In this article we will define what a location rate differential is and go over how to manage the location rate differential feature.
- What is a Location Rate Differential?
- How to Create a Location Rate Differential
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How to Assign the Rate Differential to a Location (Recommended)
What is a Location Rate Differential?
A rate differential gives clients the ability to bill or pay above and beyond what the normal pay rates are during a specified time range at a specified location.
For example: a graveyard shift at location XYZ may pay $.50 more an hour. This additional pay at the location during a specific time range can be set up as a rate differential so that billing and payroll are automatically calculated.
How to Create a Location Rate Differential
To create a location rate differential:
1. Log onto the Trackforce Valiant web portal as an Admin or Supervisor.
2. Hover over the TLM module and click Rate Differential Default option under the TLM Rate Management sub-heading.
3. On the Rate Differential Default page click the Create New button at the upper right hand corner.
4. Click in the Business Unit: field or click the drop down arrow to the right of the Business Unit: field
5. Assign a Business Unit by clicking desired business unit and clicking the Select button at the bottom right hand corner of the page
6. In the Description field add an easy identifier for the Rate Differential Default you are creating. Typically this is defined as the time range. For example: Midnight - 5AM
7. In the Profile section the rate differential default will be set to all days of the week. To unselect a specific day you do not want the rate differential default to apply to click the corresponding Applies to -day: - checkbox to uncheck it.
Click on the Time From: field to type in the military / 24 hour time or use the drop down arrow to select the Time From: selection in 5 minute increments.
Click on the Time To: field to type in the military / 24 hour time or use the drop down arrow to select the Time To: selection in 5 minute increments.
Click the Apply to All Locations: checkbox only if you want to use the location rate differential at all locations.
NOTE: The Apply to All Locations is rarely used and therefore not recommended. It is recommended to go to individual locations and apply as needed.
8. Fill in the Payroll/Billing section:
Billing Factor: (1)
There are 2 options you can enter in the billing factor field.
Option 1: The billing factor defaults to time and a half (1.5000) for this differential.
NOTE: Unlike Holiday Billing and Payroll which is typically a FACTOR, rate differentials for specific time ranges are typically set up as a RATE increase.
Using a Billing Factor in this scenario is rare but you do have the ability to click the billing factor field to delete and edit the rate you bill your customer, or you can use the higher and lower arrows to adjust the time rate you are billing your customer. i.e. double time (2.000).
Option 2: Most common. You can click the billing factor field to delete the default setting and enter in a set hourly increase amount. For example if the time range pays $2.50 more per hour you would enter $2.50.
Billing Rate or Factor: (1)
Depending on which option you choose to enter in the Billing Factor field your Billing Rate or Factor field must reflect either FACTOR for a Billing Factor or RATE when the option to add a flat hourly rate was chosen. As was noted, the majority of rate differentials will be set to RATE.
Sample Option 1: (billing rate differential at time and a half)
Sample Option 2: (hourly billing rate differential of $.50)
There are 2 options you can enter in the Payroll Rate or Factor: field.
Option 1: The billing factor defaults to time and a half (1.5000) for this differential.
NOTE: Unlike Holiday Billing and Payroll which is typically a FACTOR, rate differentials for specific time ranges are typically set up as a RATE increase.
Using a Billing Factor in this scenario is rare but you do have the ability to click the billing factor field to delete and edit the rate you bill your customer, or you can use the higher and lower arrows to adjust the time rate you are billing your customer. i.e. double time (2.000).
Option 2: Most common. You can click the billing factor field to delete the default setting and enter in a set hourly increase amount. For example if the time range pays $2.50 more per hour you would enter $2.50.
Billing Rate or Factor: (1)
Depending on which option you choose to enter in the Billing Factor field your Billing Rate or Factor field must reflect either FACTOR for a Billing Factor or RATE when the option to add a flat hourly rate was chosen. As was noted, the vast majority of rate differentials will be set to RATE.
Sample Option 1: (pay rate differential at time and a half)
Sample Option 2: (hourly pay rate differential of $2.50)
9. Once the Rate differential has been added click the Save button at the bottom right hand corner of the page.
10. A green SUCCESS banner will let you know the Rate Differential was saved successfully.
How to Assign the Rate Differential to a Location (Recommended)
To assign the rate differential to a location:
1. Log onto the Trackforce Valiant web portal as an Admin or Supervisor.
2. Hover over the TLM module and click Location Rate Differentials option under the Location Master sub-heading.
3. Click on the Create New button at the upper right hand side of the page.
4. Click on the Business Unit: drop down arrow.
5. Click on the Business Unit you want to assign it to and click the Select button at the bottom right hand corner of the window.
6. Click on the Customer: drop down arrow.
Click on the Customer you want to assign it to and click the Select button at the bottom right hand corner of the window.
7. Click on the Location: drop down arrow.
Click on the Location you want to assign it to and click the Select button at the bottom right hand corner of the window.
8. Click the Calendar icon to select the date you want the rate differential to go into effect.
9. Click on the Rate Difference: drop down arrow.
Click on the Rate Differential you want to assign and click the Select button at the bottom right hand corner of the window.
NOTE: Based on the rate differential selected the Applies to and Time From: and Time To: will populate based on how the rate differential was created.
Earnings
This section is optional. Most client typically pay regular or overtime and do not use earning codes.
If you would like to set up earning codes please contact your Customer Success Manager for additional assistance.
Payroll/Billing
This section will automatically populate based on the rate differential chosen and how the rate differential was created.
10 . Click the Save button at the bottom right hand corner of the page and a green pop-up SUCCESS banner will let you know that the rate differential was saved successfully.
How to Assign a Rate Differential from a Location
NOTE: Although the ability to assign a Rate Differential from a Location does exist, it does not auto populate some of the fields and must be manually completed. The Location Rate Differences in the Additional Attributes section is therefore primarily used for viewing purposes.
To assign a rate differential from a location:
1. Log onto the Trackforce Valiant web portal as an Admin or Supervisor.
2. Hover over the TLM module and click Location under the Schedule Maintenance subheading.
3. Click on the Location you want to create a rate differential for.
4. In the Main Form section at the left hand side of the page click on Location Rate Differences in the Additional Attributes section.
NOTE: Any Rate Differential assigned to the Location will be displayed.
5. To create a new rate differential for this location, click the Create New button at the top left hand corner.
6. Click on the Customer: drop down arrow.
7. Click on the Customer you want to assign it to and click the Select button at the bottom right hand corner of the window.
8. Click the Calendar icon to select the date you want the rate differential to go into effect.
9. Click on the Rate Difference: drop down arrow.
Click on the Rate Differential you want to assign and click the Select button at the bottom right hand corner of the window.
NOTE: The Time From and Time To: fields may not populate so you may need to manually add the times.
Earnings
This section is optional. Most client typically pay regular or overtime and do not use earning codes.
If you would like to set up earning codes please contact your Customer Success Manager for additional assistance.
Payroll/Billing
This section will automatically populate based on the rate differential chosen and how the rate differential was created.
10. Click the Save button at the bottom right hand corner of the page and a green pop-up SUCCESS banner will let you know that the rate differential was saved successfully.