Standard Rates

Applying Standard Rates to a job order creates a job specific pay/bill agreement.

• Each set of Standard Rates consists of one or more pay, allowance or reimbursement items that apply to the job order.

• Each item defined within a Standard Rate generates a manual item that is keyed via the Additional Items tab of the Timesheet Entry screen in the Portal by the timesheet 'Initiator'.

• Standard rates have a validity date to determine the applicable date for the rate set. Where pay and bill rates need to change over the duration of the job, multiple standard rates can be defined, each with a different validity date.

• Standard rates can only be defined for a job order if predefined pay and bill agreements have not already been applied to the job order.

At the header, the following additional items may display where configured and relevant to the Job's rates or a user's security permission:

• Supplementary Oncost Rates - When the Use Supplementary Rates for Pay Oncosts field or the Use Supplementary Rates for Bill Oncosts field is ticked the system will use the pay rate of supplementary pay code, which is linked to the pay code against which a pay item has been paid, to calculate the pay or bill oncost for a pay item respectively. Click here for more details.

• Hierarchy Group - click here for more details.

To define Standard Rates you must specify the following for each rate item:

• Pay Code

• Pay Rate (if applicable)

• Bill Type

• Bill Value

Pay Code

The pay code identifies the specific pay, allowance or reimbursement item that is to be applicable. For example, a pay code of Overtime ma y be used to specify that the payee will be eligible to claim overtime payment.
The Bill Code, Pay Oncost and Bill Oncost columns on the same row automatically display the bill code and associated overhead costs respectively, based on the pay code you selected and the hierarchy.
The pay codes that are available are specific to your system and are configured via the Rates and Rules module.
Pay Oncosts may be configured in the Rates and Rules module to apply to a Pay Code and to a hierarchy level (Country, Brand, Region, Office, Parent, Client etc.). For example the business may require that an administration fee is applied as a pay oncost for jobs for a particular Office. These items are not used in the calculation of billing rates, just for the purposes of reporting pay related oncosts.
Bill Oncosts may also be configured in the Rates and Rules module to apply to a Pay Code and to a hierarchy level (Country, Brand, Region, Office, Parent, Client etc.). For example the business may require that an additional fee is billed to a Client when a particular Pay Code is utilised. These items are used in the calculation of billing rates. For example: Pay Oncost Margin = Bill Rate.

Pay Rate

The pay rate determines the rate at which a payee will be remunerated. For example, if the pay code is Overtime then the pay rate determines the remuneration rate for overtime work specified on a timesheet. A pay rate should be specified for items that correspond to a fixed rate of remuneration. A pay rate cannot be specified if an item is flagged as a direct valuation item (see Direct Valuation Checkbox item below).

Bill Type

The bill type determines how the client is billed by the agency for each item. Your system can be configured to restrict the available bill types depending on the country to which the job order belongs. The available bill types may include the following:

• Margin % - the client is billed at a rate equal to the pay rate, including bill oncost, plus a profit margin percentage

• Markup $ - the client is billed at a rate equal to the pay rate, including bill oncost, plus a fixed mark-up amount

• Markup % - the client is billed at a rate equal to the pay rate, including bill oncost, plus a mark-up amount that is a certain percentage of the pay rate

• Markup Factor - the client is billed at a rate equal to the pay rate, including bill oncost, multiplied by a certain factor.

• Flat Bill Rate – the client is billed a flat monetary rate regardless of the pay rate.

• Custom Formula - a custom built formula that can be assigned to standard rates (V11.37). Bill results will then be calculated using the relevant custom formula. Click here for more details.

Bill Value

The bill value is the calculation factor applied to calculate the bill rate for the rate item. For example, if the bill type is Markup % and the bill value is 10, the bill rate is equivalent to the pay rate plus ten percent.

Direct Valuation Checkbox

Expenses and allowances where claimed by a payee may vary in cost. For example, if a payee is eligible to claim reimbursement for the cost of taxi fares, the rate of reimbursement may vary depending on the cost of each taxi fare. To cater for this, items defined within a set of standard rates can be ticked to allow direct valuation.

An item that is ticked to allow direct valuation does not have a predefined rate, therefore the timesheet 'Initiator' is able to key in the applicable rate for that item on the timesheet.

Manage Layout

Manage Layout is available in the rates section. This can be used to set the display order of columns and also to display Rate Matrix Formulas where configured - these formulas display a calculation outcome for internal purposes, but do not influence pay or bill. Click here for more details on these formulas.

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