Pay Code

Once a payroll configuration has been created, Pay Codes must be established. Pay Codes are used to define Caregivers pay rates for specific types of work/situations. By default, the system contains an active Non Payable Pay Code for every discipline. The following are Pay Code examples that an Agency may set up for HHAs:

  • HHA Standard for a standard HHA rate.

  • HHA In Service for an HHA Caregiver attending an In Service.

  • HHA Holiday, for an HHA Caregiver rate applied on a designated Agency holiday.

  1. Go to Admin > Reference Table Management.

  2. In the Reference Table field, select Caregiver Pay Code under the Fiscal header and click View.

    Caregiver Pay Code Selection

  3. On the search results page click the Add Caregiver Code button.

    Add Caregiver Code Button

  4. The Caregiver Pay Code window opens. Complete the required fields (marked with a red asterisk) to include Discipline, Payroll Configuration, and Pay Code. Click Save. See the table below for a description of each field.

    Caregiver Pay Code Window

Field

Description

*Discipline

(Required) Select the Discipline the new Pay Code applies to.

*Payroll Configuration

(Required) Select the Payroll Configuration the Pay Code applies to.

*Pay Code

(Required) Enter the Pay Code Name.

Default Visit Rate

Select this checkbox to automatically apply the Pay Code to visits, when a Caregiver with the associated Discipline is scheduled.

Default Travel Time Rate

Select this checkbox to automatically apply the Pay Code to new Travel Time entries, when a Caregiver with the associated Discipline is scheduled.
Default Off Duty Time Rate Select this checkbox to automatically apply the Pay Code to Off Duty Time associated with a Travel Time batch, when a Caregiver with the associated Discipline is scheduled.

Default In-Service Rate

Select this checkbox to automatically apply the Pay Code to new In-Services created with the Discipline associated to the Pay Code.
Exclude from Overtime Select this checkbox to exclude services performed from the overtime hours calculation.
Default Mileage Rate Select this checkbox to automatically apply the Pay Code as the default for mileage.

Status

Select Active to activate the Pay Code.
Payroll Export Code Enter the Export Code that should populate in your agency’s payroll export file when using the Pay Code.

  1. Go to Admin > Payroll Setup. Click Search to locate the appropriate Payroll Setup.

  2. From the search results, click the applicable Payroll Setup Name.

    Payroll Setup Selection

  3. On the Add/Edit Payroll Configuration page, scroll to the Discipline Rates section. Click the Add Discipline Rate button.

    New Discipline Rate

  4. The Discipline Rates window opens. Complete the required fields (denoted with red asterisk) to include Discipline, PayCode, From/To Date, Hourly, Daily, and Visit. Click Save.

    Saving a Discipline Rate