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If timesheets exist and the placement rates need changing then the user may need to delete affected timesheets. If those timesheets have been completed/authorised please contact admin user / support. If the placement has started and rates are being changed half way through their placement then only delete timesheets created after that date and then re-create them. They will then display the new rate. If a rate is changed mid-week then a user will need to delete and re-create timesheets after that date but also create an additional timesheet for that week to be able to complete the days with the new rates.

For all the following examples we’ve assumed timesheets do exist. If they don’t, then just ignore the instructions that relate to timesheets.

Change placement rate - has started, no existing placement admins, timesheets do exist AND rate changes at start of new week

Placement Scenario:

Start Date – 1st January 

End Date – 31st January

Current Rate: £10.00

Rate to be Changed to: £15.00 on 14th January

  • Open the placement
  • Click on Timesheets
  • Delete all timesheets that exist after the date of the rate change (You may want to write down any hours first so they can be re-entered)
  • Click on Placement Admin tab
  • Click New
  • Enter the extension start date as the start date of the new rate
  • Enter the end date as the original placement end date OR enter a new date if you are extending the placement at the same time
  • Change your placement admin type / reason if necessary
  • Scroll down to the rates and either delete / recreate any existing rates in the rates section OR simply modify the existing values.

  • Once the new rates are added
  • Click Save
  • Create missing timesheets with new rate

Change rate, placement - has started, no existing placement admins, timesheets do exist AND rate changes middle of the week

Placement Scenario:

Start Date – 1st January 

End Date – 31st January

Current Rate: £10.00

Rate to be Changed to: £15.00 on 16th January

  • Open the placement
  • Click on Timesheets
  • Delete all timesheets that exist after the date of the rate change (leave the timesheet that covers the date where the change occurs. You may want to write down any hours first so they can be re-entered)
  • Click on Placement Admin tab
  • Click New
  • Enter the extension start date as the start date of the new rate
  • Enter the end date as the original placement end date OR enter a new date if you are extending the placement at the same time
  • Change your placement admin type / reason if necessary
  • Scroll down to the rates and either delete / recreate any existing rates in the rates section OR simply modify the existing values.

  • Once the new rates are added
  • Click Save
  • Create missing timesheets with the new rates
  • Open the original timesheet that covers the date where the rate changes, just above the save button is a statement Click here to create another timesheet for this week.
  • Click on this to create a timesheet to cover the latter part of the week with the new rate i.e. some hours will be entered in the original timesheet and some in the duplicate timesheet

Change rate, placement - has started AND existing placement admins, timesheets do exist AND rate changes at start of new week

Placement Scenario:

Start Date – 1st January 

End Date – 31st January

Current Rate: £10.00

Rate to be Changed to: £15.00 on 16th January

Existing Placement Admins (newest first):

From - 21st January

To - 31st January

From – 11th January

To – 20th January

From - 1st January

To - 10th January

  • Open the placement
  • Click on Timesheets
  • Delete all timesheets that exist after the date of the rate change (You may want to write down any hours first so they can be re-entered)
  • Click on Placement Admin
  • Open last placement admin 21st – 31st January – delete this placement admin (note details of rate/date changes if this history needs to be re-inputted against the placement)
  • Open placement admin 11th – 20th January and enter the end date as the last date of the old rate (in this case 15th January)
  • Save this placement admin
  • Click New
  • Enter the extension start date as the start date of the new rate
  • Enter the end date as the original placement end date OR enter a new date if you are extending the placement at the same time
  • Change your placement admin type / reason if necessary
  • Scroll down to the rates and either delete / recreate any existing rates in the rates section OR simply modify the existing values.

  • Once the new rates are added
  • Click Save
  • Create missing timesheets with the new rates

Change rate, placement - has started AND existing placement admins, timesheets do exist AND rate changes middle of the week

Placement Scenario:

Start Date – 1st January 

End Date – 31st January

Current Rate: £10.00

Rate to be Changed to: £15.00 on 16th January

Existing Placement Admins (newest first):

From - 21st January

To - 31st January

From – 11th January

To – 20th January

From - 1st January

To - 10th January

  • Open the placement
  • Click on Timesheets
  • Delete all timesheets that exist after the date of the rate change (leave the timesheet that covers the date where the change occurs. You may want to write down any hours first so they can be re-entered)
  • Click on Placement Admin
  • Open last placement admin 21st – 31st January – delete this placement admin (note details of rate/date changes if this history needs to be re-inputted against the placement)
  • Open placement admin 11th – 20th January and enter the end date as the last date of the old rate (in this case 15th January)
  • Save this placement admin
  • Click New
  • Enter the extension start date as the start date of the new rate
  • Enter the end date as the original placement end date OR enter a new date if you are extending the placement at the same time
  • Change your placement admin type / reason if necessary
  • Scroll down to the rates and either delete / recreate any existing rates in the rates section OR simply modify the existing values.

  • Once the new rates are added
  • Click Save
  • Create missing timesheets with the new rates
  • Open the original timesheet that covers the date where the rate changes, just above the save button is a statement Click here to create another timesheet for this week
  • Click on this to create a timesheet to cover the latter part of the week with the new rate i.e. some hours will be entered in the original timesheet and some in the duplicate timesheet

 

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