Timesheet Portal allows you to set pay and charge rates which can be applied at several levels with different levels of priority, and also applied independently of each other. For example, you can set a default pay rate for employees, but have differing charge rates apply on individual projects. This is controlled through the priorities of differing rates. As a general rule of thumb, the higher the granularity of a rate specification, the higher the priorty. For example, a rate per employee per project has a higher priority than a rate per employee. Further details can be found on the Rates Priority help page.
​
Rates can have defined start and end dates, allowing you to keep historical rate information by create a new rate which applies when the old one expires. You can use blank start dates to apply for all time up to and including the end date. You can also set end dates as blank, so that a rate applies from the start date to any date in the future. You cannot however have an overlap in rate dates, therefore if you have 2 rates, only the first one can have a blank starting date, and the last rate can have a blank end date.
​

Total pay and total charge is calculated by multiplying the number of units of time worked by the pay or charge rate. For example, a pay rate of £22 set on an hourly rate code with 10 hours of time recorded is calculated as £220. A pay rate of £240 on a daily rate code with 1.25 days recorded is calculated as £300. The exception to this rule is when you are using man-days calculations. Man day calculations are set on individual rate codes, and give you the ability to charge on a quarter, half, 3 quarters and full day with bands of hours worked. For example, you could charge a single man day if a worker records more than 8 hours of time, so a full man day is charged whether they work 8, 9 or more hours in a day. The same can apply for other fractions of a day. In this case, the pay or charge rate for an hourly rate with man-days calculations is actually set in days, not hours. For example, a man days rate code having 10 hours of time recorded with a man day threshold of 8 hours, and a pay rate of £240, would result in a fixed pay of £240 being applied for any number of hours recorded greater than 8.
​
To configure individual pay and charge rates, go to the Rates Management page (from the System Management menu). It is important to understand that pay and charge rates can be defined for different rate codes, therefore you must always ensure you have selected the correct rate code to apply the rates to. Rate codes allow you to specify different types of work which are charged at different rates for the same task, e.g. standard time rate code and overtime rate code. Additionally, rate codes allow you to specify how the time for that rate code is recorded, so that you can capture time in hours and minutes for some tasks, and capture time in days for other tasks.
​
​

Pay & Charge Rates

Generally, pay rates refer to money you pay your employees. Charge rates refer to money you charge to your clients. If your projects are not paid for by external clients then you may choose to use charge rates for alternative purposes, or you may ignore them completely. A useful field available in reports is the margin, which is the difference of the total charge minus the total pay.
​
​

Configure default rates per rate code

This is the lowest of rate priorities, and is a default pay or charge rate which applies to a rate code. Any further rate specification, e.g. rate per employee per rate code, or rate per project will override the default rate per rate code. This rate type is often used where you have a default set of rates defined for different skills that your charge out for, which are generally the same for all employees who work on that skill. Used in conjunction with project with only specific rates applied, and only assigned to specific employees who have those skills, these can be used to set rates per skill level with little administration.

Configure default eemployee rates

To configure default employee rates, from the View field, select "Show default employee rates". Below that, select whether you want to configure Pay Rates or Charge Rates. Below that, select the rate target (Pay / Charge rate). The list of employees will update below with a list of current rates. Enter the rates in the "Charge Rate" or "Pay Rate" fields, and click "Apply Rates" when you are done editing.

Configure rates For employees working on a project

To configure rates for individual employees on project, select "Show Project Rates Per Employee" from the View option. You must then select the project you want to set the rates for. Ensure you select the rate target as well (Pay / Charge rates). A list of employee and their rates for that project will appear in the list below. Enter you rates in the appropriate Pay Rate / Charge Rate field in the list, and click on "Apply Rates" when you are finished editing.

Configure rates for employees working on specific task

You may want to configure rates for employees working on specific project for a project. If you specify a rate for a task and a rate exists for the project for which it belongs to, then the rate for the task will override. To set up rates for a task, change the view setting to "Show project task rates per employee". You then need to select the client/project/task below, after which you will see a list of your users. Enter the rates in the appropriate Pay Rate / Charge Rate field in the list, and click on "Apply Rates" when you are finished editing.