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 import options 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 as you can see in the image below. Click on Pay Rates.
Note: 'Pay Rates' will only be visible if the user has the right permission to access rates in the Bytecurve.
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. This field will always be 'Open' for the latest set of rates.
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 the needed date and click on Search button. System will display Pay Rates that the system applied/applies for selected date.
Editing pay rates vs. adding new rate-sets
Employees' 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'. For locations that use 'Pay period locking', 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: For locations that do not use 'Pay period locking', 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.
If an employee's rates need to be changed and the current set has already been used in previously transmitted pay files then 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 a 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 employees' 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:
