The rate templates in TempBuddy allows us to create a pay and charge template to be used alongside the approved times on a timesheet and any rules that would apply to calculate the amount for payroll and invoicing.
You can create a template without a client name meaning that this template can be used by all clients or specify the client name to be used only for that specific client.
Creating a Complex Billing Template:
To create a template, you can:
Go to Settings >> Complex Billing Templates >> Add New
When creating a new job, Jobs >> Add New Job >> Step 3 (Billing Information) >> Switch Complex Billing toggle ON and click the + icon
When creating a new template, the first screen that you will see is called the basic template. i.e. a template with just a pay and bill rate that will apply anytime.
Enter the name of the template, pay and bill rate and click Add New Template if you don't need to create any specific rule. You can start using this template straight away by typing the name of the template when creating a job. If you do need to create rules, proceed to the next step below.
Adding rules to a template:
Rules are added to rate templates when there are special scenarios. For example - you are paying employees at a higher overtime (OT) rate when they work over 8 hrs in a day. When a rule is added, it will appear in a list at the bottom of the template when you save it.
To add a rule, click on New when on the basic template screen to begin.
A screen will pop up with various fields relating to time, pay and charge. At the very least, you will be required to add the rule name, an input in the time fields and pay and charge rate.
Below is a screenshot of the rules creation page. Explanation of each labels are below the screenshot.
Name: Enter the name of the rule to easily identify which rule was applied when you export the data
Order: The order is a way for the template to understand which rule will apply in case there is a clash between them. If we compare two rules, the one with the lower order number is the more important one; so this rule will apply in case there is a clash. A classic example is with days. Currently in TempBuddy, we can apply a rule on everyday or on specific days. If there was a rule on Order 4 which applies everyday and another on Order 3 which applies on a Saturday, it means that on a Saturday, both the everyday and Saturday rules will apply. To differentiate between them, the lower order number is taken as preference
Type: The type of the rule can be either "Fixed Type" or "Multiplier Type". Fixed type rules will apply the pay and bill rate that is listed on the rule. Multiplier type rules will apply the basic rates multiplied by a factor added in place of the pay and bill rate. For example, if on a Saturday, the applicable rate is twice the basic rate, then on the pay and bill fields in the rule, we put 2. This will multiply the basic on the template by 2 if the Saturday rule is triggered
SubType: The Sub Type can be either be Normal or Premium. Normal type means that only the rate associated with the rule will apply. Premium type means that the rate in the rule will be added to the basic to produce the final rate
Valid From / Valid Until: Specify the date from and until when the rate should be applied. If used, the rule will only apply between those dates
On: You can select the day on which the rule will apply. There is an option for everyday or specific days to apply the rule
Time Parameters: Here is where the time parameters will be defined. There are 3 time field parameters to choose from - shift hours, time of day and assignment hours. The first column for each is when the time will start and the second column is when the time the rule would apply will stop. (i) Shift Hours: The hours worked in one shift. For example, if we are writing a rule to say that after a worker has done 8 hours they will get paid overtime. So the parameters here would be from 8 to 24. This means that once the timesheet has reached 8 hrs, the rate template will stop applying the basic rule and will apply this one instead until the 24th hour. After that, if there are no rules to apply, the template will revert back to the basic rate. (ii)Time of day: This field allows you to select an absolute start and end time. This means that when the time on the timesheet match the rule, then the rule will apply and until the end time. (iii)Assignment hours: This is the total hours per assignment for a given week. For example if overtime is paid after working for 40 hours, the cumulative rule will apply when the worker had passed 40 hrs on their timesheet
Age Related pay: If enabled, the template will ask to define the age range as to when the rule will apply. For example, if the rate that you are creating only applies to workers between 25 and 60, then using the age related pay, you will set it for 25 to 60 for the lower and upper limit respectively. NOTE: this uses date of birth on the worker profile to determine the age
State: By default, the state is Default (here, Default = Working). We can change the state, for example, to break. This will mean that a job using this template will have the breaks paid and charged for
Pay and Charge rate: This will be the value (or multiplier) that will apply when the rule match the time on the timesheet
The rules are of AND nature, meaning that if you have multiple rules in on rule template, it will be a cumulative of all the rules.
After you are done defining the rules on Step 1, click Next.
On Step 2, review the rule you have defined and click Finish.
This will take you back to the Create New Template screen. If you need to add more rules, click New again. If everything is good to go, click Add New Template.
Let's take a look at an example complex biling template to understand how it works -
In the example below, the normal pay rate and bill rates are $15 and $25 respectively. However, if an employee works beyond 8 hours for the day, they pay rate and bill rate will increase to $20 and $30 respectively for the number of hours they work beyond 8 hours.