Manage Employee Hourly Rates
  • 4 Minutes to read

    Manage Employee Hourly Rates


      Article Summary

      The Linarc platform can automatically generate periodic payrolls using employee attendance and base wage rates. This relieves you from the laborious work of manually entering the time card data for each employee and generating payroll periodically. 

      You can set up the standard hourly rates for each field worker, including the foremen and crew members enrolled as employees in your company. You can also specify the variances in the rates for different shifts and overtime as shift differential rates. The system dynamically calculates the wages for each day for each worker based on their time card entries and keeps track of them for generating automatic and periodic payrolls as configured.

      The 'Costing and Rates' menu in the payroll console lets you specify the hourly rates for each employee by uploading the list of employees with their details like the name, employee ID, hourly rates, different salary structures like the cost to company (CTC), and time and materials(T&M). The menu also allows you to add new employees and update rates for existing employees at any time.

      Tip:
      You can set up the differential rates for shifts and overtime and configure periodic auto-generation of payroll from the 'Setup' menu. See Configure Payroll Settings for guidance on this.

      This page is split into the following sections:

      The Employee Rates interface

      • Click 'Costing and rates' on the left

      The 'Employee Rates' interface shows the list of field workers, including the foremen and the field crew members, with their details and the hourly base wage rates for different wage types. All wages are in US dollars. 

      • Name - The name of the worker.
      • ID - The employee ID of the worker.
      • Job Title - The role of the worker in your company.
      • CTC - The hourly base wage rate, including the fixed billing rate and allowances, defined as the Cost to Company (CTC) for the worker.
      • T&M - The base wage/hour for the worker when the worker is deployed under Time and Material (T&M) contract.
      • FB - The hourly fixed billing rate for the worker.
      • Leave Balance - The remaining hours the worker can avail as paid-time-off (PTO) for the current month. This is auto-calculated by subtracting the total hours the worker has already availed as PTO in the current month from the PTO entitled/month. 

      The controls at the top right allow you to perform the following actions:

      -Upload a list  of employees with their base wage rates and PTO hours entitled per month
      -Edit the base wage rates of the workers. This is useful to increase or decrease the wage rates at any time.

      Add your first batch of workers

      • Click 'Costing and rates' on the left

      If you are yet to add any employees to the payroll console, the screen shows the list of all employees whose wage rate details are to be defined. 

      The interface allows you to add a batch of employees with their base wage rates as an Excel file.

      Create the excel file 

      • Click the icon at the top right.

      • Click 'Download file format' to obtain a blank Excel file containing the required field headers.
      • Enter the values for the workers under the following column headers. Ensure that all workers have already been added as your company employees
        • Name - The name of the worker
        • ID - The employee ID of the worker
        • Job Title - The role of the worker in your company 
        • CTC - The base wage/hour, defined as the worker's Cost to Company (CTC).
        • T&M - The base wage/hour for the worker when the worker is deployed under Time and Material (T&M) contract.
        • FB - The flexible benefits, like allowances calculated as per hour rate.
        • Leave Balance - The total hours entitled for the worker as PTO.  
      • Save the Excel file with an appropriate name.

      Upload the file

      • Click 'Costing and Rates' on the left to open the 'Employee Rates' interface
      • Click the icon at the top right.
      • Click 'Click here to upload employee list' and navigate to the file you want to upload.
        • Alternatively, drag and drop the file into the box

      The list is shown as a draft.

      • Review the details and click 'Upload File' to save the list of employees:

      The employees are added to the payroll. Their time card data will be fetched, and their payroll calculation will start from that day.

      Update worker rates

      The 'Employee Rates' interface allows you to change and update the base wage rates of any employee at any time. This is useful for making corrections or re-fix rates after promotions, appraisals, experience-based increments, and more. The changes will take effect on the date you specify.

      • Click 'Costing and Rates' on the left to open the 'Employee Rates' interface.
      • Click the pencilicon at the top right.
      • Directly edit the base wage rates for the workers as required.

      • Click the savebutton at the top right.

      The changes you made are listed for confirmation and setting up the effective date:

      • Enter the date from which the changes are to be implemented in the 'Effective from' field
      • Click 'Confirm'

      The rates will be changed for the persons from the effective date you set.

      Add new employees

      Appending your list of employees is similar to adding new employees for the first time.

      • Click 'Costing and Rates' on the left to open the 'Employee Rates' interface
      • Click the icon at the top right.
      • Download the template Excel file, create the list of new employees with their details and base wage rates, and upload the file as explained above.

      The new employees are added to the list. The system starts tracking their attendance details and calculating their wages from that day.


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