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Each year, you may need to update the rates against placements & timesheets that are set up in advance; when there are changes to the national minimum wages or the minimum living wage, all of those future timesheets need to be loaded with the correct rate. In order to do this, the existing timesheets need to be removed, the new rate loaded against the placement and then re-create the timesheets. It can be a daunting task, so this guide aims to help you break down the whole process & ensure your placed candidates get the correct rates.

Deleting Existing Future Timesheets

In order to create new timesheets with the new rates, you will need to delete any future timesheets existing on the system. To do this, follow the steps below:

  • Click View on the main Eploy toolbar
  • Select Timesheets from the list
  • Open filter options by clicking on Filters
  • In the field Week Commencing From enter the start date of the new rate (this will then include the dates of the timesheets you wish to delete)
  • If you do not know the date that the last timesheet is, you can leave the Commencing To field blank
  • Click Apply - this will then list all existing timesheets that need to be deleted and re-created with the new rate.
  • Once you are happy that you have filtered for the correct timesheets, scroll to the bottom of the list
  • Click Select All
  • All timesheets will be highlighted - Click Delete
  • A pop up box will appear asking Are you sure you want to delete the selected timesheets? Click OK
  • Your filtered list will now be empty

Creating a new Global Rate:

To enable you to apply a new rate to all candidates for a placement, the quickest way would be to create a Global Rate. To do this, follow the steps below:

  • Click Admin
  • Select Global Rates from the list
  • If Global Rates already exist the will display in a list, if not the screen will appear empty.
  • Click New to create the new rate
  • Give the rate a Title
  • An option is given to choose which Position this rate will apply for; choices can be made from the dropdown menu - click Add + after each selection to include.
  • Alternatively Position can be left as All so it will apply to all positions
  • Choose the Rate Type – Standard, OT1, OT2 etc
  • Give the rate a Description as necessary
  • Add the Rate
  • Add the Charge (if applicable) – this will automatically calculate the margin %
  • Choose the Interval – hourly, daily, weekly
  • Click Add – you rate is now created
  • To reset the rate form, click Cancel
  • Check that all the details are correct
  • Click Save

Pay rates already existing in the system can be loaded into in the rates fields, but given a new description and rate type

  • Select the pay rate from the Load Pay Rate drop-down
  • It is possible to Preview the rate before selecting to Load the rate into the fields below
  • The loaded rates can still be amended
  • Click Add to create the rate
  • Click Save
  • To reset the rate form, click Cancel

Adding Timesheets with a new Global Rate to Candidates:

To add timesheets to candidates currently on placement or that have future placements a search needs to be performed. To do this, follow the steps below:

  • Click View
  • Select Placements from the list
  • Open filter options by clicking on Filters
  • Enter the dates of the placements you wish to create new timesheets for by entering the same date that you inserted when deleting the timesheets. The date needs to be added to the Employed From The To field does not need to be completed
  • Click Apply. This will then list all existing Placement that need to have new timesheets with the new rate.
  • Open the first placement by clicking on the date
  • From the tabs near the top of the page choose Placement Admin
  • Click on New
  • Ensure that the Extension Start Date is the date that the rate changes come into effect
  • The End Date, is the date that the placement ends
  • Choose the relevant Placement Admin Type
  • Add Comments (if required)
  • Load Pay Rate, ensure that the Global option is selected and choose from the dropdown list
  • Click on Load
  • The selected pay rate has now been loaded
  • Click Save

Candidates with existing Placement Admin:

If candidates have existing placement admin then those details will not want to be lost. To do this, follow the steps below:

  • Delete all placement admin that starts and ends after the date that you need the rate change to be applicable from.
  • If there is a placement admin that starts before the rate change and ends after this does not need to be deleted
  • Open the last placement admin, and change the End Date to the day before the rate change
  • Click Save
  • Within placement admin click New
  • Create the pay rate placement admin but keep the start date and end date as the same
  • Then re-add the placement admins that were listed against the candidate before

Candidates with Shifts:

If candidates have shifts associated with them then you will need to change the rate manually. To do this, follow the steps below:

  • Within Placement Admin click New
  • Ensure that the Extension Start Date is the date that the rate changes come into effect
  • The End Date, is the date that the placement ends
  • Choose the relevant Placement Admin Type
  • Add Comments (if required)
  • Scroll down to the existing rate that is listed and change each field
  • Enter the new Rate
  • Enter the new Charge (optional)
  • Margin (%) will work out automatically as long as Rate and % of Charge 
  • Time worked and Interval cannot be changed
  • Click Save

Recreating missing Timesheets:

Now the rate has been updated the new timesheet(s) need to be created. To do this, follow the steps below:

  • Within the Placement click on the Timesheets tab
  • Click on Create Timesheets
  • This will create any missing timesheets up until the end date entered.
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