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Pay: Employees, by the Hour; Rental Equipment

Steps:

1. Set up the Employee. Select Setup | Workers | Worker Setup from the Main Menu.

2. Set up Base Rate.  Select Setup | Workers | Worker Setup from the Main Menu.  Select the Tab 'Employee (Worker) Base Rates'.

3. Set up Activity Rate (Optional).  Select Setup | Workers | Employee (Worker) Activity Rates from the Main Menu.  You can set up a rate differential (relative to an employee's base rate) if you want to pay a premium (or a lower rate) for certain selected activities.

4. Setup the Equipment Unit that the Employee is Operating. Select Setup | Equipment / Trucks | Equipment | Unit Numbers.  You must set this piece of equipment up as a Rental Unit.

5. Set up the Hourly Rental Charge for the Equipment.  Select Setup | Equipment / Trucks | Equipment | Equipment Charge Out Rates.  This allows you to set up the rental charge for the equipment.

6. Enter Time Slip.  Select Data Entry | Time Slips | Employees | Enter Slips.  On the Time slip, you will enter the hours for the employee and select the rental equipment unit as the piece of equipment the employee operated for those hours.  These hours will be used in conjunction with the hourly rental rate to calculate the rental payment to the equipment owner.

7. Run Employee Calculator.  Select Calculators | Employees - Full.   This step will calculate the employee's payroll.

8. Review Employee Statement.  Select Reports | Employee Statements.  Alternatively, Select  Reports | Hourly | Employees.  This statement will show the employees pay for the pay period you select..

9. Run Vendors Calculator.  Select Calculators | Vendors - Full.  The employee calculator does NOT calculate the rental charges for vendors.  You must run the "vendors calculator" to calculate the rental charges on a piece of rental equipment.

10. Review Vendor Statement.  Select Reports | Vendors Statements.  The vendor statement for the owner of the rental equipment will show the rental charges for that piece of equipment for the pay period selected.

Troubleshooting Common Errors:

1.    "Error: No Pay Rate for: XX, date: MM/DD/YYYY".  (Employee Calculator)

This error occurs when a valid pay rate is not found for a time entry for an employee for a certain date.

Things to check when this occurs:

• Is there a base pay rate setup?  Check under Setup | Workers | Worker Setup from the Main Menu.  Select the Tab 'Employee Base Rates'.  Be sure there is a rate set up in the grid for the employee.
• Is there a rate?  Check the effective date.  Is the time slip entry date prior to the base rate effective date?  If so, the system cannot identify a rate to apply to the employee. 
• Check the 'Rate Type.'  The Rate Type must be set to 'HR' in order to pay hourly employees.

2.    "Error: CONTRACTOR HOURLY -- RENTAL RATE not Set up For: EQUIPMENT = [UNIT CODE] AND TIME_SLIP_DATE = [MM/DD/YYYY] AND ACTIVITY = [ACTIVITY CODE]".  (Vendor Calculator)

This error arises because a valid rental rate is not found for the time entry for the worker operating a rental equipment unit for a certain date.

Things to check when this occurs:

• Is there a Rental Rate setup for the equipment unit?  Check under Setup | Equipment | Equipment Charge Out Rates from the Main Menu.  Be sure there is a RENTAL rate set up in the rental rate column of the charge-out grid for the equipment unit.
• Is the effective date of the rate on or before the date of the time slip with the error?  If so, the system cannot identify a RENTAL rate to apply to the equipment. 
• Check the 'Rate Type.'  The Rate Type must be set to 'HR' in order to for the rent to be calculated.  (At present, all rental charges in the Logger's Edge are only based on hours.)
• Does the ACTIVITY for the rental rate match the activity on the time slip?  The rental rates are Activity specific so that differential rental rates apply to different activities.  For example, you might want to zero-rate a maintenance activity, but fully rate a production activity.  The activity on the rental rate must match the time slip, or must be set to NONE in the rental rate grid.
• Does the REVENUE CONTRACT for the rental rate match the activity on the time slip?  The rental rates are revenue contract specific so that differential rental rates apply to different revenue contracts.  For example, you might pay a higher rate to your contractor for the use of a piece of equipment in connection with a customer who pays you a higher hourly rate.  The revenue contract on the rental rate must match the time slip, or must be set to NONE in the rental rate grid.

3.    The wrong rate is applied.

Things to check when this occurs:

• Are there multiple base rates setup?  Check under Setup | Workers | Worker Setup from the Main Menu.  Select the Tab 'Employee Base Rates'.  Be sure that the date of the your time entry is subsequent to the rate you want applied.  If so, is there another rate between the date you think should apply and the date of the time entry?  If so, the system will use that rate.  The system will use the rate that is (1) prior to the time entry, and (2) the most recent of those that are prior to the time entry.
• Do you have a base rate setup under the 'ALL' employee?  The system will use this rate if there is no specific rate setup for the employee.  If you do not want to apply the 'ALL' employee rate, setup a base rate for your specific employee.
• Do you have activity differentials that apply?  Check under Setup | Workers | Employee (Worker) Activity Rates from the main menu.  Is there a differential for the employee and activity on the time entry?  If you want a differential to apply, check the effective date.  Is there more than one effective date? The system will use the rate that is (1) prior to the time entry, and (2) the most recent of those that are prior to the time entry.  Is the 'Rate Type' tagged as 'HR'?  The rate differential will only apply if the Rate Type is tagged as 'HR'.
• Do you have an activity rate setup under the 'ALL' employee?  The system will use this rate if there is no specific activity rate setup for the employee.  If you do not want to apply the 'ALL' employee rate, setup an activity rate differential for your specific employee.  Note:  you can always setup a $0.00 rate for a specific employee if you want to exempt that employee from the 'ALL' rate.
• Are there multiple rates setup for the rental equipment?  If so, check the effective dates, activity, and revenue contracts on the rate compared to your time slip to make sure that the system can pick up the rate you intend it to pick up.