Roster Costs for salaried employees via the payroll platform

Available for the following Payroll plan: Standard, Premium
Available for the following user access levels: Admin

Suppose you would like to use rostering to roster shifts and to see the shift costs for these employees. In that case, this article will show you how to create rule sets in order to reflect the true salaried cost of the employee, as opposed to the cost of the actual hours worked.

Creating the rules to limit salary hours

Add a new pay condition rule set
  1. From your homepage, click Payroll Settings.
  2. Click Rule Sets.
  3. Click the Add button.
    1 AU - add button highlighted.jpg
  4. Enter the following details:
    • Name.
    • Description.
    • Rule Set Period.
    • Shift Consolidation.
  5. Click Save.
    2 AU - Set up rule set with save highlighted.jpg
Create the rules for a pay condition rule set
  1. Click Create Rules next to the rule set you want to change.
    3 AU change rules button highlighted.jpg
  2. Click Add a rule.
    4 AU Add a rule button highlighted.jpg
  3. Enter the following details:
    • Rule name.
    • When (the trigger for this rule set).
    • Then (the action when this rule set is triggered).
  4. Click Save.
    5 AU rules editor with save highlighted.jpg

Examples of rule sets

Example of capping hours per day

The following rule will cap hours paid to 7.6 hours per day:

Screenshot of rules editor per day.jpg

The above rule has some flexibility depending on your scenario. In the above scenario, the rules are part of a larger set of rules that need to apply for both salary and non-salaried employees, but I only wanted the 'Daily cap' rule to apply to salaried employees. In order to do this, I've added the tag of 'salary' to the required employees via the 'Employee file' > 'Details' page (at the bottom). Then, by adding that tag to the rule, it ensures that it will only trigger for employees that have the tag. 

The above rule will ensure that even if salaried employee work more than 7.6 hours per day, they will only get paid the base 7.6 hours. 

Once you are happy with the rule, you'll need to click the 'Activate rule set' button to the right of the page and ensure the employee is linked to the rule set via their 'Employee file' > 'Pay run defaults' page. 

Example of capping hours per week

The next rule will cap the hours per week. This is also required because it will cater for the event where an employee may work more than 5 days a week. Although the 'Daily cap' rule will ensure only 7.6 hours per day is being paid, if they work more than 5 days a week, they would then be paid over their salaried hours of 38 hours. This rule will ensure that does not happen. 

Click on the 'Add rule' button and create a rule that looks like below:

Screenshot of rules editor per week.jpg

Again, I have added the 'salary' tag so that it only applies to employees that have the tag on their 'Employee file' > 'Details' page. However, this time the rule will look at hours in a week, not a day, and the hours are set at 38 hours. Selecting the 'NONE' pay category means that any hours above 38 hours will not be paid. 

Once you are happy with the rule, you'll need to click the 'Activate rule set' button to the right of the page and ensure the employee is linked to the rule set via their 'Employee file' > 'Pay run defaults' page. 

Example of salaried employee in the roster

Within the roster, if you choose to view shift costs without any rule sets in place to cap the hours, you'll see the costs for the total hours rostered. For example, the below employee is a salaried employee with no rule sets in place. She is rostered to work 9 hours (which is more than her 'salaried' 7.6 hours), for 2 of her days. The roster is using the salaried yearly rate (converted to an hourly rate) in order to cost each hour rostered, which is in turn showing a cost that doesn't reflect the true amount they are actually paid. 

Screenshot of roster with costs shown.jpg

When the 'Daily cap' and 'Weekly cap' rule has been created and linked to the employee, the same roster will still show the same hours worked (i.e. the longer hours), however the costing will reflect the capped hours, and will only show costing for 38 hours in the case above. 

Important

If you create the shifts first, and then go and make changes to rule sets, employee pay rates, or anything that will affect the costing, you'll then need to recalculate the shift costs in the roster by clicking the 'Roster actions' > 'Recalculate shift costs' button. Also, keep in mind that rules are applied in order from top to bottom so a rule that's triggered may be overridden by another rule further down the list. In this scenario, it's important to have the 'Daily cap' rule above the 'Weekly cap' rule so that it applies first.

Further information

What to do if your employees are linked to a rule set

If your employees are linked to a rule set, add 2 new rules to the existing set to maintain their linkage. Go to 'Payroll settings' > 'Rule sets' and select the existing rule set. If they are linked to an award, choose the award from the drop-down menu first.

What to do if your employees are not linked to a rule set

If your employees are not linked to a rule set and you want separate rules, create a new rule set. Go to 'Payroll settings' > 'Rule sets' and click 'Add' on the right side of the page.

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