Below gives you the details of how to create a Monthly Rate filter against a placement.
You can also create a pro-rata filter against a monthly rate.
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.
Pro-Rata filters for monthly rates
Pro-Rata filter is introduced in the placement. If the user goes to Placement > Advanced > Filter > Add a Filter > Select Pro-Rata Filter> The filter have the following properties.
Pro-rata Type: All Calendar Days, Fixed Number of Days, Fixed Number of Hours, Weekdays Less Public Holidays and Weekdays Including Public Holidays
Monthly Rate Name: Monthly Rate can be similar to the rate set in placement e.g. Monthly Rates
Weekends: This is applicable for Pro-Rata type Weekdays Less Public Holidays and Weekdays Including Public Holidays only. The user can set as SAT,SUN in the filter. (SAT,SUN is case insensitive)
Fixed Hours Or Days: This is applicable for Pro-Rata type Fixed Number of Days and Fixed Number of Hours only. For other Pro-Rata types the user can set the value as 0.
Example of Setting up Placement Rates section:
Pro-Rata Type: All Calendar Days
Formula:
Pro-rata = # of days worked. / # of days in (month/week[for weekly timesheet])
Bill and Pay = Pro-Rata * Monthly Rates
Advanced >
Timesheet Rates >
Calculation:
Pro-Rata = 4/7 => 0.57
Pay => 0.57 * 22 => 12.54
Bill => 0.57 * 32 => 18.24
Pro-Rata Type: Fixed Number of Days
Pro-rata = # of days worked. / Specified number of Days
Bill and Pay = Pro-Rata * Monthly Rates
Advanced >
Timesheet Rates >
Calculation:
Pro-Rata = 10/19 => 0.526 => 0.53
Bill => 0.53 * 65 = 34.45
Pay => 0.53* 55 = 29.15
Pro-Rata Type: Fixed Number of Hours
Pro-rata = # of days worked. / Specified number of Hours
Bill and Pay = Pro-Rata * Monthly Rates
Advanced >
Timesheet Rate>
Calculation:
Pro-Rata = 80/100 => 0.8
Bill => 0.8* 65 => 52
Pay => 0.8* 55 = 44
Pro-Rata Type: Weekdays Less Public Holidays
Pro-rata = # of days worked. / (Number of Working Days in the month – Public Holidays)
Bill and Pay = Pro-Rata * Monthly Rates
Advanced >
Timesheet Rate >
Calculation:
Public Holidays set for August = 3 days (Set up in Public Holiday section and set on placement)
Pro-Rata = 12/(23-3) =>12/20 => 0.6
Bill => 0.6* 63 = 37.8
Pay => 0.6* 73 = 43.8
Pro-Rata Type: Weekdays Including Public Holidays
Pro-rata = # of days worked. / (Number of Working Days in the month including Public holidays)
Bill and Pay = Pro-Rata * Monthly Rates
Advanced > 
Timesheet Rates >
Calculation:
Public Holidays set for September= 2 (Set up in Public Holiday section and set on placement)
Total Number of Working Days = 22
Pro-Rata = 13/(22) = > 0.59
Pay => 0.59* 53 = 31.27
Bill => 0.59*59 = 34.81
IN - 1894 - CR06376 - McGinley - Overtime Rules: Period trigger for enabling daily thresholds
Existing Overtime rules functionality is available in
https://documentation.in-time.co.uk/pages/viewpage.action?pageId=28115247
Time Pattern Filter and Recalculate filter should be added to the placement for overtime rules to apply.
Time over threshold goes onto Rate (Existing behaviour): Existing behaviour of Period threshold applied when user selects this option.
Threshold Hours - The number of hours for which the overtime threshold will be met. Any hours over this threshold for the timesheet period will be applied to the over threshold rate or Pay Element
Time over threshold triggers Daily Thresholds: This option is added to make the Period threshold be a trigger for enabling the daily thresholds, rather than a threshold that picks it’s own rate.
Checkbox - "Use Total Hours for Period Thresholds" not ticked in conjunction with "Time over threshold triggers Daily Thresholds" option- Daily thresholds kick in only after period threshold is reached.
Checkbox - "Use Total Hours for Period Thresholds" ticked in conjunction with "Time over threshold triggers Daily Thresholds" option- The Daily thresholds will apply to ALL days if the period threshold has been exceeded.
