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Description: In this topic, the user will learn about pay rates. The Pay Rates functionality allows a user to add a new pay rate and specify the date range for which that pay rate is valid. Pay Rates can overlap if enabled, so an employee can select the correct rate for the shift that they are working. The rates set with no end date will be effective until an end date is specified. The end date for a current pay rate will auto-populate when a new pay rate is added.

Role Required: Super User, Supervisor

Permission Required: Funding Source Admin, Import Admin

Table of Contents

Create Pay Rate

  1. Log in to your profile

  2. Select Settings from the main menu 

  3. Click Custom Drop Down in the submenu  

  4. Select Actions button

  5. Select Add New Custom Drop Down Item from the action dropdown

  6. Fill out the Add New Custom Drop Down Item form wizard

    1. Examples may include Night/Weekend, Emergency, etc.

    1. Select Pay Rate from the Item Type dropdown

    2. Create Pay Rate name in the Item Name 

    3. Select a status of Active or Inactive  

  7. Click Save 

  8. Click Yes in the confirmation alert window  

This pay rate is now available to be added to service accounts

Add Pay Rates

  1. Log in to a profile with the appropriate role and/or permission via the DCI website

  2. Click Employees from the submenu

  3. Use the search criteria at the top of the page to find the employee you wish to add a Pay Rate for or scroll down to locate.

  4. Click anywhere in the row to select that employee.

  5. Select the Accounts tab underneath Employee Details and find the employee service account that needs a new Pay Rate.

  6. Click anywhere in the row to select the account. 

  7. Click the Rates tab underneath Account Details

  8. Select Actions from the top right corner, then click Add New Rate

  9. Complete the Form Wizard

    1. Pay Rates can be created for the future

    2. Pay Rates can be created in the past

    3. Once you add a new Pay Rate, if the the old Pay Rate does not already have an end date specified, DCI will automatically adjust the end date on the previous Pay Rate to end the day before the new Pay Rate starts

    1. Pay Rates can have no end date

    1. This is the rate that the employee will see when they clock in.

      1. For example, Standard

    2. This is used when the employee has overlapping pay rates

      1. If the employee has more than one rate available, they will be able to click on the dropdown and select the rate for the shift. The primary rate will display as default

    1. Pay Rate Name - Select from the dropdown

    2. Rate - Enter dollar amount

    3. Effective date - enter the date the rate starts

    4. End date - not required

    5. Primary - Click the check box to mark rate as primary

  10. Click Save then select Yes on the confirmation window

NOTE:

  • Once a new Pay Rate is created, the rate will not affect historical punches; only new punches made for that service period will be adjusted

  • You will not be able to save the new Pay Rate if it exceeds the max Pay Rate set for that particular service

  • If a punch splits (overnight) the resulting generated punches will receive the correct Pay Rate for the specified dates, unless the service code is configured to cross midnight

Edit an Existing Pay Rate

  1. Login to a profile with the appropriate role and/or permission via the DCI website

  2. Click Employees from the submenu

  3. Use the search criteria at the top of the page to find the employee you wish to add a Pay Rate for or scroll down to locate.

  4. Click anywhere in the row to select that employee.

  5. Select the Accounts tab underneath Employee Details and find the employee service account that needs a new Pay Rate.

  6. Click anywhere in the row to select the account. 

  7. Click the Rates tab underneath Account Details

  8. Click Actions in the top right corner then select Edit Rate

  9. Enter the edited rate in the form wizard

    1. Pay Rates can be created for the future

    2. Pay Rates can be created in the past

    3. Once you add a new Pay Rate, if the the old Pay Rate does not already have an end date specified, DCI will automatically adjust the end date on the previous Pay Rate to end the day before the new Pay Rate starts

    1. Pay Rates can have no end date

    1. This is the rate that the employee will see when they clock in.

      1. For example, Standard

    2. This is used when the employee has overlapping pay rates

      1. If the employee has more than one rate available, they will be able to click on the dropdown and select the rate for the shift. The primary rate will display as default

    1. Pay Rate Name - Select from the dropdown

    2. Rate - Enter dollar amount

    3. Effective date - enter the date the rate starts

    4. End date - not required

    5. Primary - Click the check box to mark rate as primary

  10. Click ‘Save’ then select ‘Yes’ on the confirmation window

Overlapping Pay Rates

DCI allows pay rates to overlap. This means that if an employee has more than one pay rate available for a shift they will be able to select it on the Pay Rate Name dropdown when they are entering their time. This field only appears for a service account with overlapping pay rates enabled.

If a non-standard pay rate is selected by an employee, the punch will be flagged for review in the Pending Entries table. If you hover over the Eye icon, it will display Non Standard Pay Rate selected. This allows you to manage employee use of overlapping pay rates.

Overlapping Pay Rate Service Account

  1. Sign into your Personal Profile

  2. Click Home on the main menu

  3. Click Employees on the submenu

  4. Search for the client by typing their name in search filters and selecting the name when it comes up

  5. Click Search

  6. Select the client from the table by clicking anywhere in the row

    1. This will open up the Employee Details page

  7. Click Actions button

  8. Click New Service Account from the actions dropdown

  9. Fill out the form wizard as usual

  10. Click Allow Overlapping Pay Rates checkbox

    1. Overlapping pay rates are typically used for non-standard visit types like Emergency, Night/Weekend, etc

    1. Overlapping Pay Rates is now enabled for this service account and the employee will be able to select the correct pay rate for each shift.

    2. Tip - set the default rate to Standard as that is the rate used most often.

  11. Click Save then select Yes on the confirmation window 

Edit an Existing Client Service Account to Allow Overlapping Pay Rates

  1. Sign into your Personal Profile

  2. Click Home on the main menu

  3. Click Employees on the submenu

  4. Search for the client by typing their name in search filters and selecting the name when it comes up

  5. Click Search

  6. Select the client from the table by clicking anywhere in the row

    1. This will open up the Employee Details page

  7. Click Actions button

  8. Select Edit Account from the actions dropdown

  9. Click Allow Overlapping Pay Rates checkbox

    1. Overlapping pay rates are typically used for non-standard visit types like Emergency, Night/Weekend, etc

    1. Overlapping Pay Rates is now enabled for this service account and the employee will be able to select the correct pay rate for each shift.

    2. Tip - set the default rate to Standard as that is the rate used most often.

  10. Click Save then select Yes on the confirmation window 

Max Pay Rates

Setting a Max Pay Rate in DCI constricts Pay Rates so that employees cannot exceed the specified amount for a particular service

  1. Login to a profile with the appropriate role and/or permission via the DCI website

  2. Click Settings from the header then choose Funding Sources from the side bar

  3. Use the search criteria at the top of the page to find the Funding Source that houses the Service Code you wish to add a Max Pay Rate for or scroll down to locate.

  4. Click anywhere in the row to select that Funding Source.

  5. Ensure the Service Code tab is selected. Use the search criteria below Funding Source Details to find the Service Code that you wish to add a Max Pay Rate for or scroll down to locate.

  6. Click anywhere in the row to select that Service Code.

  7. Click Actions in the top right corner, then select Edit Service Code

  8. You will see a field for Pay Rate Max Limit. Click Yes to enable a Max Pay Rate and No to disable.

  9. With Max Pay Rate enabled, a few fields become editable, you will find a field labeled Max Pay Rate.

    1. Enter the hourly amount that cannot be exceeded for that particular service. 

  10. Click Save then select Yes on the confirmation window. 

Pay Rate Report

  1. Login to a profile with the appropriate role and/or permission via the DCI website

  2. Click Reports in the main menu then Management Reports on the submenu

  3. The flyout menu options displaying all management reports, scroll down and click the Employee Pay Rate Report

*Pay Rate and Pay Rate Name are also available as columns on many other reports related to time entries. For example, the Punch Entries and Punch Entries Detail reports will have pay rate and pay rate name columns. To learn more about our reports, please see our Reports Guide in the help center.

Description: In this topic, the user will learn about pay rates. The pay rates functionality allows a user to add a new pay rate and specify the date range for which the pay rate is valid. Pay rates can overlap if enabled. Rates that are set with no end date will be effective until an end date is specified. The end date for a current pay rate will auto-populate when a new pay rate is added.

Role Required: Super User, Supervisor

Permission Required: Funding Source Admin, Import Admin

Table of Contents

Create Pay Rate

  1. Log in to profile

  2. Select Settings from the main menu 

  3. Select Custom Drop Down from the submenu  

  4. Click Actions

  5. Select Add New Custom Drop Down Item from the drop-down menu

  6. Complete the Add New Custom Drop Down Item form wizard

    1. Item Type: Select Pay Rate

    2. Pay Rate Name: Create a name (e.g., night/weekend, emergency)

    3. Status: Select Active or Inactive  

  7. Click Save and Yes to confirm

This pay rate is now available to be added to service accounts.

Add Pay Rates

  1. Log in to profile

  2. Select Home from the main menu

  3. Select Employees from the submenu

  4. Use the filters to locate the employee and click Search

  5. Click anywhere in the employee row to view the employee details

  6. Select the Accounts tab

  7. Use the filters to locate the employee service account

  8. Click anywhere in the service account row to view the account details

  9. Click the Rates tab

  10. Click Actions

  11. Select Add New Rate from the drop-down menu

  12. Complete the Add New Rate form wizard

    1. Pay Rates can be created for the future or in the past

    2. After the new pay rate is added, if there was a previous pay rate without an end date specified, the system will automatically adjust the end date on the previous pay rate to end the day before the new pay rate starts.

    1. The rate the employee will see at clock in

    2. Used when the employee has overlapping pay rates

      1. If the employee has more than one rate available, they click the drop-down to select the rate for the shift. The primary rate will display as the default.

    1. Pay Rate Name: Select from drop-down

    2. Rate: Dollar amount

    3. Effective date: The date the rate starts

    4. End date: Optional field

    5. Primary: Click the checkbox to mark the rate as the primary rate. *Tip - Set the primary (default) to Standard as it is used most often

  13. Click Save and Yes to confirm

*Please note:

  • When a new pay rate is created, the rate will not affect historical punches; only new punches made for that service period will be adjusted.

  • The new pay rate will not save if it exceeds the max pay rate set for that service

  • If a punch splits (overnight), the resulting generated punches will receive the correct pay rate for the specified dates, unless the service code is configured to cross midnight.

Edit an Existing Pay Rate

  1. Log in to profile

  2. Select Home from the main menu

  3. Select Employees from the submenu

  4. Use the filters to locate the employee and click Search

  5. Click anywhere in the employee row to view the employee details

  6. Click the Accounts tab

  7. Use the filters to locate the employee service account

  8. Click anywhere in the service account row to view the account details

  9. Click the Rates tab

  10. Click anywhere in the pay rate row to view the rate details

  11. Click Actions

  12. Select Edit Rate from the drop-down menu

  13. Complete edits as needed on the Edit Rate form wizard

  14. Click Save and Yes to confirm

Overlapping Pay Rates

The system allows pay rates to overlap, meaning if an employee has more than one pay rate available for a shift, they will be able to select the appropriate pay rate name from the pay rate name drop-down when entering time. This field only appears for a service account with overlapping pay rates enabled. This feature is typically used for non-standard visit types such as emergency or night/weekend. If a non-standard pay rate is selected by an employee, the punch will be flagged for review in the Pending Entries table. Users may hover over the red eye icon to see the message Non Standard Pay Rate selected. This allows users to manage employee use of overlapping pay rates.

  1. Log in to profile

  2. Select Home from the main menu

  3. Select Employees from the submenu

  4. Use the filters to locate the employee and click Search

  5. Click anywhere in the employee row to view the employee details

  6. Click the Accounts tab

  7. Use the filters to locate the employee service account

  8. Click anywhere in the service account row to view the account details

  9. Click Actions 

  10. Select Edit Account from the drop-down menu

  11. Check the box to Allow Overlapping Pay Rates 

  12. Click Save and Yes to confirm

Max Pay Rates

Setting a max pay rate constricts pay rates so that employees cannot exceed the specified amount for a particular service.

  1. Select Settings from the main menu

  2. Select Funding Sources from the submenu

  3. Use the filters to locate the funding source and click Search

  4. Click anywhere in the funding source row to view the details

  5. Click the Service Codes tab

  6. Click anywhere in the service code row to view the details

  7. Click Actions 

  8. Select Edit Service Code from the drop-down menu

  9. In the Edit Service Code form wizard, click the blue plus sign (+) to open Payroll Details

  10. Select Yes in the Has Max Pay Rate field

  11. Enter the Max Pay Rate in dollars

  12. Click Save and Yes to confirm

Employee Pay Rates Report

  1. Select Reports from the main menu

  2. Select Management Reports from the submenu

  3. Select Employee Pay Rates Report from the flyout menu

  4. Use the filters to refine the criteria then click Search

  5. Reorder the columns as needed and/or click Download to open the Download Report Wizard

    1. Select the columns to download and click Next

    2. Choose the file format

      1. If PDF is chosen, select Orientation for the download.

    3. Optionally save the report download preference by selecting the checkbox

    4. Click Download and Yes to confirm

Import

Pay Rates can be imported into DCI. To learn about how to do complete imports, see the “Admin Guide - Imports Module” appropriate Admin Guide: Import Formats in the DCI Help Center.

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