Payroll: Add Rate Rules to Payroll Schemes

Rate rules set the base pay added to each crew member's paycheck. You build rate rules using payroll sources, such as crew change records, timesheet entries, or time off requests, and set conditions to control when each rule applies. For more about how rules are organized and how payroll sources work, see "Payroll: Structure of a Payroll Scheme."

Rate rules are read top-down, which means the first rule whose conditions are met determines the pay rate, even if rules lower in the Rates section also match. For this reason, it's best to structure your Rates section with the most complex rules first.

Before You Begin

Before you set up your rate rules, make sure you have the following in place:

• Set up your earning codes. Learn how in the "Payroll: Set Up Earning Codes" article.
• Set up your payroll classes, with rates applied to each earning code configured for the class. Learn how in the "Payroll: Set Up Payroll Classes" article.
• Make sure each crew member has a payroll class on their profile.
• Set up the payroll scheme you'll be adding the rule to. Learn how in the "Payroll: Set Up Payroll Schemes" article.
• (Optional) If you plan to use cost center mappings on the Export Accounting Code(s) effect, set up your cost centers.

Payroll Sources for Rate Rules

Rate rules use one of the following payroll sources. The payroll source you select determines which fields and values are available when you configure the rule's conditions, and which effects are available in its output. Select the payroll source by clicking its tab when you're configuring the rule.

• Work Period: A payroll source from the old version of our Crew Scheduling module. Still available temporarily for customers who haven't yet transitioned to the new version. It will not create functional rules for any other users.
• Crew Change: Crew change records, whether created through the schedule or as a manual entry. Best for base pay tied to time on the vessel. When you select this payroll source, the Quantity defaults to Daily, which is the typical pattern for crew change pay. Requires the new version of our Crew Scheduling module.
• Timesheet: Time logged in the timesheet. Best for task-specific or premium pay, such as travel time, work in a specific port, or work on specific tasks. Requires the Timesheets module.
• Time Off: Approved time off requests, such as vacation, sick days, or bereavement.
• Date: A specific date or set of dates. Most commonly used for statutory holidays. The Date payroll source also supports a max rate function that compares rates across a single day.
• Payroll Period: The payroll period itself. Use for salary calculations or period-end bonuses.

Adding a Rate Rule

When you build a rate rule, you'll see the payroll source tabs along the top of the rule, the conditions on the left, and the effects on the right. For more about conditions and effects, see "Payroll: Structure of a Payroll Scheme."

To add a rate rule

1. On the Setup > Payroll > Payroll Schemes tab, select the payroll scheme you want to modify, then click Edit.
2. Add the rule:
   • If the Rates section has no rules yet, click Add Rate.
   • If the Rates section already has rules, click the Add icon (+) in the sub-group where you want to add the rule. You may need to scroll down to see the rule you just added. For more about groups and sub-groups, see "Payroll: Structure of a Payroll Scheme."
3. (Optional) Under Effective at the top of the group, enter a start or end date or both. Effective dates apply to all rules in the group.
4. Along the top of the rule, select the payroll source you want to use.
5. On the left side of the rule, click Add Condition, then choose a field, an operator, and a value.
6. (Optional) To add another condition, repeat Step 5.
7. On the right side of the rule, configure the effects:
   • Payroll Class Source: Select the source of the payroll class to use. The options that display depend on the payroll source you selected.
   • Earning Code: Select the earning code that should apply to any pay triggered by this rule.
   • Rate: Keep Use earning code selected to use the rate from the earning code on the crew member's payroll class, or clear it to enter a rate or formula manually.
   • Quantity: Keep Use earning code selected to use the quantity from the earning code, or clear it and select one of the following. Available options vary by payroll source.
     • Amount: The rate will be multiplied by the work period amount. Available only with the Work Period payroll source, which applies to customers on the old version of our Crew Scheduling module.
     • Daily: The rate will be multiplied by the number of days in the record.
     • Flat: Any record that triggers this rule will receive the rate indicated above.
     • Formula: The rate will be multiplied by the result of a numeric expression. Enter the expression in the formula field, then use Quantity Formula Values to bind any variable names in your expression to payroll source fields.
     • Hourly (Exact): The rate will be calculated using the precise number of recorded hours.
     • Hourly (Rounded): The rate will be calculated using the rounded total of recorded hours.
   • Pay Out Factor: Keep Use earning code selected to use the pay out factor from the earning code, or clear it and enter a specific value. If your Payroll Class Source is set to From Person, we recommend clearing Use earning code and entering a value manually, because a person isn't associated with a pay out factor.
   • Description: Enter text that will appear on the Payroll Details tab and in any reports or exported payroll data.
8. (Optional) To map cost centers to accounting codes for export to an external accounting or payroll system:
   1. Click Show all effects (if it isn't already expanded).
   2. Under Export Accounting Code(s), click Add Export Accounting Code.
   3. Select a Cost Center and enter the Export Accounting Code to use when the payroll source matches that cost center.
   4. Repeat the previous two steps for each additional mapping you want to add.
   5. (Optional) In Default Export Accounting Code, enter the code to use when the payroll source's cost center doesn't match any of the mappings above.
9. (Optional) To flag the pay as exceptional, click Show all effects (if it isn't already expanded), then select the Exceptional Pay checkbox. Exceptional pay is marked on the Payroll Details tab, where it can be used as a filter to view only the records this rule generates. This is a label only and has no effect on the calculation.

   NoteCost center mappings only apply when the payroll source has a cost center set. The Work Period, Crew Change, Timesheet, and Time Off payroll sources have a cost center field; the Date, Payroll Period, and Transaction Line payroll sources don't. Mappings configured on rules built against payroll sources without a cost center field won't trigger.

10. Click the checkmark (√) button on the rule to confirm the rule.
11. Click Save Changes to save the payroll scheme.

Examples

The following examples show some common patterns for rate rules.

A base pay rule for crew changes

This rule pays Regular Pay when a crew change record has Regular Pay as its Override Earning Code. The rate, quantity, and pay out factor all come from the Regular Pay earning code on the crew member's payroll class, so all three Use earning code checkboxes are selected. This is the typical shape of a base pay rule tied to time on the vessel.

A base pay rule for timesheet entries

This rule pays Regular Pay when a timesheet entry uses the Regular Pay earning code. The rate, quantity, and pay out factor all come from the Regular Pay earning code on the crew member's payroll class, so all three Use earning code checkboxes are selected.

An overtime rule with a condition

This rule pays Overtime Pay when a timesheet records more than 8 rounded hours of work. The condition (Timesheets: Total Hours (Rounded) > 8) filters the records that trigger the rule. The Payroll Class Source is From Person, so the rate comes from the crew member's own payroll class.