Add or Edit a Rate Card

Overview

Rate Cards are used to store all pay and charge rates as well as the oncost percentages for pay items other than the employee’s base rate.

They can be used across groups of employees using the same pay, charge and oncost rates or set separately for individual employees.

In the Pay Rules that you create, you can specify the pay and charge rates that need to be applied. 

Rate Cards are managed in Config > Payroll > Rate Cards.

If you need this enabled in your portal, please contact our Support Team.

Add a Rate Card

To add a Rate Card:

1. Go to Config > Payroll > Rate Cards > Add New Rate Card.

2. Set the region for the Rate Card. (You won’t be prompted to do this if only one region is enabled in your portal.)

3. Enter a Name for the Rate Card.

4. Set any tags or a group value to apply to the Rate Card

5. If your portal has multiple currencies enabled, select the Charge Rate currency.

6. Click Save.

Add Rates to a Rate Card

Once the Rate Card is saved, you can add rates to the Rate Card.

1. Click Add New Rate.

2. Enter the Rate name.

   • We recommend copying and pasting directly from your list of Pay Items as it is crucial all of your rate names are referenced in the same way on rate cards.

   • Once a rate has been added you can not edit the name

3. Enter the Pay Rate.

4. Enter the Oncost percentage.

5. Enter the Charge Rate.

6. Click Save New Rate.

Ensure that the Rate name you enter is correct before you save it. Once a Rate Card is saved, the name can’t be edited and the line can’t be removed from the Rate Card.

You’ll need to click Add New Rate for each additional rate that you need to set.

If you’d like to include attachments, you can add them in the Attach Files section at the bottom of the screen.

Edit a Rate Card

You can edit some fields once a Rate Card has been created. To do this:

1. Go to Config > Payroll > Rate Cards > select the Rate Card.

2. Click Add Rate Change for the rate that needs updating.

3. Edit the settings as required.

4. Click Save New Rate.

Rate cards and rates can also be imported or updated using the Rate Card Importer.

Assign a Rate Card on a Job

Rate cards are most commonly assigned on the Job Details page in an employee profile. They can also be assigned in the Occupation Library or on a Customer profile.

Categorise Rate Cards with a Group

When you configure a rate card, you’ll have the option to enter a free-text Group value. This value can be used to categorise or link together similar rate cards, so that when you’re assigning rate cards to an employee’s Job Details tab, you’ll be able to search using the Group value instead of having to separately locate a rate card using its exact name. 

If you have a large number or a complex setup of rate cards, allocating a Group value simplifies the process for filtering and assigning or updating the rate cards on your employees’ jobs. 

For example, your portal may have multiple rate cards that are linked to a specific customer, so you may choose to set each of these rate cards with a Group of ‘Customer Name’. When you add or edit a job on an employee’s profile, you can enter the Customer Name as the search term in the Rate Cards dropdown field and the system will filter and display only those results that match.

Please note that the Group you enter will apply to the individual rate card only. You will need to set the value separately for each rate card as required, or use the Rate Card Importer .