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You can now configure salaried pay rates within the Pay Rate Builder. This is particularly useful when you have salaried staff that also get particular allowances, penalties or overtime in addition to their salary.
In this example, we'll configure a commonly requested customer scenario, where a team member is on a salary, but receives overtime pay when they work more than 45 hours in a week.
This article covers:
Creating the Pay Rate
From the pay rate builder, select Create Pay Rate, then Start from scratch.
From here, you can select the Salary contract type, and give the pay rate a name. Then click Create.
When you view a salaried pay rate you will see four tabs with settings to configure:
General
The General section allows you to edit parameters affecting the entirety of the pay rate.
Pay Rate Details
Click Edit to change the Pay Rate Details.
This allows you to change the following:
Contract name: What the pay rate is called.
Employment type: Which types of employees can access this pay rate. Choose from:
- Full-time
- Part-time
- Casual
- Contractor
- Hourly
- Salary
Start of the week day: Defines the start time of a new day. Defaults to midnight but can be edited.
Split time worked over the end of the day: When a shift crosses the end of the workday, hours can be counted towards that day or the following day for purposes of overtime. If yes, a new days count will begin. If no, hours will belong to the day based on when the shift started. Deputy recommends selecting no.
Status: Determines if the pay rate will appear in the pay rate drop-down menu to be assigned to team members in their profile on the People tab. Choose from:
- Active
- Inactive
- Draft
Only pay rates with an Active status that don't have a name beginning with "TP" will show in the pay rate drop-down menu when assigning pay rates to team members.
The status of Draft or Inactive will not show in the pay rate drop-down menu for team members but will be visible in the Pay rate builder.
When you're done editing the pay rate details, click Save.
Leave Entitlements:
This sets the default leave entitlements assigned to users on this pay rate.
Click Add and select the required leave entitlements, then click Add again.
Note:
- These settings will be overridden by any changes a manager makes to the employee's profile on the People tab.
- Changing this setting will not affect the leave entitlements of users currently assigned this pay rate’s leave entitlements; it will only apply to only users who have the pay rate assigned after the leave entitlement update is made within the pay rate.
Salary pay (Enterprise Only)
If you need your Salary hours to export with timesheets, this tab allows you to:
- rename the Salary value
- make it exportable.
Selecting Yes to the "Export code" field will send salaried hours with the name set in the "Name of regular rate" field to payroll as part of the timesheet export. By default, this is set to No.
Pay rules
This tab shows the pay rules attached to the pay rate. These pay rules can be added, edited or deleted as explained in Introduction to adding or editing pay rules within a pay rate.
Clicking Add will provide a list of calculation types. Each of these calculation types have inbuilt rules that dictate how they will interpret pay. Adding one of these calculation types allows you to configure the pay rule.
In this example, we've added the "Period Overtime" pay rule so that we can pay overtime after 45 hours.
Adjust the settings to reflect the Overtime rules you require. In this example, we've:
- Given the pay rule a name
- Set the Overtime period to one week
- Selected the first day on the overtime period (a Monday)
- Set the Period Overtime Threshold to 45 hours
- Set the Pay rate for this pay rule as a Multiple of regular rate (1.5x)
When you're done, click Save. You'll now see your pay rule on the pay rate main page.
Any payments added here are in addition to the salary amount, not replacing it.
Rule Priorities
The Rule Priorities tab in each pay rate allows you to set the priority to apply the pay rules that make up the pay rate.
How does the pay rule priority work?
When interpreting pay, there may be cases when two rules conflict and both apply to a section of a timesheet.
In our example, the pay rate for salaried team members has both a pay rule for weekly overtime, and a pay rule for when salaried team members work on a public holiday. Let's say a salaried team member on this pay rate works on a Friday which is a public holiday. During that shift, the team member crosses the 45-hour weekly overtime threshold. So how will Deputy determine which pay rule to apply: the public holiday pay rule, or the weekly overtime pay rule?
In this case the pay rule with the higher priority in the list will be applied to calculate the pay.
The Rule Priorities tab will list all base pay rules in the pay rate. In the situation where more than one base pay rule can apply, Deputy will apply the pay rule that is highest in the list. Deputy therefore recommends ordering your pay rules with the highest rate at the top of the list.
How to change the priority
In the Rule Priorities section, click on Edit on the top right.
Now click and drag each pay rule to reorder the list as required, with the highest priority pay rule at the top and the lowest priority pay rule at the bottom. Note: the Salary pay rule will remain on the bottom of the list and cannot be moved.
Click Save when you're done.
Assigning a Salaried Pay Rate to a Team Member
Once created, the pay rate can be assigned to a user through the People Tab.
If your pay rates have a multiplier rate (for example, our overtime), it is important to set the base rate value in the "Regular rate - Salary" field. This value is what will be multiplied.
Learn more about how Salary Cost Allocation is used to assign costs in the schedule and reporting.