One of the biggest overheads of any business is the wage spend, which means it's crucial to have full transparency of your day to day and week to week wage costs, to enable you to effectively and efficiently manage your wage spend accordingly.
With this in mind, if you "lend" any team members to another site within your business, Polaris will automatically transfer their wage cost to the borrowing site, so that both sites have a wage cost that's as accurate as it can be. No more manual calculations or transfers!
Setting Up Multiple Employment:
The multi-employment is always controlled by the site where the employee is based on a permanent basis. To send a team member to another site, simply go into their STAFF MAINTENANCE record and navigate to the MULTIPLE EMPLOYMENT module (as highlighted below).
From here you can see the current (and historical) multiple employment details for the selected employee.
To add a new instance, simply click the ADD NEW button from the top right of the screen, as highlighted below.
Fill in the relevant details of the multiple employment;
Start Date - when the multiple employment should commence (this is the date from which the employee will appear on the rota at the receiving site)
End Date - the date that the multiple employment will end (if it's a regular arrangement (i.e. a team member works one day a week at another site), you can leave this blank and edit at a later date if the arrangement comes to an end.
Target House - the site/house that's "borrowing"/receiving the employee. Click the drop down list and start typing the name of the site; Polaris should automatically find the site within the system.
Lastly, select the job(s) that the employee will be doing during the Multiple Employment. In most cases, this is simply their usual job role and pay rate, but occasionally, if an employee has two (or more) active jobs, with various pay rates, there may only be one relevant job for the agree Multiple Employment. All available jobs will appear in the list, so simply select the relevant role (or roles) as applicable.
SHARE COST - WHAT IS IT?!
You'll notice that there's a SHARE COST check box, which is automatically ticked when you select the job role.
Unless you want be responsible for the wage costs of this employee when they're working at a different site, **PLEASE ENSURE THIS IS LEFT TICKED**. If you untick this, your site will be responsible for ALL of this employee's wage costs, including hours worked at the borrowing site.
That's it! The Multiple Employment must now be approved by the site who is borrowing the employee...
Approving Multiple Employment:
The site receiving/borrowing an employee always approves the multi employment. To approve, simply navigate to PAYROLL INPUT > MULTIPLE EMPLOYMENT, to take you to the approval screen;
From here, BEFORE APPROVING check the details are correct, paying particular attention to the "SHARE COST" information to ensure that it states "YES" if the employee's wage costs will be split out to each site he works at. If this states "NO" the site who "owns" the employee will be responsible for all wage costs - which may lead to inaccurate wage costs within both businesses.
If any of the details are incorrect, simply get the base site to update the details prior to approval.
Once you're happy, click the APPROVE button on the right hand side of the screen.
Once approved, the employee will appear on the rota at the borrowing site, in order for him/her to be rota'd on accordingly (this will also be reflected in the employee's App Dashboard so he/she knows where they are supposed to be working.
**NOTE: once a multiple employment has been approved, details (other than the end date) CANNOT be changed without intervention from our technical team, which may incur a cost to your business, so please take care to review all details prior to approval**