1 Presenter Customer Success Manager Lynne Ingraham - PowerPoint PPT Presentation

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Presenter Customer Success Manager Lynne Ingraham lynne@homecaresoftware 2

Security Considerations Set Up Master Lists Components (OT, Travel Time, Holiday & More) How To Handle …. ● Pay increases AGENDA ● Vacation Pay ● Bonuses ● Sleep Time All Things ● Training/Orientation ● Daylight Savings Time Caregiver Pay ● Sending Payroll Report to Caregiver ● Mass Update ● Report Writer Best Practices Where to Read More Contact your Department of Labor for the rules/regulations in place in your area. 3

Important Contact Department of Labor for the rules/regulations in place in your area. 4

Security Considerations In the Security area, you can limit who can see pay rates. You can further designate who is allowed to run Timesheet (Payroll) reports, and who is allowed to see, edit or delete the actual Timesheets. Best Practice: Review security settings for each user, and limit user access based on job responsibilities. 5

Set Up - Company Settings Company Information: This is what determines your payroll week. If you are doing your payroll via our interface to QuickBooks, this must jive with the first day of the week set up in QB. 6

Set Up - Company Settings Calendar Options Placing a checkmark here will display the name of the payroll item on the calendar (or weekly) view of the schedule. 7

Set Up - Company Settings Other Options The majority of the set up in Company Settings happens in this tab. We’ll take it one area at a time. ● Create Time Sheet options ● Overtime ● Travel Time ● Additional Time Sheet options 8

Set Up - Company Settings Set up how you wish the system to handle shifts that cross over midnight. Example: Caregiver shift is Saturday 7p until 7a on Sunday morning. Do you wish to count all 12 of those hours toward Saturday? Things to consider: 1. This could affect overtime Saturday: 7p-7a 12 hours 2. This could affect holiday pay 3. If either the service or the payroll item are a OR should only 5 of those hours count flat rate, the system will NOT split the shift at towards Saturday, and the remaining 7 midnight - and all hours WILL apply to the first counts towards Sunday? day. Saturday: 7p-12p 5 hours Sunday: 12p-7a 7 hours 9

Set Up - Company Settings Overtime If you wish to calculate (and be alerted to) overtime for your caregivers - set up the parameters here. You can base it on: ● # of hours/day ● # of hours/week (or both) ● Weighted average If you have Independent Contractors, select whether you wish Read more about Weighted Average in the help file to also calculate overtime for them. by perusing documentation on the Other Options tab. Weighted Average You will also find specific information on weighted If a caregiver is paid at more than one rate (ex. $11/hour for average overtime in regards to QuickBooks. personal care, and $10/hour for home care) - Generations can automatically calculate and base the caregiver’s pay using that weighted average. Generations does not calculate overtime for billing purposes. 10

Set Up - Company Settings Travel Time Travel Time in Generations is based on the US Dept of Labor rules for homecare agencies, which states that an agency must pay for the time it takes a caregiver to travel from client 1 to subsequent clients in the same day. It does not include the time it takes for a caregiver to travel from their home to their first client, NOR the time it takes for them to travel home from their last client of the day. If you wish, you can choose to not only pay for the time it takes them, but also for the mileage for that travel. To set it up, you’ll enable it and set up some parameters. If you wish Because Generations will create “shifts” of Travel Time for to, for example, pay all caregivers a specific rate - such as minimum the caregivers, you will need to establish a Service Code wage - for their travel time, you can set up that payroll item here, (we recommend that you call it “Travel Time”) - with a designate the rate of pay for it, and then update all caregiver records $0.00 billing rate. with that rate. Later in this webinar, we’ll take a look at creating Travel If you wish to pay mileage - enter the other expense account from Time shifts in Generations. your Service Code list that you wish that to be associated with. 11

Set Up - Company Settings Typically, it’s a confirmed shift in Generations that indicates it is ready to be billed & paid. By only creating Timesheets for confirmed shifts (recommended, unless you do Advance Billing), you’re ensuring that only those shifts that have been worked and confirmed are being compensated for. Shifts become confirmed either via EVV, or manually confirmed by an office user. 12

Set Up - Master Lists Payroll Items This is where you set up the names of the different pay items. If you’re a QB user, keep in mind the length should be no longer than 23 chars. The actual rates are set up on a caregiver basis. Let’s look at some details…. 13

Set Up - Master Lists Flat Rate : a check here indicates whatever amount you associate with Third Party Paycode : only needed if you are this item for a caregiver will be paid regardless of the duration of the shift. working with a payroll vendor who requires this in the payroll export file OT Exempt : place a check here if you do not want this item to be included in overtime calculations. Status : payroll items can be active or inactive. If a payroll item is no longer being used, we recommend that you make it inactive so that it can no longer be used. FTE : If you are tracking FTE (Full Time Equivalent) caregiver hours, you can designate the # of hours Whether you pay one hourly rate for every shift for all caregivers, or an item should be calculated as. For example, if a if you pay different rates for different kinds of work (ex. pet sitting, caregiver has a 24-hour live-in shift, you may wish home maintenance, skilled nursing, RN visit, etc…) - it’s important to to only count that as 16 hours for FTE purposes. keep this area up to date. Note that you can also make a payroll item EXEMPT from being counted toward FTE hours. 14

Set Up - Master Lists Other Expenses Do you pay your caregivers mileage? Reimburse them for expenses? Pay bonuses from time to time? You’ll want to set up all of those items that are not paid as a typical hourly rate as Other Expenses - so that you can tack them on to the caregiver’s pay. Other Expenses are set up in the Service Code master list. TIP: If what you pay for an other expense item is a static amount, enter the amount in the COST column (example above - shift bonus - it’s always $10.00). If the amount you’ll pay could vary (such as reimbursement), enter a ‘1’. 15

Set Up - Master Lists City Minimum Wage Some cities require that workers be paid at or above a minimum wage while working within the city limits. Often, this minimum is above the national minimum wage - and is set by the city government. Use this master list to track any minimums that have been set for the cities that your caregivers work in. When scheduling, Generations will compare the city in which the client lives with the payroll item rate that is assigned to the caregiver on that shift. If the City Minimum Wage is higher - you will receive an alert. 16

Set Up - Master Lists Holiday If you wish to BOTH bill and pay something like time & a half for certain dates of the year - you can set those dates up in the Holiday master list - and Generations will automatically apply the factor you specify to both the billable & payable. If you bill or pay holidays differently - for example, if you bill at a regular rate, but pay at a holiday rate - then you will need to establish specific holiday payroll items (Payroll Item Master List), and add those with the applicable rates to the caregiver’s Payroll Items tab so that they can be used when scheduling on those dates. 17

Set Up - Caregiver Caregiver Set Up When onboarding a new caregiver who is an Independent Contractor, be sure to check the box on their Personal Data screen. Payroll Items At this tab, you’ll select the Payroll Item (or items) that you wish to use to pay this caregiver, and enter the rate(s) of pay. If the caregiver will typically be paid a certain item, check it as their “Default” rate. Doing so will automatically select this rate when scheduling (it can be overridden if needed). You can also make certain items Inactive - indicating that they are not to be used when scheduling. 18

Scheduling In the example below, as soon as I selected Dudley as the Caregiver, it automatically entered his hourly rate - because that’s the payroll item I have set up as his default. If you would like to override that and select another of his rates, just click on the drop-down in that field to select a different payroll item. In this example - I want to pay him 9.75/hour instead - but that payroll item isn’t set up for him yet. If the rate you need to pay for this shift is not available in that caregiver’s payroll items, you can add it “on the fly”. Just click the green/white PLUS button. You will be able to select another item from the Payroll Item master list, and enter the rate to be paid this caregiver. 19