We have three allowance rules which can automatically calculate allowances, and these can be applied to either the Pay, Bill or both costing sections. A fourth allowance rule allow allows admin staff to enter units when validating timesheets.
Hourly - is calculated as 1 unit per each hour worked on the timesheet. e.g. Tool Allowance.
Per Day - one unit for each qualifying day on the timesheet. You can set this to only apply after a set-minimum number of hours have been worked. e.g. Per Diem, Travel Allowance
Per Timesheet - is a fixed rate per timesheet. E.g. Weekly Living-Away-From-Home Allowance, Uniform Allowance
Agency Entered - allows admin staff to enter units when validating timesheets.
1. Set up the rate code
On the Rate Code Entry screen, set the Rate Code Type to Allowance.
2. Add to the assignment
To add an allowance to the assignment, click the Add Pay Allowance button. On the Allowance Type drop down, select Hourly and on the Allowance Rate Code drop down select the appropriate allowance rate. Then enter the hourly allowance rate in the Rate field.
In this example we are adding an additional hourly holiday payment.
Once the timesheet has been submitted the system will add the extra allowance as a new rate line on the timesheet and will apply the rate for every hour worked.
As this is a pay allowance this additional pay line will also appear on the remittance or Self Bill Invoice.
1. Set up the Rate Code
On the Rate Code Entry screen, set the Rate Code Type to Allowance.
2. Set up the assignment
Example 1- A daily allowance is paid after a number of hours have been worked when the candidate is on an hourly rate.
When setting up the assignment costing, use the Add Pay Allowance button. In the Allowance Type drop down, select Per Day and in the Allowance Rate Code drop down select the appropriate rate code. Then enter the allowance rate and type in the minimum number of hours the candidate must work per day to qualify for the additional payment.
In the example below, the candidate is on an hourly rate and is required to work 8 or more hours to qualify for the meal allowance.
From the timesheet entered above the system has automatically calculated that the candidate is entitled to 3 meal allowances as there are only 3 days where 8 or more hours were worked.
Example 2- A daily allowance is paid after a number of hours have been worked when the candidate is on a daily rate.
In the example below, the candidate is on an daily rate and is required to work 8 or more hours to qualify for the meal allowance:
If your candidate is on a daily rate, then you will have to select the Detailed option in the Timesheet Details section of the Main Details tab to allow them to enter a start and end time. This is the only way for the system to correctly calculate the allowance in this scenario.
When completing their timesheets, the candidate will have the ability to enter start and end times along with number of days, or parts of a day, worked.
**Important Note** Because the assignment is set up with a daily rate, the candidate is not required by the system to enter hours. However, if hours are not entered, then the system will not be able to calculate the allowance properly and an agency admin user will have to manually add the allowance units on every timesheet.
From the timesheet entered above the system has automatically calculated that the candidate is entitled to 2 meal allowances as there are only 2 days in which 8 or more hours were worked.
Example 3 - A daily allowance is paid when the candidate is on a daily rate regardless of the portions of a day worked.
In the example below the candidate is on an daily rate and is being paid a meal allowance for every day they have worked. In this case, zero is entered in the "after" box immediately following the rate itself.
From the timesheet entered above the system has automatically calculated that the candidate is entitled to 4 meal allowances as he has worked 4 days.
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Example 4 - A daily allowance is paid when the candidate is on a daily rate for every day where overtime is worked.
In the example below the candidate is on an daily rate and is being paid a meal allowance for any day where they have worked overtime.
From the timesheet entered above the system has automatically calculated that the candidate is entitled to 2 meal allowances as he has worked overtime on 2 days.
In this example we are billing the client a fixed fee monthly fee for every timesheet.
1. Set up the Rate Code
On the Rate Code Entry screen, set the Rate Code Type to Allowance.
2. Add to the assignment
When setting up the assignment click the Add Bill Allowance button. From the Allowance Type drop down, select Per Timesheet and from the Allowance Rate Code drop down select the appropriate rate code. Then, simply enter the allowance fee in the Rate field.
Once the timesheet has been submitted the system will add the extra allowance as a new rate line on the timesheet.
As this is a billing allowance it will appear on the Sales Invoice.
Agency Entered
1. Set up the rate code
On the Rate Code Entry screen, set the Rate Code Type to Allowance.
2. Add to the assignment
Add the allowance to the Costing tab of the Assignment by clicking the Add Pay Allowance button. Click the Add Bill Allowance button to add allowances to your sales invoices as well.
Then set the rate for this allowance, which has been set to 100.00 in this example. If the rate is unknown, simply set it to "1" and this can then be amended when validating the timesheet by manually entering the rate along with the number of units for the allowance.
The allowance rate can be applied to either the pay, bill, or both.
3. Process the Timesheet and add allowance units
The allowance is not visible to the candidate and the units must be entered manually by an agency user at the validation stage.
The timesheet will be flagged with a warning that it contains 0-unit line items that must be edited or removed.
Simply add the number of allowance units applicable in the units field in your timesheet edit window, and click Validate.
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