Employee Rates

There are two sections for employee rates if Asset Management is enabled. By default, the ‘Hourly Rates’ tab goes to the ‘Payroll Rate’ section. If ‘Asset Management is not enabled only the 'Payroll Rate’ will be displayed as an option. To enable Asset Management for Billable Rates follow these instructions.

For additional information on how to set up Hourly Rates see here.

For the main Hourly Rates screen, there is a link under the ‘Add’ button to switch the table view to Billable Rates. Employees may or may not need to be set up in both areas depending on the needs of each municipality.

Payroll Rates:

Payroll Rates would be what the employee would expect to see on their pay stub. These rates show in the application on two reports: 'The Pay Period Summary Report' and the 'Project Time Report'. Payroll Rates will be linked per employee and there may be multiple valid rates based on Labor Classes if needed.

Rate Changes:

To maintain historical rate calculations for reports a new rate for each employee or equipment needs to be added. The only time a rate should be modified is if it was entered incorrectly when initially setting up the rate.

Example: The application uses the effective date to know when to use the rate. If you have Rate A effective Jan 1 and rates change on Jan 15^th, the application would use Rate A from Jan 1 – 14^th, then switch the new rate for Jan 15^th until it finds another effective date to change it again. A report for Jan 1 – Feb 1 would have rates calculated off both, Jan 1-14th Rate A, Jan 15^th – Feb 1 would be at Rate B.

Billable Rates:

Switch to Billable Rates by selecting the link under the ‘Add’ button.

These rates would be what the work would cost a customer based on employee, labor class, and/or activity. Billable Rates are used for all Road & Bridge Reports where an employee rate would be applicable. Project Invoice, Material/Gravel, Equipment & Labor, Repair Order, Accounts Receivable. (Inventory, Parts, and Pit Location Status would not use employee rates.)

These can be set up using any combination of employee, activity, and labor class.

Rates Based on Activity:

Use Activity selection only if the Activity Code is always billed at a certain rate, regardless of the employee doing the work. Add a rate for that Activity Code to apply to all employees for the regular rate by leaving the employee field and labor class field blank.

Rates Based on Labor Class:

Use Labor Class selection only if any employee working under Labor Class A gets the same rate. Add the rate for the labor class, leaving the employee and activity options blank.

Rates Based on Employee:

Select the employee if the rates are dependent on the employee. Select the employee and leave the Labor Class and Activity selection blank.

Rates Based on Employee and Labor Class:

This would be if the Labor Class Rate is specific to the employee, you would set a rate with the employee and labor class selected. You would need to add an entry for each employee and each labor class this applies to.

Rates Based on Employee and Activity:

If the employees get paid differently based on the activity they are doing, and it is not the same for all employees, a rate for that Activity and linked to a specific employee would be added. A rate would be added for each employee that would be applicable.

Rates Based on Employee, Activity, and Labor Class:

If the individual employee is billed at a different rate if they are working for a certain labor class on a certain activity, they would be set up for all selections.

Rates Based on Labor Class and Activity:

This would be if all employees get the same rate for a specific labor class and specific activity.

Rate Changes:

To maintain historical rate calculations for reports a new rate for each employee or equipment needs to be added. The only time a rate should be modified is if it was entered incorrectly when initially setting up the rate.

Example: The application uses the effective date to know when to use the rate. If you have Rate A effective Jan 1 and rates change on Jan 15^th, the application would use Rate A from Jan 1 – 14^th, then switch the new rate for Jan 15^th until it finds another effective date to change it again. A report for Jan 1 – Feb 1 would have rates calculated off both, Jan 1-14th Rate A, Jan 15^th – Feb 1 would be at Rate B.