This article will show you how to manage your employee and site pay rates in Schedule Xpress.

In this article, we'll look into the following on adding pay rates in Schedule Xpress:

Finding your employee pay rates

Adding an employee pay rate from an employee profile

Adding a combination pay rate from an employee profile

Finding your site pay rates

Payroll settings in site pay rates

Adding a site pay rate from a site profile

Adding a combination pay rate from a site profile

Increasing or decreasing a pay rate

Methods of saving a pay rate

The following sections will guide you on how to manage your employee pay rates.

Your employee pay rates are located in the Pay rates section of your employee profiles in Manage people.

The pay rate types you can add are:

The first step is to choose to add an employee pay rate.

Click Add pay rate > Employee pay rate.

Once you've clicked to add an employee pay rate, you'll need to select the:

Once you've filled the information, press Add # pay rate(s).

The number of pay rates you add will be determined by the number of services you select. You can add more than one rate at once by selecting multiple services. Please see the next section for more information.

You can select more than one service when adding an employee pay rate.

When you click Add '#' rates, you'll notice that each service type will be separated onto its own line.

Selecting All services for an employee pay rate allows you to apply a single rate for any service that an employee works.

It's important to note that if you have an All services rate for an employee pay rate, it will always be overridden by a specific service rate.

In the example below, the employee would be paid $20.00 an hour for all shifts except Armed Guard shifts, which they'd be paid $25.00 an hour.

The first step is to choose to add a combination pay rate.

Click Add pay rate > Combination pay rate.

Once you've clicked to add a combination pay rate, you'll need to select the:

Once you've filled out the information, press Add 1 pay rate.

If you need to add another, repeat the process.

You can select more than one service and more than one site when adding a combination pay rate.

When you click Add '#' rates, you'll notice that each service type or site name will be separated onto its own line.

Selecting All services or All sites for a combination pay rate is a way of having a single rate for any service an employee works at any site.

Note: If a specific service/site combination is specified, it will override an All Services/All Sites combination rate.

It's important to note that if you have an All services or All sites rate for a combination pay rate, it will always be overridden by a specific service or site if specified in another combination pay rate.

In the example below, the employee would be paid $20.00 an hour for all shifts at the Downtown site, except Armed Guard shifts, which they'd be paid $25.00 an hour. The Armed Guard rate would override the All services rate.

The following sections will guide you on how to manage your site payroll settings and site rates.

Your site pay rates are in the Pay rates section of your site profiles in Manage sites.

Payroll settings can be adjusted at site level. This gives you the flexibility to choose rules and add site pay rates from within Manage sites in Schedule Xpress.

If you cannot see this option, please check mark it in the site form.

The Pay rate rules option allows you to determine the pay rate type that is applied to this site.

The rules are:

The option you choose will determine how your pay rates present.

For example, if you choose Site pay rates take priority, you'll see and have the options to apply site pay rates.

If the Maximum pay rate is defined for a site and the pay rate for a shift is greater than the maximum, the user will see a validation when attempting to save a shift.

Note: The pay rate that will be compared to the max pay rate will be applied based on the pay rate rule chosen at site level.

Below is an example of a validation that was caused by trying to add a shift that exceeds the max pay rate.

You can turn the Pay Overtime flag to Yes if you want this site to trigger overtime rules for shifts that exceed the stated thresholds.

You can define how the calculation of overtime is paid by summing shift hours for the:

Note: Pay Overtime will be defaulted to Yes and will calculate at Branch level. You can change this if you want your overtime to be calculated differently.

If Pay Stat is toggled to Yes, any shift falling on a statutory holiday at this site will be paid at a stat rate.

You can define if a user has Full access, View only or No access to site pay rates in their feature access group.

This is located in the Manage sites module, under the Manage records section of your Feature access groups.

If you've selected one of the following options in your Pay rates rules for shifts at site, you'll be able to add a site pay rate for the site:

Once you've clicked Add pay rate or Add pay rate > Site pay rate, you'll need to select the:

You can add a combination pay rate in the Pay rates section of your site profiles in Manage sites. First, you need to ensure that you've selected one of the following in your Pay rates rules for shifts at site:

Once you've clicked Add pay rate or Add pay rate > Combination pay rate.

Once you've clicked Add pay rate or Add pay rate > Combination pay rate, you'll need to select the:

Note: You can choose more than one service and more than one employee.

Once you've press Add # rates, you'll notice the rates are generated.

If you need to increase or decrease an existing rate, please ensure that you create an entirely new rate and DO NOT adjust the existing rate.

The reason why we encourage you DO NOT adjust an existing rate is because this will change all the past history associated with the rate.

When you create a new rate, choose the effective date in which you want the new rate to be applied.

As can be seen in the image below, the two rates have the same service, but different effective dates and rate amounts.

From 01/01/2025, this employee would be paid a new rate of $30.00 an hour. Up until the aforementioned date, they would be paid $22.00.

When you're ready to save your employee or combination pay rate(s), click the Save option in the bottom right corner.

You'll be asked if you'd like to Apply to past and new shifts or Apply to new shifts.

If you're looking to backdate a recalculation, choosing this option will force the system to recalculate shifts back to the effective date.

For example, if the effective date is 01/01/2024, then the system will recalculate all shifts associated with the new rate back to the specified date.

Apply to new shifts means that only new or future shifts will consider the new or updated rate.

If you have any questions on adding pay rates, please Contact Support now!