Introduction
Some organizations have employees that receive different pay rates based on the type of work they do from one shift to the next. A straight forward example of this need is a Registered Nurse who works in this position most days but occasionally fills in as the team's supervisor. Often a higher hourly rate is allocated when employees work a "Supervisor" type of role. The Additional Rates card of the Employee Profile is used to help automatically apply the rates needed for these types of circumstances.
For hourly employees that perform more than one type of labor for items like positions, locations, or contracts that have different rates; Empeon highly recommends the utilization of the Additional Rates feature within employee profiles. This article explains the process of setting up Additional Rates so that the correct rate applies automatically for the kind of labor an employee performs.
Assigning Additional Rates
To assign an employee an additional rate, navigate to the Additional Rates section within the respective employee's profile: People tab (Select Employee) > Payroll > Additional Rates.
Click the blue 'plus' sign in the top right corner of the card to add an Additional Rates condition. If no additional rates are set up like the image above, you may also click the grey bar that says "+Add Additional Rates".
When clicking to add a new Additional Rate, a setup window will display with fields available to key in the details of the setup.
- Rate Code - Workforce requires that every active additional rate for an employee be assigned an identifier called a Rate Code. Choose an available code from the dropdown. If there isn't a Rate Code available to choose from, review Empeon's Company Rates Code Setup article for guidance in adding Rate Codes on a company level. An available rate code has to be assigned for every Additional Rate condition needed for an individual employee.
- Rate/Rate Per - Identify the rate amount and criteria for how it will be applied. Please Note: This field is for informational purposes only
- Allocated To - This section is an important part of an Additional Rates setup. Allocated To will display the Cost Centers ( i.e. Department, Position, Location, etc.) where the administrator can define under what labor circumstance the Additional Rate should apply instead of the employee's base rate identified in their Pay Info setup. Per the image below, Registered Nurse (RN) Melissa is applied a $50 rate only when working as an RN Supervisor (RNS) in New Jersey (NJ).
Additional Rates Applied in Payroll
Workforce's logic for applying different rates by labor is that the Cost Center(s) identified on the Timecard or Pay Entry match the Allocated To condition setup in the Additional Rates. Therefore per the Pay Entry example image below, because the Additional Rate has Position "RNS" and Location "NJ" included in the condition, the system is only applying the $50 rate when those same identifiers are applied on the check.