With Eploy’s Pay rate Updater, you can now manage the rates of all active placements in one go – meaning that as and when rates change & increase, you can do this quickly and easily.
There are a couple of steps involved to get all of the rates ready to be updated however, so you need to make sure that the system is configured to allow you to make use of this time saving functionality.
The first step is to ensure that you have the correct permissions to manage the pay rates, including making any changes to your global rates & rate types. To update your permissions, you can go to Admin – Users from the blue Eploymenu, before clicking into the relevant user ID. From here, switch into the General Permissions tab and add in the following:
- Pay / Charge Rates – Edit & Multiple Edit
- System Admin – Edit & View
- Placements – Edit
- Timesheets – Edit & Delete
Updating Global Rates
Now that we have permission, we need to ensure that our global rates are up to date, as these will be used when updating the rates against your placement records. These can be managed within Admin – Global Rates, which will allow you to see any rates that already exist. Whilst new rates can be added for future vacancies and placements, the first job is to reflect any changes in the existing global rates, so that it can be applied to those placements that are already in place.
To do this, click into each Global Rate and make any changes as required to the Rate / Charge / Vendor Mark-Up etc.
Note – Tracking Holiday pay? Adding a rate type of Holiday Pay will allow you to automatically accrue holiday pay for hours worked. This can be done within Admin – Drop Down lists when selecting Rate Types. For a full guide on setting up Holiday Pay, see here.
Repeat this for all Global Pay Rates that need to be changed or will be used going forward, to ensure that the rate information is correct.
When a timesheet is created, the rate information is loaded in from the placement. This means that when updating the placement rate, any changes will not apply to any existing timesheets – this is to protect the original information and ensure that any timesheets that have already been released to candidates or sent for approval are not affected.
With this in mind then, you need to remove any future timesheets that need to have the new rates applied. This can be done on mass, within Admin – Timesheets and filtering for a date range or simply for those awaiting candidate authorisation.
Once filtered, you can select all and delete the timesheets so that they can be recreated after the pay rates updated.
Hint – If you want the new rate information to apply from a certain date, leave any timesheets prior to that date in place and only remove anything post that cut-off date. Once the payrates have been updated, you can re-create any timesheets from the date and they will load in the new rate.
Now that you have completed the initial steps, you can now update the placements as required. This can be done in batches of up to 10,000 at a time if required, but we would recommend that you filter for active placements or placements that will be active in the future only.
Once you have the batch of placements that you wish to update, use Select All before clicking Multi-edit – Update Rates.
This will prompt a dialogue window, where you will see a warning message regarding any selected placements that will not be affected.
Once this has been acknowledged, select the first Global Rate to be applied from the drop down list to load in the rest of the form.
The first section will load the global rate, to show you the selected rate, along with the description and value. There are then two settings available:
- Additional Field to Update / Description - Ticking this option will update the rate description text, as well as the rate value.
- Delete Unmatched Rate - This should only be ticked if you are replacing rates on the placement, rather than just updating the value. If you have created a new global rate and want to link it to the selected placements, tick this option.
The second section is then broken down into three tabs, based on how this rate is linked to the placements:
- Vacancies associated with this Pay Rate – This will show you any vacancies where Global Rates are already linked with both the vacancy and the placement.
Note – If this section appears blank, it will only because you have not used linked pay rates before. Going forward, all pay rates will automatically be linked so you will find any placements & vacancies linked to your selected rate here.
- Vacancies associated with Other Pay Rates – This section will show you any roles that are using other pay rates. You should only use this section if the pay rate used on the vacancy / placement is incorrect or if the actual pay rate is going to change, rather than just the value of the rate. Alternatively, if you have created a new rate type to replace the old one, you would use this section.
- Vacancies associated with No Pay Rates – This section will then highlight any placements where there are no rates linked so can be reviewed to be updated.
Within each section, you can scroll to identify the placements you wish to update before selecting to Set To your chosen pay rate.
Once complete, the modified placements will move in to the Vacancies Associated with this Pay Rate tab and confirm that the rates have been updated.
With that batch updated, you can continue to work through the placements, apply the appropriate rate where applicable, ensuring that all of the placements get the update to date rates as required.