Pay Rates Calculator (PRC)

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What Is Pay Rates Calculator?

The Pay Rates Calculator component was added to the Netsmart Homecare application due to an increase need in payroll interfaces and calculations.

Using Pay Rates Calculator, your agency can define overtime calculation schemes, you can set pay rates, define agency weeks and shifts for the individual resources or resource types, set pay rates calculator warnings, define pay rates calculator cycles and assign them to the agency staff, create on demand pay cycles if needed.

The Pay Rates Calculator component allows you to create the export file without intervention of the Netsmart Homecare staff. You can create different pay rates calculator export schemes to satisfy requirements of external importing software with the Export Setup Wizard. The schemes include pay rates information according to the needs of your agency.

The Pay Rates Calculator reports allow you view and print information based on pay rates calculator settings and calculations.

With all the Pay Rates Calculator features, the agency can effectively monitor performed services and accurately pay their staff.

Important: To use Pay Rates Calculator, your organization should be licensed by Netsmart Homecare. If your agency uses the accrual accounting reporting, the Netsmart Homecare Accrual Accounting Service must be restarted once the PRC license is provided in order for the data to be processed and displayed on the reports correctly.

Privileges for Working With Pay Rates Calculator

You must have system rights for the following operator privileges in Administration>Configuration>Operators>Privileges:

>	Administration>General>Resource Types:

>	Resource Types

>	Can Assign Pay Cycle (Resource Types)

>	Can Assign Overtime Calculation (Resource Types)

>	Pay Rates Calculator>Reports:

>	Gross Margin Report (Pay Rates Calculator)

>	Payroll Report (Pay Rates Calculator)

>	Employee Time Card (Pay Rates Calculator)

>	Resource Negotiated Pay Rates (Pay Rates Calculator)

>	Can print SSN (Pay Rates Calculator)

>	Pay Rates Calculator Warnings Report (Pay Rates Calculator)

>	Pay Rates Calculator Conversion Exception Report

>	Pay Rates Calculator>Settings:

Pay Rates

>	May See Staff Pay Rates

>	May Change Staff Pay Rates

>	Holiday Names

Shifts

>	Gross Margin

>	Holiday Dates

>	Agency Week

>	Pay Rates Calculator Cycles

>	Pay Rates Calculator Warnings

>	Overtime Wizard

>	Pay Rates Calculator>Cycle Processing:

>	Select Cycle

>	Can Lock Cycles

>	Can Close Cycles

>	Can Unlock Cycles

>	Can Reopen Cycles

>	Create on Demand Pay Cycle

>	Pay Rates Calculator>Exports:

>	Pay Rates Calculator Export

>	Export Setup Wizard

>	Export Definitions

>	Resource>General>Negotiated Pay Rates:

>	Negotiated Pay Rates Screen

>	User Can See Pay Rates (Resource)

>	User Can Edit Pay Rates (Resource)

>	Resource>General>Pay Rates Calculator Settings:

>	Pay Rates Calculator Settings (Resource)

>	Can Assign Pay Cycle (Resource)

>	Can Assign Overtime Calculation (Resource)

>	Scheduler:

>	Can exceed Maximum Limits

Working with Pay Rates Calculator Features

To start working with the Pay Rates Calculator features, your agency must be licensed and the Pay Rates Calculator option has to be turned on.

Warning: Once Pay Rates Calculator is activated, the changes cannot be reversed.

Activating Pay Rates Calculator

The following procedure describes how to turn on Pay Rates Calculator. Along with the activation, you can also define different financial options for further work with this module.

Note: For the detailed description of financial options, refer to the Defining Pay Rates Calculator Settings for Business Unit section.

1.	Go to Administration>Configuration>Business Units>Settings>Financial.

2.	Select the Use Pay Rates Calculator check box.

3.	Specify the start date for using Pay Rates Calculator in the Start Date field.

Click OK.

The conversion utility is launched on your computer that updates the windows from the previous version in Pay Rates Calculator>Settings and adds the new ones. The Pay Rates Calculator Conversion Exception report displays which settings (for example, holiday or weekend basis for pay rates which do not match the regular rate's basis) need to be converted manually.

Note: To learn more about the conversion process, see Pay Rates Calculator Conversion Exception Report.

Defining Pay Rates Calculator Settings for Business Unit

Once the Pay Rates Calculator is licensed, you should activate and define the corresponding financial settings for each Business Unit.

1.	Go to Administration>Configuration>Business Units>Settings>Financial.

Note: Refer to the Financial Setup Guide for the detailed description of all the financial settings.

2.	In the Pay Rates Calculator Options section, select the Suppress generation of Late Services check box not to include late services to paid services in the Pay Rates calculations.

3.	Select the Suppress generation of Adjustments check box not to include adjustments (changes) to paid services in the Pay Rates calculations.

4.	Select the Suppress Overtime Calculation check box not to include overtime calculation in the pay rates calculations.

In the Check Employee Overtime and Maximum Limits section, select one of the following options to set up parameters for showing warnings when the resource exceeds the overtime or maximum visit limits as defined in the Maximums and Warnings step in Pay Rates Calculator>Settings>Overtime Wizard:

>	Always – Warnings are shown every time when a service is scheduled or verified. If the verified service is unverified and no changes are made to it, a warning is displayed again during the service reverification. Selecting this radio button may affect the application performance.

>	Always except verification of previously scheduled services without changes – Warnings are shown every time when a new service is scheduled. Warnings are not shown when the service is verified or reverified without changes.

6.	Select the Calculate Overtime across Business Units check box to include pay rates data from the selected Business Unit to calculate overtime for other Business Units. These changes apply to open cycles only.

Note: This functionality is applicable to agencies that share resources and for those Business Units selected.

7.	Select the Master Business Unit check box to consider this Business Unit as the Master for overtime calculations. It means that the shared Business Units will use the Master's overtime definition information in their pay rates calculations.

8.	If your Payroll payment software requires an identifier for the Business Unit, enter the value in the Payroll Company Code field.

Note: This field is not required by Netsmart Homecare and may be required by your export target software.

Select the Allow Patient Level Resource Negotiated Pay Rates check box to enable the selection of an individual patient for whom the resource will be paid a specific amount in Resource>General>Negotiated Pay Rates. Also, the ability to select all service codes when entering a negotiated pay rate will be added.

10.

Click OK.

Setting Up Agency Week

1.	Go to Pay Rates Calculator>Settings>Agency Week.

Note: Refer to the Agency Week section for detailed description of each field in this window.

2.	Enter the start date to activate the agency week settings. Netsmart Homecare will calculate the week end day automatically.

The date selected must match the calendar day the agency week begins. For example, if the agency week begins on Monday, the start date for November must be 11/03/2008, 11/10/2008, 11/17/2008, or 11/24/2008.

3.	Enter the hour of the day when the agency week begins in the Start Day Hour column. Netsmart Homecare will calculate the day end hour automatically.

4.	Enter the last day for the agency week definition used by Netsmart Homecare in the End Date column.

Enter the value in this column when it is necessary to add a new week definition. If Pay Rates Calculator has already used this definition, an error message will be displayed saying that a new agency week must be defined.

5.	Save your changes.

Defining Pay Rates

1.	Go to Pay Rates Calculator>Settings>Pay Rates.

Note: Refer to the Pay Rates section for detailed description of each field in this window.

2.	Add a new row.

3.	Enter the pay rate code in the Code field.

4.	Enter the description of the pay rate.

5.	Enter the date this pay rate takes effect in Effective Date column.

6.	Enter the branch to which you want to apply this pay rate in the Branch field.

7.	Enter the amount for the pay rate.

8.	Specify the basis for the pay rate amount in the Basis column. The available values include: V – Per visit basis, H – Per hour basis, T – Tiered basis.

To learn more about basis values, refer to the Basis section.

9.	Enter the end date for this pay rate in the End Date column, if needed.

10.

Enter the holiday amount for the selected pay rate in the Amount field of the Holiday tab. The Amount field is optional according to the holiday policy and procedures.

11.

Enter the weekend amount for the selected pay rate in the Amount field of the Weekend tab. The Amount field is optional according to the weekend policy and procedures.

12.

Enter the shifts amount for the selected pay rate in the Amount field of the Shifts tab. The Amount field is optional according to the shift policy and procedures.

13.

Save your changes.

Defining Options for Pay Rates Calculator Reporting in Service Codes

You can define time calculations or deduction values and basis to be used in pay rates calculations for the resource types in the Pay Rates Calculator Settings tab in the Service Codes/Staff window. For the detailed instructions on general service code settings, refer to Staff Service Codes in the Financial Setup Guide.

1.	Go to Administration>General>Service Codes/Staff and select the service code you want to use for Pay Rates Calculator.

2.	Click the Pay Rates Calculator Settings tab and select the option that will be used for time reporting in pay rates calculations:

Payment – select to define the type of payment (for example, direct time, direct and indirect time, direct and travel time, and so on) that will be used during pay rates calculation. If you select Do not use for Pay Rates Calculator, the application will ignore this service code while calculating the pay rates.

>	Deduction – select to define the deduction basis (per visit or per hour) and deduction value during the overtime calculations.

The value entered in this field is deducted from the regular hours or visits threshold for the week in which the service code is defined and verified. For example, if the overtime rate for the resource is calculated after the 40th hour in a week and you set deduction value as 5, then this resource will be paid overtime after 35th hour of work in a week.

3.	Complete the needed information and save your changes.

Assigning Pay Cycles and Overtime Calculations for Resource Types

You can define the pay cycles and overtime calculations for the resources belonging to one resource type in the same Business Unit on the Pay Rates Calculator Settings tab of the Resource Types window. For the detailed instructions on general resource types settings, refer to Resource Types in the Administration User's Guide.

When a resource has multiple roles defined in the same Business Unit or when the Calculate Across Business Units functionality is enabled, pay cycles and overtime calculations should be assigned to this resource at the individual level (for more information, see Defining Pay Rates at the Resource Level).

1.	Go to Administration>General>Resource Types.

2.	Select the resource type for which you want to assign a pay cycle.

Make sure S (Staff) is selected in the Category field.

3.	Click the Pay Rates Calculator Settings tab.

4.	Add a new row.

5.	Enter the start day of services that will be included in the pay rates calculator cycle for the selected resource type in the Effective Date column.

6.	Select a pay cycle from the drop-down list in the Cycle Name column. The cycles are entered in Pay Rates Calculator>Settings>Pay Rates Calculator Cycles.

7.	Enter the end day of services in the End Date column that will be included in the pay rates calculator cycle for the selected resource type, if needed.

8.	Save your changes.

9.	Click the Overtime Calculations tab.

10.

Add a new row.

11.

Enter the start day of services in the Effective Date column that will be used for the overtime calculations for the selected resource type.

12.

Select an overtime calculation from the drop-down list in the Calculation Used column. The calculations are entered in Pay Rates Calculator>Settings>Overtime Wizard.

If you want to view the inactive overtime calculations in the grid, select the Show Inactive check box.

13.

Enter the end day of services that will be used for the overtime calculations for the selected resource type, if needed.

14.

Click the Export Settings tab and enter the department for the export wizard setup, if needed. This field is not required by Netsmart Homecare and is provided for use when your payroll payment software requires the resource department for import.

15.

Save your changes.

Defining Pay Rates at the Resource Level

1.	Go to Resource>General>Negotiated Pay Rates.

Note: Refer to the Negotiated Pay Rates section for detailed description of each field in this window.

2.	In the left section of the Negotiated Pay Rates window, add a new row.

3.	In the Patient column, select the patient for whom you want to enter negotiated rates. You can select either one or all patients.

4.	In the right section of the Negotiated Pay Rates window, add a new row.

5.	Enter the service code associated with this negotiated pay rate in the Service Code column. You can select either one or all service codes.

6.	Enter the effective date the negotiated pay rate in the Effective Date column.

7.	Enter the amount for the negotiated pay rate.

8.	Enter the basis for the negotiated pay rate amount in the Basis column.

To learn more about basis values, refer to the Basis section.

9.	Select the Do not Pay Overtime check box not to pay overtime rates for service code entry for the resource. Otherwise, clear the check box.

10.

Enter the end date for this negotiated pay rate in the End Date column, if needed.

11.

Enter the holiday amount for the selected negotiated pay rate in the Amount field of the Holiday tab. The Amount field is optional according to the holiday policy and procedures.

12.

Enter the weekend amount for the selected negotiated pay rate in the Amount field of the Weekend tab. The Amount field is optional according to the weekend policy and procedures.

13.

Enter the shifts amount for the selected negotiated pay rate in the Amount field of the Shifts tab. The Amount field is optional according to the shifts policy and procedures.

14.

Save your changes.

Defining Pay Cycles for Pay Rates Calculator

1.	Go to Pay Rates Calculator>Settings>Pay Rates Calculator Cycles.

Note: Refer to the Pay Rates Calculator Cycles section for detailed description of each field in this window.

2.	Add a new row.

3.	Enter the name for the pay cycle in the Cycle Name column.

4.	Enter the cycle frequency in the Frequency column or select it from the drop-down list.

To learn more about frequencies, refer to the Frequency section.

5.	Enter the effective date in the Effective Date column.

6.	Enter the end date in the End Date column if you need to close the cycle.

7.	Save your changes.

Defining Overtime Calculations for Pay Rates

1.	Go to Pay Rates Calculator>Settings>Overtime Wizard.

2.	In the Overtime Wizard window, click Add to create a new overtime calculation.

3.	To set up overtime calculations per visit, refer to the Setting Up Overtime Calculations per Visit section.

4.	To set up overtime calculations hourly, refer to the Setting Up Overtime Calculations Hourly section.

5.	To set up overtime calculations per visit and hourly, refer to the Setting Up Overtime Calculations per Visit and Hourly section.

Changing Overtime Calculations for Pay Rates

1.	Go to Pay Rates Calculator>Settings>Overtime Wizard.

2.	In the Overtime Wizard window, select the overtime calculation you want to edit.

3.	Click View to open the calculation.

4.	Click Edit to change to the entered data.

5.	Change the values as appropriate and click Finish.

Assigning Pay Cycles and Overtime Calculations for Specific Resources

You need to assign pay cycles and overtime calculations for specific resource when a resource (employee) has multiple roles with different resource types assigned or you are using the Calculate Across Business Units functionality.

Note: To learn more about the Calculate Across Business Units functionality, refer to step 6 of the Defining Pay Rates Calculator Settings for Business Unit section.

1.	Go to Resource>General>Pay Rates Calculator Settings.

Note: Refer to Pay Rates Calculator Settings Window for detailed description of each field in this tab.

2.	Add a new row.

3.	Enter the start day of services that will be included in the pay rates calculator cycle for the selected resource in the Effective Date column.

4.	Select a pay cycle from the drop-down list in the Cycle Name column. The cycles are entered in Pay Rates Calculator>Settings>Pay Rates Calculator Cycles.

5.	Enter the end day of services in the End Date column that will be included in the pay rates calculator cycle for the selected resource, if needed.

6.	Save your changes.

7.	Click the Overtime Calculations tab.

8.	Add a new row.

9.	Enter the start day of services in the Effective Date column that will be used for the overtime calculations for the selected resource.

10.

Select the overtime calculation from the drop-down list in the Calculation Used column. The calculations are entered in Pay Rates Calculator>Settings>Overtime Wizard.

11.

Enter the end day of services that will be used for the overtime calculations for the selected resource in the End Date column, if needed.

12.

Save your changes.

Setting Up Export Functionality

To successfully use the Pay Rates Calculator Export functionality, you should set up export definitions (see Export Definitions), create pay rates calculator export scheme (see Export Setup Wizard), and select one of the previously defined pay rates calculator export schemes (see Pay Rates Calculator Export) for creating pay rates calculator export file.

1.	Open the Pay Rates Calculator component.

2.	Go to Pay Rates Calculator>Export>Export Definitions.

3.	Add a new row.

4.	Select the pay rates calculator code type for the export definition from the Pay Rates Calculator Code Type drop-down list.

5.	Enter pay code applying to the pay rates calculator code type.

6.	Enter the start date for the export definition.

7.	Enter the end date for the export definition, if needed.

8.	Save your changes.

9.	To create a new export scheme, select Export>Export Setup Wizard.

10.

Click Add to create a new export scheme.

Note: Refer to the Creating Pay Rates Calculator Export Scheme section to learn the export scheme creation process.

11.

The created export scheme appears in the Pay Rates Calculator>Export>Export Setup Wizard window.

12.

To create pay rates calculator export file, select Export>Pay Rates Calculator Export.

13.

Select the export scheme from the Pay Rates Calculator Export Scheme drop-down list. The schemes are set in Pay Rates Calculator>Export>Export Setup Wizard.

14.

Enter the start date for the export file.

15.

Enter the end date for the export file, if needed.

16.

Select the Multiple Business Unit Consolidation check box if you want to view the Consolidation tab where you can define Business Units and regions for the export file.

17.

Use the Cycle Selection section to select the cycles that you want to include in the export file. The available values are:

>	Close Date in Date Range – Select to view the cycles with the pay cycle close date equal or greater than the start date of the export file and equal or less than the end date of the export file.

>	Start Date in Date Range – Select to view the cycles with the pay cycle start date equal or greater than the start date of the export file and equal or less than the end date of the export file.

>	End Date in Date Range – Select to view the cycles with the pay cycle end date equal or greater than the start date of the export file and equal or less than the end date of the export file.

18.

In the Use column of the Cycle Selection grid, select the check boxes opposite the cycles you want to include in the export file.

19.

Click the Export button to create the export file based on the pay rates calculator export scheme selected from the Pay Rates Calculator Export Scheme drop-down list and parameters set on the Define tab.

The information message appears saying that the export file has been created and shows the file location on your computer.