Creating and Managing a Smartforce TLM Employee Matrix

In this article we will go over the how to create and manage an Employee Matrix. 

NOTE: The Employee Matrix pay rate overrides the pay rates for employee master, the employee's adjusted regular rates, the post rate, and the holiday master.  When a employee matrix is created it will retroactively affect their pay for any unlocked weeks.  Additionally, recalculating all previous pay periods will use the new employee matrix.

How to Create an Employee Matrix

To create an employee matrix:

1. Log onto the https://live.portal.valiant.com/ web portal as an Admin or Supervisor.

2. Click on the TLM module and then click Employee Matrix in the TLM Rate Management section.

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3. On the Employee Matrix page click the Create New button at the upper right hand corner.

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NOTE: You can also click on the Actions drop down menu and select Create New.

4. Fill out the fields in the 4 sections.

Start by using the drop down menus to select the Business Unit: (1) and the Employee TLM: (1) you want to crate the Employee Matrix for

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General Details (2)

The General Details section allows you to create an employee matrix at any level of the hierarchy or at multiple levels.

You also have the option to create the employee matrix for a specific day of the week.

Populate the desired fields by clicking on the drop down menu to the right of the field.

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NOTE: Leaving all fields blank with the Day: set to the default All Days will apply the employee matrix to everywhere in the system. 

 

Billing Details (3)

Create the billing of the employee matrix by populating the desired fields.

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Billing Rate Type:

Select the type of billing rate.

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Matrix Billing Activation:

Checking the Matrix Billing Activation: checkbox will enable the billing rate to be adjusted for the employee matrix in the entire Billing Details (3) section.

If the Matrix Billing Activation: checkbox is left unchecked then none of the Billing Details (3) section will apply to the employee matrix.

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Regular Hourly Billing Rate: 

Enter in the hourly rate for the employee matrix directly in the field.

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Billing Overtime Rate or Factor:

Select Factor or Rate from the drop down menu.

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Overtime Billing Rate Factor:

The overtime billing factor defaults to time and a half.  Use the increase or decrease buttons at the right of the field to adjust the overtime billing factor if desired.

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If rate was selected enter the hour rate for overtime. 

Billing Holiday Rate or Factor:

Select Factor or Rate from the drop down menu.

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Holiday Billing Rate Factor:

The holiday billing rate factor defaults to time and a half.  Use the increase or decrease buttons at the right of the field to adjust the holiday billing rate factor if desired.

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Billing Code:

This is for informational purposes only. To add a billing code click the drop down menu to select from any existing billing codes.  

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If there are no existing billing codes and you want to create one, click the Create button, fill out the fields in the pop up window and click Save.

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Payroll Details (4)

Create the payroll details of the employee matrix by populating the desired fields.

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Matrix Payroll Activation:

Checking the Matrix Payroll Activation: checkbox will enable the pay rate to be adjusted for the employee matrix in the entire Payroll Details (4) section.

If the Matrix Payroll Activation: checkbox is left unchecked then none of the Payroll Details (4) section will apply to the employee matrix.

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Regular Pay Rate:

Enter in the hourly rate for the employee matrix directly in the field.

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Payroll Overtime Rate or Factor:

Select Factor or Rate from the drop down menu.

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Overtime Payroll Rate Factor:

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2nd Payroll Overtime Rate or Factor:

Select Factor or Rate from the drop down menu.

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Second Overtime Pay Rate Factor:

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Payroll Holiday Rate or Factor:

Select Factor or Rate from the drop down menu.

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Holiday Payroll Rate Factor: 

The holiday payroll rate factor defaults to time and a half.  Use the increase or decrease buttons at the right of the field to adjust the holiday payroll rate factor if desired.

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Payroll Code:

This is for informational purposes only. To add a payroll code click the drop down menu to select from any existing payroll codes.  

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If there are no existing payroll codes and you want to create one, click the Create button, fill out the fields in the pop up window and click Save.

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5. Once all desired sections are filled out click the Save button at the bottom right hand corner of the page. 

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6. A green SUCCESS banner will let you know that the Employee Matrix was created. 

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How to View or Manage an Employee Matrix

To view the Employee Matrix rate:

1. Log onto the https://live.portal.valiant.com/ web portal as an Admin or Supervisor.

2. Click on the TLM module and then click Employee Matrix in the TLM Rate Management section.

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3. Click on the desired Employee TLM profile that you want to view or manage.

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4. The Matrix Billing Activation: of the Billing Details section will indicate Yes if it has been turned on for a specific property location or No if it is not being utilized. 

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NOTE: The General Details section will indicate the location that the Employee Matrix will apply to. To create an Employee Matrix for multiple property locations you can click on the Customer:, Location:, Position:, and Shift: field drop down menus to add additional an Employee Matrix(s).

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5. To manage the Matrix Billing Activation: click on the Edit button at the bottom right hand corner. 

NOTE: Hovering over the Matrix Billing Activation: field will pop up a question mark icon mceclip4.png  Clicking on the question mark icon will pop up an information explanation box:

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6. Once any edits are managed click the Save button at the bottom right hand corner. 

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NOTE: The Employee Matrix will override the Employee Master, Employee Regular Rates, Post Master, and Holiday Master rates.

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