Purpose Statement
This article explains how to add, update, and schedule pay rates within an individual personnel record in First Due's Personnel module.
Users can assign existing pay rates, set effective dates for rate changes, and create customized pay rates for specific personnel. This functionality helps departments maintain accurate compensation information and manage pay rates for different activities and time periods.
Background Information
Pay rates are managed within individual personnel records in the Personnel module. Departments can assign previously configured pay rates or create customized pay rates for specific personnel.
Existing pay rates are configured within the Personnel Setup module and can be selected when editing an individual's personnel record.
Users can:
Assign an existing pay rate to a personnel record.
Update a personnel member's current pay rate.
Apply pay rate changes immediately or schedule them for a future date.
Create customized pay rates for individual personnel.
Establish start and end dates for customized pay rates.
Associate customized pay rates with specific modules, such as Training.
Configure different pay rate types, including Money, Stipend, and Points.
Required Permissions
Users must have appropriate access to the Personnel module to view and modify personnel records.
The specific First Due permission names required to edit personnel pay rates have not been verified. Administrators should confirm that the user's assigned role includes permissions to access and edit personnel records and manage pay rate information.
Video
Step-by-Step Guide
Assigning or Updating an Existing Pay Rate
1. Navigate to the Personnel Module
Open the Module Stack.
Select Personnel.
Click Personnel List.
2. Select a Personnel Record
Locate the personnel member whose pay rate needs to be added or updated.
Click edit in the action column to open the record.
3. Access the Pay Rate Section
Review the currently assigned pay rate.
4. Select a Pay Grade
Click the pay grade drop-down field.
Choose the desired pay rate from the available options.
A modal window will appear, allowing you to determine when the change should take effect.
5. Set the Effective Date
Select Effective Now to apply the new pay rate immediately.
Alternatively, schedule the pay rate change for a future date.
Click Save within the modal to confirm the selection.
6. Save the Personnel Record
Navigate to the upper-right corner of the personnel record.
Click Save.
Verify that the updated pay rate is displayed in the personnel record.
Adding a Customized Pay Rate
1. Open the Personnel Record
Navigate to Personnel > Personnel List.
Select the personnel record requiring a customized pay rate.
2. Add a New Pay Rate
Navigate to the Pay Rate section.
Click Add in the upper-right corner of the section.
The pay rate configuration fields will appear.
3. Configure the Pay Rate Dates
Enter the Start Date for the customized pay rate.
Enter the End Date for the customized pay rate.
For example:
Start Date: January 1, 2027
End Date: March 1, 2027
4. Adding Pay Rate Configuration
Locate and click Add Pay Rate.
A modal window will open, allowing you to customize the pay rate for the selected time frame.
5. Select the Module
Locate the Module field.
Select the module associated with the pay rate.
6. Select the Pay Rate Type
Locate the Type field.
Choose from the available pay rate types:
Money
Stipend
Points.
7. Enter the Pay Rate
Locate the Rate field.
Enter the desired rate.
8. Add the Configured Rate
Click Add within the configuration modal.
Verify that the newly configured pay rate appears in the list.
9. Confirm the Customized Pay Rate
Navigate to the bottom of the pay rate configuration.
Click Add to attach the customized pay rate to the personnel record.
Verify that the new pay rate appears within the personnel profile.
10. Save the Personnel Record
Navigate to the upper-right corner of the personnel record.
Click Save.
Confirm that the customized pay rate is displayed with the appropriate dates and configuration.
Best Practices
- Verify Existing Pay Rates: Before creating a customized rate, review the existing pay rates configured within Personnel Setup to determine whether an appropriate rate is already available.
- Confirm Effective Dates: When scheduling a pay rate change, verify that the effective date reflects when the new compensation rate should begin.
- Use Customized Rates When Appropriate: Create customized pay rates when an individual requires a specific rate for a designated module or time period.
- Select the Correct Module: Ensure the customized pay rate is associated with the appropriate module, such as Training.
- Verify Pay Rate Types: Confirm that the selected type (Money, Stipend, or Points) matches the intended compensation structure.
- Review Date Ranges: When configuring temporary pay rates, verify both the start and end dates.
- Save All Changes: Always click Save in the upper-right corner of the personnel record after adding or updating a pay rate. Saving within a modal alone does not complete the demonstrated workflow.
Troubleshooting & FAQs
Why can't I find the pay rate I want to assign?
Existing pay rates are configured within the Personnel Setup module. Verify that the desired pay rate has been created and is available for selection.
Can I schedule a pay rate change for a future date?
Yes. When changing an existing pay rate, the effective-date modal provides the option to apply the change immediately or schedule it for a future date.
Can I create a pay rate for only one personnel member?
Yes. The Pay Rate section allows you to add a customized pay rate directly to an individual personnel record.
Can I assign a customized pay rate for a specific time period?
Yes. When creating a customized pay rate, you can specify both a start date and an end date.
What pay rate types are available?
The demonstrated configuration includes three pay rate types: Money, Stipend, and Points.
Can customized pay rates be associated with specific modules?
Yes. When adding a customized pay rate, you can select the associated module. For example, you can create a Training pay rate for an individual personnel member.
Why isn't my updated pay rate appearing in the personnel record?
Verify that you completed the configuration and clicked Save in the upper-right corner of the personnel record. If the rate was scheduled for a future date, review the effective date.
Do I need to save after adding a customized pay rate?
Yes. After clicking Add to attach the customized pay rate, you must click Save in the upper-right corner of the personnel record to complete the process.