1 Presenter Customer Success Manager Lynne Ingraham - - PowerPoint PPT Presentation

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Presenter

Lynne Ingraham

Customer Success Manager lynne@homecaresoftware

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Security Considerations Set Up Master Lists Components (OT, Travel Time, Holiday & More) How To Handle ….

• Pay increases
• Vacation Pay
• Bonuses
• Sleep Time
• Training/Orientation
• Daylight Savings Time
• Sending Payroll Report to Caregiver
• Mass Update
• Report Writer

Best Practices Where to Read More

AGENDA

All Things Caregiver Pay

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

Important

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

Security Considerations

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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.

Set Up - Company Settings

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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.

Set Up - Company Settings

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Calendar Options

Placing a checkmark here will display the name of the payroll item on the calendar (or weekly) view of the schedule.

Set Up - Company Settings

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Other Options

The majority of the set up in Company Settings happens in this tab. We’ll take it

• ne area at a time.
• Create Time Sheet options
• Overtime
• Travel Time
• Additional Time Sheet options

Set Up - Company Settings

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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? Saturday: 7p-7a 12 hours OR should only 5 of those hours count towards Saturday, and the remaining 7 counts towards Sunday? Saturday: 7p-12p 5 hours Sunday: 12p-7a 7 hours

Things to consider:

1. This could affect overtime 2. This could affect holiday pay 3. If either the service or the payroll item are a flat rate, the system will NOT split the shift at midnight - and all hours WILL apply to the first day.

Set Up - Company Settings

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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 to also calculate overtime for them. Weighted Average If a caregiver is paid at more than one rate (ex. $11/hour for personal care, and $10/hour for home care) - Generations can automatically calculate and base the caregiver’s pay using that weighted average. Read more about Weighted Average in the help file by perusing documentation on the Other Options tab. You will also find specific information on weighted average overtime in regards to QuickBooks. Generations does not calculate overtime for billing purposes.

Set Up - Company Settings

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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 to, for example, pay all caregivers a specific rate - such as minimum wage - for their travel time, you can set up that payroll item here, designate the rate of pay for it, and then update all caregiver records with that rate. If you wish to pay mileage - enter the other expense account from your Service Code list that you wish that to be associated with. Because Generations will create “shifts” of Travel Time for the caregivers, you will need to establish a Service Code (we recommend that you call it “Travel Time”) - with a $0.00 billing rate. Later in this webinar, we’ll take a look at creating Travel Time shifts in Generations.

Set Up - Company Settings

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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.

Set Up - Master Lists

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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

• n a caregiver basis.

Let’s look at some details….

Set Up - Master Lists

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Third Party Paycode: only needed if you are working with a payroll vendor who requires this in the payroll export file 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 an item should be calculated as. For example, if a caregiver has a 24-hour live-in shift, you may wish to only count that as 16 hours for FTE purposes. Note that you can also make a payroll item EXEMPT from being counted toward FTE hours. Flat Rate: a check here indicates whatever amount you associate with this item for a caregiver will be paid regardless of the duration of the shift. OT Exempt: place a check here if you do not want this item to be included in overtime calculations.

Whether you pay one hourly rate for every shift for all caregivers, or if you pay different rates for different kinds of work (ex. pet sitting, home maintenance, skilled nursing, RN visit, etc…) - it’s important to keep this area up to date.

Set Up - Master Lists

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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’.

Set Up - Master Lists

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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.

Set Up - Master Lists

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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.

Set Up - Caregiver

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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.

Scheduling

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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.

Payroll Time!

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Shifts are confirmed - either automatically via EVV, or manually, based on paper timesheets. In either case - it’s the check in the Confirmed box that indicates the shift is ready for payroll (and billing). If you are paying Travel Time, this is the time to create the Travel Time shifts. You’ll find it under the Schedule drop-down in the top tool bar.

This caregiver worked with two clients each day.

Creating Travel Time Shifts

21 You will likely want to create Travel Time for all caregivers who have confirmed shifts with more than one client in a day. 1. Select the date range for which you need to add the Travel Time. 2. Ensure that the shifts are confirmed for both Shift1 and Shift2 - and then place a checkmark in the Select box (far left) 3. Map those two clients, if necessary. Once you’ve mapped it and have created the Travel Time shifts, Generations will remember the distance & # of miles between those two clients. 4. To create the Travel Time shifts, select the records on the far left, and at the very bottom, click on Create Schedules. 5. You will be asked to confirm - then will be notified of the # of Travel Time shifts created.

The question mark (?) indicates the shift is not confirmed.

Travel Time - Details

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The shifts have been created. Because I am also paying Travel Time Mileage - I see that added on the Other Expense tab of the Travel Time shift.

Next step? Creating Timesheets!

Creating Timesheets & Reviewing Payroll Information

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When you create timesheets, you’re gathering up all of the shift information for the pay period - for both billing & payroll purposes. Once timesheets have been created in Generations - your next step is to review a Timesheet (payroll) report. There are several reports based on timesheets - we recommend that you start by reviewing the Timesheet Detail by Pay Period. Here’s what we see there for caregiver DoRight… There are several parameters to choose from - I’ve run this report and selected to put it in order by date (instead of by client). I can see who he worked with (& when) and the # of regular

• hours. I can see he went into OT on the 3rd - and I’m

paying some travel time and travel time mileage.

Creating Timesheets & Reviewing Payroll Information

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If you see information on this report that is not correct - this is the time to make those corrections. We highly recommend that you make all corrections to the actual schedules - and then Create Timesheets again. (Changes made to schedules do NOT automatically also correct the Timesheet.) Once you can give this report a thumbs up - you’re ready to move forward with paying the caregiver!

Streamline Your Payroll Process

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Once you have good Timesheet data - you have several platforms to choose from:

• QuickBooks (desktop)

○ Our interface to QB desktop can transfer payroll information to QB & create the employee’s QB Timesheet (due to a limitation from QB, you’ll need to manually enter any other expenses in QB) ○ For your independent contractors, our interface can transfer their pay information to their QB Vendor record to create the QB Bill.

• QuickBooks Online

○ Works same as above, but there are some limitations for you to be aware

• f. (Please check those out in the user documentation.)
• Paychex (Core/PNG, Preview, or Flex)

○ These exports each generate a file that includes information specified by these payroll vendors, so you can upload the file to them.

• ADP (Pay eXpert or Workforce)

○ The export creates a file that can be imported into either of these platforms

• f ADP.
• Or any other 3rd party payroll vendor

○ Find out what your payroll vendor would like to see in the exported file, and customize an export to their specifications.

Tip:

The interface to QB desktop & QB online will mark the Timesheets as PAID for you automatically. If you use one of the payroll exports - remember to update the Timesheets as paid.

Best Practice for Payroll Day

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1.

Make sure that all shifts worked are confirmed. 2. Add any additional Other Expense items that are payable to the Other Expense tab

• n the shift.

3. Run an Unconfirmed Shift report for the date range you’re about to run payroll for - make sure you’re not missing anything. 4. If you’re paying Travel Time, create the Travel Time shifts. 5. Create Timesheets. 6. Review a Timesheet Report. We recommend the Timesheet Detail by Pay Period, but any will do. 7. Once you can give that report two thumbs up - you’re ready to go to the next step. (If the report has errors - make the corrections in scheduling, then Create Timesheets again.) 8. If using QB, ensure QB is open, and transfer the Timesheets to QB via the interface, and proceed with your payroll process there. (If paying Independent Contractors, transfer the Bills to QB.) 9. If using a 3rd party payroll vendor - export the data file, and remember to mark the Timesheets as paid as part of that process. Upload the file to your payroll vendor. 10. Do a happy dance!

The key to this process really lies in steps #6 & #7. The Timesheet report shows you exactly what the system has calculated as gross pay for each caregiver. If this is not correct, your payroll will not be correct.

Provide Timesheet Report to Caregivers

27 Part of YOUR best practice may be to provide your caregivers with a copy of the TS report showing the details regarding their pay for the week. You can print that off & include it with their paycheck - OR, you can email that report to them. At the Timesheet Detail by Pay Period report parameters, you can select specific - or all - caregivers, and then click “Email Report” in the lower right. This will send each caregiver selected their portion of the report as a PDF.

Other Best Practices

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What about pay increases?

In our example earlier, caregiver Dudley DoRight had a payroll item called Hourly which was set up for $10.50. He’s done a great job, and I want to give him an increase in pay. His new hourly rate will be $10.75/hour - and it’s effective immediately. 1. Create a new item in the Payroll Item Master List - I’ll call mine “Hourly 2020”. 2. I will then assign that new payroll item to Dudley on his Payroll Items tab, and enter his new rate of $10.75/hour. 3. I will then change the status of his old “Hourly” item to “Inactive” - to ensure that no other schedules are added with that old rate. 4. Last, edit all schedules for Dudley from today forward to change them out to the new rate. NOTE: You might be tempted to just change the rate of his existing “Hourly” item - don’t do it… that will change all history of previous schedules where that payroll item was in use.

What about bonuses?

If the bonus will always be a set amount, you can set that up as an Other Expense item in the Service Code master list with the actual amount. If it will be a variable amount, set it up as an Other Expense with a cost of $1.00 - so that you can enter whatever bonus amount you wish (on the Other Expense tab of a shift.

Don’t just change the rate!

Other Best Practices

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What about pay for training or orientation?

Many of our customers handle these types of items by scheduling the time for training, orientation (or other items, such as paid vacation time), right on the caregiver’s calendar in Generations. Create a “client” in Generations called “Training”, or “Orientation” - whatever you’d like. Create a Service Code called “training” or “No Bill” with a $0.00 cost. (You don’t want to actually bill anyone for this time, right?) Create a schedule between the caregiver and that client, using the appropriate $0.00 Service Code, and whatever payroll item/rate you wish to pay the caregiver for that time. Confirm the shift as usual, and process along with their other time spent in the field.

Can I do my office staff payroll through Generations, too?

You sure can! Enter the office staff individuals into Generations as “Caregivers”, along with their payroll item and rate of pay. Create a “client” in Generations called “Office” (or whatever you’d like. Create a Service Code (perhaps also called “Office”) for $0.00. Create the work-day schedules for the office staff with that client. They could even use EVV to login/out of their “shifts” just like the caregivers do - or simply confirm the shifts at the end of the pay period - and process along with all other payroll.

Other Best Practices

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What about Daylight Savings Time?

Many areas of the world use DST. Generations does not account for this addition (or subtraction) of time. Best practice is to manually change Timesheets so that the correct information flows to payroll. (Schedules do not need to be changed because they show the actual time worked.)

How about late timesheets?

This is really only a challenge if you are still using paper timesheets (instead of EVV). If you are consistently marking Timesheets as paid, you will always be able to see which are not marked as paid and are outstanding. Once you have confirmed the older shifts - Create Timesheets for that pay week. Run a Timesheet Detail by Pay Period report, choosing the parameter to filter to only those Timesheets that have not been marked as paid. You will clearly be able to see those old,

• utstanding items. Include those dates in your

next QB timesheet transfer, or in your next payroll export.

Sleep Time and Meal Time

In some instances, a caregiver may be required to take some time for rest or meals as part of their time working with the client. Accomplish this by setting up back-to-back schedules to account for the sleep or meal time.

Reports

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Timesheet Reports

Part of the best practice of doing payroll is to review the Timesheets (payroll) report. There are several to pick from, but we recommend the Timesheet Detail by Pay Period, as it shows the detail for each caregiver. In the samples to the right - you can see: Caregiver Clients Dates/times Regular hours @ rate OT hours @ rate Holiday hours @ rate Total hours Gross Amt per shift Total hours for pay period Other Expenses Grand Total (gross)

Reports

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There are other ‘flavors’ of the Timesheet Report - check & see which one will best meet your needs

Timesheet Summary (by Pay Period) Report Timesheet Summary by Payroll Item

Reports

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Overtime Reports

Summary Detailed

Found under Scheduling Reports Based on Schedules - Not Timesheets, so a great place to review projected overtime.

Note: E/T Hours = Exempt Hours

Report Writer

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How can I see all of the payroll items set up for my caregivers? This is a great way to see:

• Pay rates currently in effect for all

caregivers

• Which caregivers do not have a default

payroll item

• Which caregivers don’t have a payroll item

(other than the Travel Time item which, if enabled, is automatically added)

Mass Update

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Two items under Mass Update can help you manage payroll items on the caregiver records AND on the schedules.

Only users with Administrator permissions can update Payroll items via Mass Update.

Scenario #1

Let’s say you’re going to begin providing a new service to your clients - I’ll call it “Senior Concierge”. All of the caregivers will be providing this service and will be paid the same rate of pay to start. First - create the new Payroll Item in the master list, then go to Mass Update. Select the Payroll Item, and enter the rate. Then select the caregivers you wish to add it to - or check the box to Select All. Click the Assign button - then click Close.

Mass Update

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Only users with Administrator permissions can update Payroll items via Mass Update.

Scenario #2

I’ve been paying all of my caregivers the same amount for orientation & training for years - I’d like to raise this amount beginning 11/1/2020. I already have training schedules for my caregivers on the calendar for the next 12 months - I don’t want to edit all of those schedules! I started by creating a new payroll item called “Orientation and Training 2020” (Payroll Items master list). Then I walked thru the steps to the right: (This not only adds the payroll item and rate to any caregivers who didn’t already have it, but also updates the schedules to that new item as of that effective date.)

Read More About It

Check out the user documentation on the following topics to learn more. Use the search bar at the top of the Help area & look for these…

• Master Lists - Payroll Items
• Other Expenses
• Caregiver Payroll Items
• ADP
• Paychex
• QuickBooks
• Payroll Overview
• Payroll Export
• Travel Time
• Sleep Time
• Late Timesheets
• Daylight Savings Time
• Mass Update
• Report Writer
• Company Settings

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Need assistance?

Contact support using Live Chat (M-F 9-5 EST)

• Available from the Help area in Generations, or from
• www.idb-sys.com OR www.homecaresoftware.com
• Email: support@idb-sys.com
• Phone: 989-546-4512

For emergency after-hours support - reach our on-call staff at 989-546-4512 x1

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HomecareSoftware.com | Reach us via LiveChat

info@homecaresoftware.com

989-546-4512

@GenerationsHCS @GenerationsHCS

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