The Bytecurve system allows an hourly employee to have up to 20 rates. The rates can be added or updated in the system through the user interface screens designed for this purpose, or through an import option when rates need to be added or updated in bulk.
To access the rate management screen, perform the following steps:
1. Navigate to Setup -> Employee
2. The following screen will appear. Click on the three dots at the far right of the employee record whose rates need to be managed.
3. A few menu items are displayed. Click on Pay Rates
4. The Manage Rates screen is displayed.
If no rates have yet been set up for the employee, a blank screen is displayed as shown above. Enter the following information:
a) Date first applied: this is the date from which the rate being saved needs to be applied to the employee's pay
b) Employee rates from Rate-1 to Rate-20: complete this as applicable
c) Code1, Code 2 and Code 3: as applicable (this is used typically when the target payroll system is Peoplesoft)
The following fields are updated by the system:
d) Date last applied: this is the date until which the displayed set of rates is/was applied to the employees pay. When a new set of rates is added for the employee, this field is populated by the system automatically as the date one day prior to the date the new rates are to be applied from.
e) Update date and time: the time the rate set was added or last updated
f) Updated by: the name of the user who added or last updated the displayed rate set
After all information is entered click on Save button. Manage rates pop-up will be open:
Click on Confirm button to confirm Pay Rates update or Cancel button if update is not needed anymore.
Date applied is a filter to find Pay Rates that should be applied on a specific date. Select needed date and click on Search button. System will display Pay Rates that System applied/applies for selected date.
Editing pay rates vs. adding new rate-sets
Employee pay rates are saved as 'rate sets', i.e., a full set of up to twenty rates that are valid between the 'date first applied' and the 'date last applied'. The system will allow a rate set to be edited only if the rates in that set have never been used in a transmitted pay file. For this, the 'date first applied' of the rate set being edited cannot be part of a 'locked' (or already transmitted) pay period, it must be within an open or future pay-period.
Note: The 'pay-period locking' feature will be coming in a future release. Until this is implemented, it would be the user's responsibility to make sure there is no change to an employee's rate set that has been used in already transmitted pay-files.
To edit existing rates simply change the rates as required and click on the Save button.
When an employee's rates need to be changed and the current set has already been used in previously transmitted pay files, the current set needs to be end-dated and a new set needs to be created. To do so, click on +Add Rates button. Enter all required information and save it by clicking on Save button. When new set is added the user will need to set the 'Date first applied' value to the first day from which the new rate will be applied to employee pay-files. The system will automatically update the 'Date last applied' for the previous set to one day prior to the date the new rates will apply. The new rate set just added will remain 'Open' and will continue to be applied to the employee's pay-file until a new set of rates is defined.
If you try to add a rate set with a 'Date first applied' that is earlier than that of a future dated rate set already in the system, the following error message is displayed: "Error! A rate set with effective start date after the entered effective date exists. Please update that set if necessary."
When there are several sets of Pay Rates, you can switch between them by clicking on <Prev> and <Next> buttons. All fields will contain corresponding data:
