Managing the rates of pay available across your organisation is difficult enough. Global Rates on Eploy however set out to keep things simple by allowing you to:
Create a standard library of available rates, factoring in things like the base rate paid to the candidate, any charge rates or margins, as well as mark-up or vendor rates.
Filter these rates so they are only available to certain departments, positions or industries across your structure.
Link the appropriate rate to vacancies, hires and timesheets so if they ever need to change, you can do en masse.
Rate Types
Before configuring your Global Rates, you'll first need to ensure that you have the required Rate Types available. This is done within Admin > Drop Down Lists > Rate Types.
All available rate types will be listed - click into a rate type to view and amend its settings.
To create a new Rate Type, click New within the Toolbar:
Give your rate type a Description - this is how the rate type will appear within a drop down list.
Add any Default values, such as the Interval, Rate and Time Worked values
Optionally, this new Rate Type can be linked to an existing rate type, e.g. when setting up a Holiday rate.
Click Save when finished.
Managing Global Rates
To begin creating and managing your global rates, navigate to Admin > Salary Settings > Global Rates.
Once within Global Rates, you can see any that already exist and edit them by clicking into the title. For New Global Rates, click New.
When setting up a global rate, the first thing to do is set the Title. This will be visible throughout the system, wherever you need to assign a rate to a record. For this reason, the title should be clear and concise, allowing you to quickly differentiate it from any other rates.
Following the title, you can then chose to apply a Vacancy and Hire filter if required - this will mean the rate will only be available to select if the associated vacancy has already been set to that same position. This helps to avoid confusion, especially if you have lots of different global rates across the organisation. To set a filter, select an option from the drop down list and click add.
The Rates Grid
Up next is the rates grid, where you can set values, expected hours per week and any charges:
Load Pay Rate - This allows you to load any existing global rates, before tweaking. As global rates tend to be incremental, it can be easier to load in the previous rate before adjusting slightly. To to this, select from the list, look at the Preview to see the full details and then Load to bring the rate into your global rate.
Rate Type - If constructing new rates, start with the rate type and select Standard. You can then add any additional overtime or holiday rates once the standard has been set.
Description - This will be the identifier for the standard rate, so can be used to help you keep track of rates and what it is available for. It will default to the rate type you have selected, but you can change this if required
Rate - This is the base rate of pay that the candidate will see on the timesheet and ultimately be paid.
Vendor Rate - If working with agencies, this will be the rate that they charge you, including the mark-up that you have agreed to. This may be labelled as Charge within your system.
Vendor Mark-up % - Used as part of a calculation with Rate / Vendor Rate, this will help you to ensure you are paying the right amount. This may be labelled Margin in your system. If you populate either the Rate and the Mark-up %, then the charge will be calculated for you. Similarly, entering the Rate and Charge will then populate the Mark-up.
Time Worked - This allows you to set the expected hours to be worked at this rate.
Interval - Determines whether this is an Hourly or Daily
Once you have populated the details, click Add. This will create the rate row in the global rate and allow you to continue adding other rate types.
🤓 Tip You don't have to populate all of the information on the global rate, particularly if it is subject to be different in each instance. For example, the rate of pay may be standard but the time worked is likely to change per placement, so you can leave this blank. This will then prompt the user to provide this information when they create the vacancy / placement.
Once complete, click Save to confirm the Global Rate - this will now be available to use within vacancies, placements and timesheets.
Holiday Pay
To include Holiday Pay within a global rate, you'll first need to ensure you have added a suitable Rate Type, as described at the top of this article. When adding a Holiday Pay rate type, you'll need to ensure that it is linked to all rate types where it can be applied.
Once that's done, return to your Global Rate and click Add to add your additional rate type.