When a worker is paid a monthly rate regardless of hours or days worked but they are still required to record their hours/days against a timesheet, you can set a monthly rate filter against the placement. The monthly rate filter will allow you to specify a minimum number of days which must be worked for the monthly rate to applied, otherwise a pro rata can be set.
1. From the menu bar, select Profiles > Placements. Search for the placement you’d like to apply the filter to and click on Edit to open the profile.
2. On the General tab, add a monthly rate with the pay value being the worker’s monthly pay amount and the relevant charge value to the client. Select ‘Decimal’ from the Field dropdown and ensure Worker Can Select is not ticked.
3. Add another rate named appropriately such as Hours or Days Worked. This rate should have no pay or charge against it and ‘Time and Hours’ or ‘Hours Only’ (select ‘Decimal if recording days worked) under the Field dropdown. Ensure Worker Can Select is ticked.
4. Go to the Advanced Tab and click on the + icon to the right of Filters.
5. From the Name dropdown, select Monthly Rate Filter.
6. Set up the filter fields as per below:
| Field Name | Description/Purpose |
|---|---|
| Applicable When | This field is not mandatory but will help other users to understand the parameters and purpose of the filter. |
| Original Rate Name | This would be the no pay/charge rate (selectable by worker), you must enter the rate name exactly as it appears on the Main tab. |
| Monthly Rate Name | This would be the monthly pay/charge rate (not selectable by worker), you must enter the rate name exactly as it appears on the Main tab. |
| Minimum Days | Enter the minimum number of days that must be have hours or units entered against on the timesheet for the monthly rate to be paid to the worker. If the days worked is over the minimum days set, the full monthly rate will be paid. |
| Pro Rata Days | If the days worked is under the minimum days specified, days worked divided by pro-rata days will be applied. Enter the pro rata days to be applied, this is usually 20 or 21 days for the average number of working days in a month. |
Once complete, save the placement profile. This filter will result in the worker being able to enter days or hours worked as normal and upon submission of the timesheet for approval, the monthly rate will be automatically applied where the minimum days have been met or the pro rata rate where under the minimum days.
