Pay Elements

Last updated by Andrew Treadwell on July 23, 2020 12:54

Here you can set the wage levels for various staff types. Selecting “Create New Pay Element” from the “Actions” dropdown allows you to set up the levels and details.

Pay Element Details

  • Title:
    Give the pay element  a recognisable title.
  • Hidden?:
    Checking the box will hide these pay element details from most screens. It’s perfect for hiding holiday rates of pay.
  • Hourly Amount:
    Determine the hourly amount for this pay element.
  • Account:
    Select the appropriate Account (see 3.6.2 Control Wage Accounts for more information).
  • Holiday Pay
    • Holiday Wage:
      Select whether Holiday Wage is disabled, or which wage is appropriate for the wage level from the existing wage level list.
    • Holiday Pay %:
      If you have selected a Holiday Wage, you can choose the percentage of that wage that will be given to the staff member when they take holiday. This is entered as a percentage.

If all of the information is correct, click “Save Pay Element”.

You can edit or delete existing Wage Levels from the main list.

Scheduled Rate Changes

When editing a hourly rate, the system will ask if the rate is a correction or a scheduled change. A correction will change the current hourly rate and change any unprocessed hourly rates to match the new rate.

The New Rate option will create a new hourly rate and you can choose to apply it instantly or at a set date or time.

The system will also record all changes made to the hourly rates and will correctly select the right hourly rate historically for any time entry added for in the past or the future.

Age-Based Rate Changes

This allows you to automatically change a staff member’s hourly rate once they turn specific ages.

The first step is to ensure we have a verified date of birth for each staff member. This can be done in two places; either when a document is uploaded that contains a DOB (passports for example) or on the staff member’s account when editing their private details.

Once verified by a manager, a DOB will be shown as this example:

A verified DOB is required for the age trigger to work on a staff account. If the DOB is provided by not verified then the staff member’s rates will not be changed. This is to prevent staff from setting (and changing) their own DOBs and therefore changing their rates.

To setup the change on age, simply edit the wage level rates and set an age trigger. Choose the next wage level that the site should change the staff member’s pay to.

On the day the staff member changes to be the set age, the site will automatically select all roles for which they are paid the normal rate and will set a bespoke rate to the selected wage level.

Time-Based Rate Changes

This allows you to change the hourly rate of any staff working past a fixed time. For example, paying staff more once they work past 3am.

To set this up, simply choose the time of day and choose the rate of pay that the time entry should be changed to.

When a staff member is clocked in at this specific time of day, the system will stop the current time entry with the existing hourly rate and create a new time entry with the new hourly rate.

When managing the time entries afterwards, you will see two time entries for any staff clocked in at the set time. This is expected, the time entries represent the two different rates of pay for a single shift.

If you edit the midpoint of the shift, e.g. the time the rates change then both time entries will be updated to ensure the staff member is paid in a continuous run from the moment they clock in to the moment they clock out.

The breaks system understands that the two different time entries are connected and will correctly calculate breaks already worked and those owed.

Using Hourly Pay Rates

Hourly pay rates are associated with time entries; a period time that a staff member was working for you. During this time they are pay the associated hourly rate.

By default, the hourly rate used is the one set on the role/skill that the staff member is working at. You can also override this on each staff member's account. See Staff Roles.

To add time entries, you can use the clock in screens or manually add the entries via pages such as the Weekly Timesheet and Unprocessed wages.

Using Pay Items

Pay Items allow you to pay staff for a unit rather than an hour of work. You can specify each of your pay items and how much each item is worth in currency.

You can then assign the pay items to each of the roles/skills that can be rewarded via that pay item to quickly pay staff their commission or bonuses.

Once created, you can either manually add the pay items via Unprocessed Wages or by assigning the pay item rates to roles and using the quick Add Pay Items page.

For the Unprocessed Wages method, click Actions > Add Unlisted Pay Item. Choose who to assign the item to and the total number of items to add.

For the Add Pay Items method, you need to assign the pay items to roles so the system knows which ones apply to different staff in your business. To go Staff > Staff Settings > Manage Roles. Click Edit next to the role you want to change.

Under the Pay tab, you will see the default hourly rate plus the option to add Pay Per Item Rates. Select all of the pay item rates you wish to offer to those staff.

Once saved, you can now add pay items to the role. Go to Pay > Add Pay Items.

You will be asked to select a role to use.

You’ll then see a grid with all of your staff listed on the left and all of the pay items across the top. Simply use the boxes to enter how many pay items you want each staff member to receive.

The system will calculate the total value for you and inform you of any previously assigned pay items that have not yet been paid. This will help to prevent duplication.

Once added, pay items will be included in wage sheets as per hourly rates and exported to your payroll system as simple units per rate.