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.
Field Visibility - See the Field Visibility section for detailed instructions.
Plus icon - Add - Create an Exception Group.
Red X icon - Delete - Delete an Exception Group.
Cancel - 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.
The Employee Rate option can 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 company rules section.
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. See Labour Class Configuration - Starting level.
Adding Employee Rates
Select the Employee Rate option.
▪Click on the Plus icon 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:
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.
Employee hourly rate.
The rate this employee will be paid on a holiday.
Optional - limited to 25 characters.
Rate factor for current employee, e.g., 1.5, 2.0, etc.
Hourly premium value, i.e., $0.25, or .50, etc.
Entering a Salary Rate
▪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.
The system automatically calculated that $50,000.00 ÷ 2080 hours will pay $24.04 per hour.
Entering an Hourly Rate
▪Enter the effective date of the rate.
▪Enter the rate in the Regular field.
The hourly can 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.
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 screen as the pay grid will handle the rate and carry it forward to the Time Card and reports. However, you would enter a rate on the Personnel screen to override the rate the employee would earn if we based their rate on the grid. This typically occurs when an employee is hired with tenure and will be starting at a rate higher than the pay grid would pay them.
Entering a Class & Rate
Select the Employee Class option:
▪Click on the Plus icon 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.
If a specified number of hours is required to move up on the rate grid, this field determines an employee's rate grid level. Class Hours, Days & Weeks are fields that are normally populated during the seniority calculation process run at the end of every pay cycle, but they can be manually edited.
The seniority update will only update this field with an employee's REGULAR and OVERTIME hours. If there are other hours you wish to contribute to this update as well, e.g., vacation hours, you will need to tick the Class Rate field option for this vacation Attendance Code (please contact the StaffScheduleCare Client Care team to assist you).
You can 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.
If you need to override the pay rate grid enter in an hourly rate, otherwise leave the Hourly Rate field blank. Please see Class & Rate Information for further detail on rate assignment.
While this employee will earn $19.50 for the same PSW class:
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.
▪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.
The system will provide a tracking of an employee's Types. i.e., FT and/or PT on the Class screen for easier reviewing.
To implement this option please contact the StaffScheduleCare Client Care Team.
On to the Personnel profile select the Employee Class tab.
The Class screen will now have in the bottom section a view of Employee Type Tracking.
The Type line displayed in the Type Tracking section is the latest line shown on the Facility, Department Type screen.
Using the Recalculate icon, will recalculate the whole history. 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 the User has full access, they may modify information on the screen.
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 the screen 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.
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 as well as the rate of pay earned for each level.