Payroll Setup

The Provider Agency can use the Payroll Setup feature under the Admin menu to set up Discipline Rates, Holiday Payroll, and other payroll related rules such as Overtime Rates, Pay Preference, and Pay Preference.

This documentation covers the fields in the three subsections on the Add/Edit Payroll Configuration page, which is found after clicking on a Payroll Setup Name.

Payroll Configuration window

Refer to the Payroll category for further details and instruction on the Payroll function.

Some fields can only be edited by HHAeXchange Client Support.

Use the Discipline Rates section to set rates for the Pay Codes created in Reference Table Management. Click New to create a new Discipline Rate or click the Edit icon to edit.

Payroll Discipline Rates

When creating a Discipline Rate, complete the required fields.

Disclipine Rate Window

Field

Description

*Discipline

Select the Skilled or Non-Skilled discipline attached to the rate.

*Pay Code

Select the rate as setup on the Reference Table.

*From/To Date

Select the effective date range for the rate.

*Hourly/Daily/Visit

Enter the dollar amount of the rate in respective fields.

Active

Select Active. Only Active Discipline Rates can be used.

Refer to the Billing category for full details on Universal Billing Codes, including Weekend and Holiday Codes and Holiday Templates.

Edit Payroll Configuration Page General Section

Field Description

*Configuration Name

(Required) Enter the name of the set of rules created on the page. An Agency may have multiple Payroll configurations, each with a different name. This is useful for Agencies that operate out of several Offices; each requiring a distinct set of Payroll rules.

Status

Select Active or Inactive

Office(s)

  

Select the applicable Offices to associate the Payroll Configuration to. Click the Edit link to add/edit Offices.

Pay Preference

(Skilled/Non-Skilled)

Select whether to run Payroll Weekly or Bi-Weekly.

Overtime

Select Yes or No to indicate if the Agency/Office pays overtime.

*Overtime after

Enter the number of hours required before Overtime rates apply.

This field can only be edited by the HHAeXchange Support Team once set.

Minimum Hours for Daily

Indicate the minimum number of hours required for a Daily Visit.

Overtime Rate

Use these fields to select the Pay Code for Overtime rates.

This field can only be edited by the HHAeXchange Support Team once set.

Calculate Overtime for Prior Week

Select to calculate overtime worked during the prior week.

Allow more than one Payroll batch per Caregiver per Payroll Period

Select this checkbox to include a Caregiver in more than one Payroll Batch per Payroll period.

Blended OT Rate

The Blended Rate Pay Code is used for Overtime Hours for Visits on or after the listed date. If the Blended Rate is selected, then the system calculates the averaged based on the hourly Pay Rates.

Payroll Hourly Equivalent for Live-In Shifts

Use this field to define an hourly equivalent for Live-In Shifts.

Payroll Week-Ending Day

Select the day of the week to run Payroll.

This field can only be enabled by the HHAeXchange Support Team.

Display Patient Name on Stub

Select for the Patient Name to be included on the stub.

Allow Payroll Creation on any Week-Ending Day

Select to indicate if the Agency can run Payroll on any day of the week.

This functionality can only be enabled/disabled by the HHAeXchange Support Team.

Pay Travel Time to the Minute

Travel Time duration is rounded to the nearest 15 minutes by default. Select this checkbox for the system to calculate to minute and the time between Visits are based on the confirmed End Time of the first Visit and the confirmed Start Time of the second Visit.

You can use the Payroll Holiday Setup section to link Holidays to Pay Rates. Click Search to search for existing Holiday Pay Rates. Click Add Holiday Rate to create a new rate or click the Edit icon to edit.

Payroll Holiday Setup

The Holiday Details window opens. Select the Holiday from the list (created in Reference Table Management) and select the holiday Date fields. Select the Discipline(s) and associated Pay Code for each. Click Save to finalize.

New Holiday Rate