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:
Employee pay rates
Finding your employee pay rates
Adding an employee pay rate from an employee profile
Adding a combination pay rate from an employee profile
Site pay rates
Finding your site pay rates
Pay 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
Increasing or decreasing a pay rate
Saving a pay rate
Methods of saving a pay rate
Employee pay rates
The following sections will guide you on how to manage your employee pay rates.
Finding 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:
Employee pay rates.
Combination pay rates.
Adding an employee pay rate from an employee profile
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:
Service type.
Effective date.
Rate amount.
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.
Selecting more than one service for an employee pay rate
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
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.
Adding a combination pay rate from an employee profile
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:
Service type.
Site name.
Effective date.
Rate amount.
Once you've filled out the information, press Add 1 pay rate.
If you need to add another, repeat the process.
Selecting more than one service and site for a combination pay rate
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
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.
Site pay rates
The following sections will guide you on how to manage your site payroll settings and site rates.
Finding your site pay rates
Your site pay rates are in the Pay rates section of your site profiles in Manage sites.
Pay settings in site module
Payroll settings can now 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.
Pay rate rules for shifts at site
The Pay rate rules option allows you to determine the pay rate type that is applied to this site.
The rules are:
Employee pay rates take priority.
Site pay rates take priority.
Combination pay rates take priority.
Employee is paid the higher pay rate when multiple rate types are found.
Employee is paid the lower pay rate when multiple rate types are found.
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.
Maximum pay rate
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.
Pay Overtime
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:
Branch level.
Customer level.
Site level.
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.
Pay Stat
If Pay Stat is toggled to Yes, any shift falling on a statutory holiday at this site will be paid at a stat rate.
Feature access for site pay rates
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.
Adding a site pay rate from a site profile
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:
Site pay rates take priority.
Employee is paid the higher pay rate when multiple rate types are found.
Employee is paid the lower pay rate when multiple rate types are found.
Once you've clicked Add pay rate or Add pay rate > Site pay rate, you'll need to select the:
Service type(s).
Effective date.
Rate.
Adding a combination pay rate from a site profile
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:
Combination pay rates take priority
Employee is paid the higher pay rate when multiple rate types are found.
Employee is paid the lower pay rate when multiple rate types are found.
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:
Service type(s).
Employee name(s).
Effective date.
Rate amount.
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.
Increasing or decreasing a pay rate
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.
Methods of saving a pay rate
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.
Apply to past and 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
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!