and I earn tenure, I step up the grid and subsequently so does my probation level.
The system keeps track of an employee's current probation level, along with the employee's Home and Worked Classes and the rate of pay earned for each level.
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See Also: