Pay rates define how carers or workers are paid for visits. You can add new pay rates, copy and amend existing rate sets, or renew rates when pay changes apply from a future date.
When to use each option
Add
Use Add a new pay rate if:
A new visit type requires a pay rate.
A rate is missing for certain visits.
You see payroll errors such as 'No valid rate'.
Copy and amend
Use Copy and amend pay rates if:
You want to base new rates on an existing rate set.
You need a similar structure with small changes.
You want to avoid creating rates from scratch.
Expire and renew
Use Expire and renew pay rates if:
Pay is increasing from a future date.
You must preserve historical pay records.
You need a new effective date for the updated rates.
Add a new pay rate
To add a new pay rate, follow these steps:
Click Pay, then click Pay Rates.
Double‑click the pay rate set you want to update.
At the bottom of the rates list, right‑click and then click Add.
Enter a Name for the rate.
Set the rate type:
Enter a value on the left for Hourly rates.
Enter a Visit Duration to enable Per Visit or Banded rates.
Enter an Effective Date to define when the rate starts.
To limit the rate to a visit type, select the Applies to a specific Visit Type checkbox.
Choose the visit type, then click OK.
Repeat to add additional rates if needed.
Copy and amend an existing pay rate set
To copy and amend an existing pay rate set, follow these steps:
Click Pay, then click Pay Rates.
right‑click the rate set you want to copy, then click Copy.
Double‑click the copied rate set to open Rate Set Properties.
Rename the rate set.
To remove a rate:
Right‑click the rate, then click Remove.
To add new rates:
Right‑click in the rate list, then click Add.
Enter the rate details as required.
Click OK to save.
This method helps you build new pay structures quickly and consistently.
Expire and renew pay rates
To expire and renew pay rates, follow these steps:
Click Pay, then click Pay Rates.
Double‑click the required Rate set.
Click Expire / Renew Rates once.
Enter the new effective start date, then click OK.
The current rates automatically end the day before.
A new rate set is created with the new start date.
In the Show rates in force on this date field, enter the new start date.
Open each rate and enter the updated amounts.
Click OK to save.