What are Rate Cards?
Rate Cards are an advanced way for companies to set up pay and charge rules for shifts scheduled in uTRAC. They are replacements for hourly task rates making them useful for businesses that do not rely on consistent hourly rates for tasks.
Basic Rates
When Rate Cards are enabled for your business, each shift scheduled in uTRAC can be set with a specific condition; whether or not to pay/charge per hour or per shift (day). Each Rate Card will have both an hourly and shift (day) rate meaning companies can set if a shift scheduled should at least receive the basic hourly rate or the basic shift (day) rate associated with its rate card.
Adjusted Rates
Each rate card can be given Adjustment Rules which will override the basic hourly/shift rate under certain circumstances.
Day of Week: You can set an adjusted rate for specific days of the week e.g. you can apply a Weekday adjustment which will use the adjusted rate instead of the basic rate for any shift worked between Monday & Friday. Each Rate Card can be given multiple adjustment rules that are not conflicting e.g. you can have one adjustment for Weekday Nights and another for Weekends.
Time of Day: You can set an adjusted rate for specific times of day e.g. you can set a 'Late Shift' rule that applies the adjusted rate for all hours of a shift worked beyond 9PM. Any Time of Day rule triggered will override any conflicting Day of Week e.g. if a Rate Card has a Sunday adjustment rule and a 'Late Shift adjustment rule, the 'Late Shift' rate will be used after 9PM on a Sunday.
Overtime Rates
Each rate card can be given one Overtime Rule which will apply a rate to each hour worked beyond a defined hourly duration e.g. if a Rate Card contains a rule that is '20/hr after 10 hours', each hour worked after the 10th hour on a shift.
Creating Pay Rate Cards
Pay Rate Cards refer to rates that apply to staff i.e. the cost of paying them.
Navigate to the Financials page via the main header menu.
Navigate to the Pay Rates section.
Select the '+ Rate Card' button to open the Create Rate Card window
Select if you want to create a general Rate Card or a Staff Rate Card
A general Rate Card is a default set of payment rules you want to set up for a group of tasks e.g. you can have one Rate Card to apply to your junior tasks and another Rate Card to apply to your senior tasks.
A Staff Rate card is a set of payment rules you want to apply to specific staff members e.g. Jane Doe could get a unique rate for working as a General Operative to other staff who get applied the general Rate Card for that task.
If creating a General Rate Card, select the 'Edit Tasks' button select which tasks you wish to receive this rate. Note the 'Valid To' option. If the selected task is associated with another Rate Card, its association will be expired in place of this new Rate Card on the selected date. This can be used to schedule rate changes in the future.
Set the Hourly Rate for the Rate Card. This will be applied for each hour worked on scheduled shifts that are set as Per Hour.
Set the Shift Rate for the Rate Card. This will be applied once to all scheduled shifts that are set as Per Shift.
Select 'Create Rate Card' to save your basic rates and task associations.
Once saved, select your new Rate Card from the list to open it and apply advanced rules such as:
Adjustment Rules: Select 'Add Adjustment' to add rules to override the basic rates under defined circumstances.
Overtime Rules: Select 'Add Overtime' to apply an alternate hourly rate for hours worked beyond a defined duration.
Staff: For Staff Rate Cards, open the Staff tab and select 'Add Staff' to select which staff you want to receive this unique rate. You may optionally select a task should you wish to only apply this rate if the staff member works the selected task. If no task is selected, the staff member will receive the rate for all tasks.
Creating Charge Rate Cards
Pay Rate Cards refer to rates that apply to clients i.e. the revenue expected from them.
Navigate to the Financials page via the main header menu.
Navigate to the Charge Rates section.
Select the '+ Rate Card' button to open the Create Rate Card window
Select if you want to create a general Rate Card or a Client Rate Card
A general Rate Card is a default set of payment rules you want to set up for a group of tasks e.g. you can have one Rate Card to apply to your junior tasks and another Rate Card to apply to your senior tasks.
A Client Rate card is a set of billing rules you want to apply to specific clients e.g. ACME Inc. could get a unique rate for General Operatives that work for them while other clients get charged the general Rate Card for that task.
If creating a General Rate Card, select the 'Edit Tasks' button select which tasks you wish to receive this rate. Note the 'Valid To' option. If the selected task is associated with another Rate Card, its association will be expired in place of this new Rate Card on the selected date. This can be used to schedule rate changes in the future.
Set the Hourly Rate for the Rate Card. This will be applied for each hour worked on scheduled shifts that are set as Per Hour.
Set the Shift Rate for the Rate Card. This will be applied once to all scheduled shifts that are set as Per Shift.
Select 'Create Rate Card' to save your basic rates and task associations.
Once saved, select your new Rate Card from the list to open it and apply advanced rules such as:
Adjustment Rules: Select 'Add Adjustment' to add rules to override the basic rates under defined circumstances.
Overtime Rules: Select 'Add Overtime' to apply an alternate hourly rate for hours worked beyond a defined duration.
Clients: For Client Rate Cards, open the Clients tab and select 'Add Clients' to select which clients you want to charge this unique rate. You may optionally select a task should you wish to only apply this rate if the client receives staff working the selected task. If no task is selected, the client will be charged the Rate Card for all tasks.