Purpose Statement

The Scheduling Pay Rates feature allows administrators to manage and track employee compensation within the scheduling system. This functionality enables departments to maintain accurate pay rate histories, apply overtime multipliers, and ensure proper compensation calculations for all scheduled work assignments.

Background Information

Scheduling pay rates are essential for accurate payroll processing and budget management in Fire/EMS departments. This system maintains a complete historical record of all pay rate changes, automatically applies overtime multipliers based on work types, and provides transparency for both administrators and personnel regarding compensation structures. The feature supports complex pay scenarios common in emergency services, including different rates for various work types and automatic overtime calculations.

Required Permissions

To manage employee scheduling pay rates, users must have:

Video

Step-by-Step Guide

Accessing Employee Scheduling Pay Rates

1. Navigate to Personnel Module

   • Go to Personnel > Personnel List from the main navigation menu
     

1. Select the Employee

   • Locate the individual whose Scheduling Pay Rate you want to update
   • Click the pencil icon next to their name to open their personnel record
     

1. Open Scheduling Pay Rates

   • Select "Scheduling Pay Rates" from the menu options that appear
   • The pay rate management interface will display
     

Viewing Pay Rate Information

4. Review Pay Rate History

   • View past, current, and upcoming pay rates for the employee
   • Check when pay rates started and expired
     

4. Check Current Pay Rate

   • Locate the "Current Pay Rate" section for quick reference
   • Review Work Type Multipliers utilized by your department
   • Verify calculated compensation amounts when multipliers take effect
     

Adding a New Pay Rate

6. Enter New Pay Rate Information

   • Type the new pay rate in the designated field at the top of the screen
   • Select the start date for when the new rate becomes effective
   • Choose the end date (if applicable) for when the rate expires
     

6. Save the New Rate

   • Click the "Add" button to save the information
   • Verify the information appears in the pay rate history section
   • Confirm the green success notification appears in the lower left corner
     

Managing Pay Rate History

8. Delete Historical Records (if necessary)
   • Locate the trashcan icon to the right of the pay rate entry
   • Click to remove the historical record
     
   • Recommendation: Rather than deleting history, leave existing rates in place and add new ones for better record-keeping
     

Best Practices

Do:

• Maintain complete pay rate histories for audit and reference purposes
• Set specific end dates for temporary pay rate adjustments
• Verify overtime multipliers are correctly configured for your department
• Double-check all entered information before saving
• Use the current pay rate section for quick reference during scheduling

Don't:

• Delete pay rate history unless absolutely necessary
• Leave end dates blank for permanent changes
• Forget to verify multiplier calculations
• Rush through pay rate entries without confirmation
• Make retroactive changes without proper documentation

Additional Recommendations:

• Document reasons for pay rate changes in personnel notes
• Coordinate with payroll staff before implementing new rates
• Review work type multipliers regularly for accuracy
• Maintain consistent naming conventions for work types

Troubleshooting & FAQs

Common Issues:

Q: The new pay rate isn't appearing in scheduling calculations A: Verify the start date is set correctly and the rate has been saved. Check that no conflicting pay rates exist for the same time period.

Q: Overtime multipliers aren't calculating correctly A: Review your department's work type multiplier settings and ensure they match your current policies. Contact system administrators if multipliers need adjustment.

Q: Historical pay rates are missing A: Check if rates were accidentally deleted. Contact technical support to recover deleted records if needed.

Q: Can't save new pay rate information A: Ensure all required fields are completed and dates are in the correct format. Verify you have proper permissions to modify pay rate data.

Q: Multiple pay rates showing as current A: Check for overlapping date ranges and adjust end dates to eliminate conflicts.