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How To: Make Ad Hoc Payments
1. BackgroundIn some circumstances you may need to pay contractors or employees for activities performed in prior periods. For example, you may need to pay a fuel adjustment to your contractors for loads in January, but it is now May. Or, you might want to pay employees for vacation time as a percentage of their regular pay instead of paying them when they actually take time off. There are also times when you get a retroactive rate adjustment from a mill that you want to pass on to your subcontractors.
2. Steps
You first need to check the 'Enable Ad Hoc Payments' in Basic Setup:
This setting enables the ad hoc payment functionality.
There are basically two steps in making ad hoc payments:
(1) Set up the payment terms and conditions under which employees or vendors will be paid; and
(2) Running a pay calculator in order to make the payments.
Setting up an Ad Hoc Pay Contract
This setting in Basic Setup will enable a new menu item in The Logger's Edge under contracts call Ad Hoc Payments.
Clicking this item will bring up a grid of Ad Hoc Pay contracts:
In The Logger's Edge, we set up ad hoc payments under a pay contract. The pay contract specifies the employees or contractors to be paid, the activities, the date range and the rates -- basically all the payment terms.
In order to setup an Ad Hoc Pay contract, you click on the Add button (and to edit an existing contract, you would double click on the row or highlight the row for the contract and click the Edit button).
An Ad Hoc contract is set up through a wizard:
The first step is to identify the basic type of contract:
The frame of the left prompts you to identify who is to be paid. You can set the contract up to pay either vendors(subcontractors) or employees.
The frame on the right prompts you for the basic way in which pay is to be calculated. The options are as follows:
1. Pay as a percentage of load revenue. Under this option you can pay based on a percentage of the revenue receive for loadslips. For example, you could pay a trucking contractor 100 percent of the revenue you received from a fuel adjustment.
2. Pay based on load attributes. Under this option you can pay based on the attributes of loadslips, such as weight, volume or distance. For example you could pay truckers $0.78/Tonne as a fuel adjustment for the loads they hauled.
3. Pay based on time slips. Under this option you can pay employees or contractors based on their time entries. For example, you could pay an employee a bonus of $1.00/hour.
4. Pay based on production slips. Under this option you can pay employees or contractors based on the production entries. For example, you could pay a guy $45/Day as a pickup allowance.
The checkbox at the bottom of the form is extremely important
If this checkbox is left unchecked, the above rules apply.
If this box is checked, however, The Logger's Edge looks not at the basic loadslips or time slips to calculate pay, but rather looks at prior payments for loadslips or time slips and then pay a percentage of that prior pay.
For example, you would use this checkbox if you wanted to pay an employee 4.0 percent of their prior payroll as a bonus. Or, you could pay a contractor an extra 5 percent bump for loads delivered in a prior period. In these cases, the pay basis is not the actual time slips or loadslips, but the previously calculated payments.
If you use the 'Apply as
a Percentage' checkbox you must have already
run your contractor and/or employee settlements.
In the next step you define the start and end date for the contract.
This date range is not used to select the actual date range for the slips (that range is defined when you run the calculator), but rather specifies the life of the contract. For example, you might set up a fuel adjustment contract that lasts a full year, even though the actual payments are calculated based on a month at a time.
You also specify if your tax items apply.
In the next step, you specify the blocks to which the contract apllies.
You may select one or several blocks.
The next step is where you set up your rates:
The actual columns depend on your choice of pay type in Step 2 above
Case 1: Pay as a percentage of load revenue
|
Column |
Description |
| Contractor | Contractor to be paid. Omitted if you are paying employees. Cannot be blank. If you want to pay all contractors, select the wildcard 'Owner' from the drop down list. |
| Worker | Worker to be paid. |
| Block | Source Block. Blank means pay all blocks. |
| Destination | Destination for the loads. Blank means pay all destinations. |
| Activity | The activity to be paid. If you are paying a fuel adjustment, then the activity would be fuel adjustment. Cannot be blank. |
| Species, Stratum, etc. | Specific load attributes that allow you to fine tune your rates to specific load types. Blank means pay all species, stratum, etc. |
| Truck Type, Route | The truck type and route for the load. Blank means pay all truck types, routes. |
| Rate | Applicable rate |
| Pay basis | LD Revenue - Fixed |
| Revenue Activity (optional) | This item is optional and only needs to be used if the Activity (from above) differs from the activity you want to use as your base. For example, if your Activity is trucking, The Logger's Edge will look at your trucking revenue. You you not need this field in that case. But, if the activity was fuel adjustment and the revenue activity was trucking, you would need this field in order to identify the revenue activity (trucking). |
| Effective Date | Start date for the rate. |
| End Date | End date for the rate. Rate will apply between the start date and end date. You can have multiple rates that change over time by managing the start and end dates for each row. |
| Miscellaneous Account | Miscellaneous account. You can use this item to categorize your payments by account. Blank means 'NONE'. |
| Active | Flag to identify active rates. |
Case 2: Pay based on load attributes
|
Column |
Description |
| Contractor | Contractor to be paid. Omitted if you are paying employees. Cannot be blank. If you want to pay all contractors, select the wildcard 'Owner' from the drop down list. |
| Worker | Worker to be paid. |
| Block | Source Block. Blank means pay all blocks. |
| Destination | Destination for the loads. Blank means pay all destinations. |
| Activity | The activity to be paid. If you are paying a fuel adjustment, then the activity would be fuel adjustment. Cannot be blank. |
| Species, Stratum, etc. | Specific load attributes that allow you to fine tune your rates to specific load types. Blank means pay all species, stratum, etc. |
| Truck Type, Route | The truck type and route for the load. Blank means pay all truck types, routes. |
| Rate | Applicable rate |
| Pay basis | Unit of measure, e.g. Tonne, M3, Ton, MBF, Cord. Cannot be blank. |
| Related Activity | The base activity. This item is used to select the loads that are covered by the pay contract. For example, if we enter trucking, we would select all loads where the contractor was the truck owner. This activity primarily comes into play if a contractor is paid for more than one activity for a load. For example, let's say a contractor was paid for skidding for some loads and loading for other loads, we would need to specify skidding or loading in order for The Logger's Edge to know the right loads to select when pay is calculated. |
| Effective Date | Start date for the rate. |
| End Date | End date for the rate. Rate will apply between the start date and end date. You can have multiple rates that change over time by managing the start and end dates for each row. |
| Miscellaneous Account | Miscellaneous account. You can use this item to categorize your payments by account. Blank means 'NONE'. |
| Active | Flag to identify active rates. |
Case 3: Pay based on time slips
|
Column |
Description |
| Contractor | Contractor to be paid. Omitted if you are paying employees. Cannot be blank. If you want to pay all contractors, select the wildcard 'Owner' from the drop down list. |
| Worker | Worker to be paid. |
| Block | Block. Blank means pay all blocks. |
| Activity | The activity to be paid. If you are paying a fuel adjustment, then the activity would be fuel adjustment. Cannot be blank. |
| Rate | Applicable rate |
| Pay basis | HR - Fixed |
| Related Activity | The base activity. This item is used to select the time entries that are covered by the pay contract. For example, if we enter skidding, we would select all time entries where the activity on the worker's time slip was skidding. This activity primarily comes into play if a worker is paid for more than one activity or phase. Blank means pay all hours, no matter the activity. |
| Effective Date | Start date for the rate. |
| End Date | End date for the rate. Rate will apply between the start date and end date. You can have multiple rates that change over time by managing the start and end dates for each row. |
| Miscellaneous Account | Miscellaneous account. You can use this item to categorize your payments by account. Blank means 'NONE'. |
| Active | Flag to identify active rates. |
Case 4: Pay based on production slips
|
Column |
Description |
| Contractor | Contractor to be paid. Omitted if you are paying employees. Cannot be blank. If you want to pay all contractors, select the wildcard 'Owner' from the drop down list. |
| Worker | Worker to be paid. |
| Block | Block. Blank means pay all blocks. |
| Activity | The activity to be paid. If you are paying a fuel adjustment, then the activity would be fuel adjustment. Cannot be blank. |
| Rate | Applicable rate |
| Pay basis | Basis for pay, e.g. Day, Mile, Kilometer, etc. Cannot be blank. |
| Related Activity | The base activity. This item is used to select the time entries that are covered by the pay contract. For example, if we enter skidding, we would select all time entries where the activity on the worker's time slip was skidding. This activity primarily comes into play if a worker is paid for more than one activity or phase. Blank means pay all hours, no matter the activity. |
| Effective Date | Start date for the rate. |
| End Date | End date for the rate. Rate will apply between the start date and end date. You can have multiple rates that change over time by managing the start and end dates for each row. |
| Miscellaneous Account | Miscellaneous account. You can use this item to categorize your payments by account. Blank means 'NONE'. |
| Active | Flag to identify active rates. |
Dates. As noted above, you can have multiple rates that change over time by managing the start and end dates for each row:
In the grid above there are four rates for fuel adjustments that apply to trucking with different start and end dates. Thus, depending on the date out of any given load, a different rate will apply. The key to making this type of structure work is not to omit any dates, otherwise a load will not be paid for the omitted date.
You cannot have
overlapping start/end dates for otherwise identical rates (rows).
In the next step, you are prompted for a code and description for your contract. The code must be unique.
In the last step, you need to click on finish to save your changes
Running the Calculator
Once you set up an Ad Hoc contract, you then need to calculate pay.
Form the main menu, select Calculators | Ad Hoc Payments.
This selection will bring up a filter window:
The filter window prompts you for:
1. Date range for load / time slips. You can select any date range you want. You are not required to conform the date range selection to a pay period - you can make the range as wide or narrow as you want.
2. Ad Hoc Contract. You can select a contract to pay. You are limited to one at a time.
3. Date for posting. When the calculator is done, you will then post the results to your employee or vendor statements. The date entered here determines which pay period should be used. As noted in the screen above, you can select load or time slips from a much earlier period and have them paid in a much later pay period, The posting will fail if you do not already have a pay period set up that encompasses the date you enter here.
When you click OK, The Logger's Edge performs the pay calculations and brings up a review screen.
The review screen groups all the entries by rate row, contractor and block and writes a subtotal. This screen allows you to verify all the pay detail and review the amounts that are to be paid. At this point, no payments have been stored for any contractor or employee.
Once you are satisfied with the pay entries, you click on 'Post It' to write the entries to each guy's statement.
The posting does not write the slip-by-slip detail for each entry. Rather, the posting consolidates the details into one entry that is written as a miscellaneous expense entry. Each of the subtotals in the review screen is a miscellaneous entry that will be written to the contractor's or employee's statement when you click post it.
If you want to save the details, you should either print them out or save them to an MS Excel workbook (You can cut-and-paste between the grid and MS Excel).
There is also a special 'Print By Vendor' function that allows you to print out the details arranged by vendor (or employee), with a page break between each:
As noted above, when you post your entries The Logger's Edge will write miscellaneous expense entries. The Entry date for the miscellaneous entries will be the date your specified for posting
The miscellaneous expense entries created by the Ad Hoc pay functionality can be Edited and can be Deleted. If you need to change an entry you can make those changes in the miscellaneous entry grid. For example, if you want to change the Description or the Amount you can do that here.
If you post entries by
mistake, you will need to delete them in the miscellaneous entry window and then
rerun the Ad Hoc pay calculator (and re-Post). The Calculator will not
delete prior posted entries -- you must handle this manually. If you post
a second time without deleting the original entries, you will get duplicates and
that is not good.
The miscellaneous Ad Hoc entries will each appear on vendor statements just like any other miscellaneous entry.
Special Considerations
When you are setting up pay rates for paying Ad Hoc Payments there are certain entries that are not legitimate and cannot be used. The following matrix can be used to identify those that are allowed and those that are not.
Entries in Lime Green are NOT valid.
Trucking (or Is Pay Like Trucking)
| Contractor / Employee | Pay Type |
Contractor |
Worker | |
| Contractor | Percent of Load Revenue |
NONE |
NONE |
N/A |
|
SPECIFIC |
NONE |
Pay Specific Truck Owner | ||
|
OWNER |
NONE |
Pay Whoever Owns the Truck | ||
|
NONE |
DRIVER |
N/A | ||
|
SPECIFIC |
DRIVER |
Pay Specific Contractor if his Driver is on the load | ||
|
OWNER |
DRIVER |
Pay Whichever Contractor Employs the Driver on each load | ||
|
NONE |
SPECIFIC |
N/A | ||
|
SPECIFIC |
SPECIFIC |
Pay Specific Contractor who Employs a Specific Driver | ||
|
OWNER |
SPECIFIC |
Pay Whichever Contractor Employs a Specific Driver on the load | ||
| Contractor | Load Attributes |
NONE |
NONE |
N/A |
|
SPECIFIC |
NONE |
Pay Specific Truck Owner | ||
|
OWNER |
NONE |
Pay Whoever Owns the Truck | ||
|
NONE |
DRIVER |
N/A | ||
|
SPECIFIC |
DRIVER |
Pay Specific Contractor if his Driver is on the load | ||
|
OWNER |
DRIVER |
Pay Whichever Contractor Employs the Driver on each load | ||
|
NONE |
SPECIFIC |
N/A | ||
|
SPECIFIC |
SPECIFIC |
Pay Specific Contractor who Employs a Specific Driver | ||
|
OWNER |
SPECIFIC |
Pay Whichever Contractor Employs a Specific Driver on the load | ||
| Contractor | Percent of Prior Pay |
NONE |
NONE |
N/A |
|
SPECIFIC |
NONE |
Pay Specific Truck Owner | ||
|
OWNER |
NONE |
Pay Whoever Owns the Truck | ||
|
NONE |
DRIVER |
N/A | ||
|
SPECIFIC |
DRIVER |
Pay Specific Contractor if his Driver is on the load | ||
|
OWNER |
DRIVER |
Pay Whichever Contractor Employs the Driver on each load | ||
|
NONE |
SPECIFIC |
N/A | ||
|
SPECIFIC |
SPECIFIC |
Pay Specific Contractor who Employs a Specific Driver | ||
|
OWNER |
SPECIFIC |
Pay Whichever Contractor Employs a Specific Driver on the load | ||
| Employee | Percent of Load Revenue | - | NONE | N/A |
| - | DRIVER | Pay whichever employee who is the driver | ||
| - | SPECIFIC | Pay specific driver | ||
| Employee | Load Attributes | - | NONE | N/A |
| - | DRIVER | Pay whichever employee who is the driver | ||
| - | SPECIFIC | Pay specific driver | ||
| Employee | Percent of Prior Pay | - | NONE | N/A |
| - | DRIVER | Pay whichever employee who is the driver | ||
| - | SPECIFIC | Pay specific driver |
Non-Trucking Activities Tracked on Block
| Contractor / Employee | Pay Type |
Contractor |
Worker | |
| Contractor | Percent of Load Revenue |
NONE |
NONE |
N/A |
|
SPECIFIC |
NONE |
Pay Specific Equipment Owner | ||
|
OWNER |
NONE |
Pay Whoever Owns the Equipment | ||
|
NONE |
DRIVER |
N/A | ||
|
SPECIFIC |
DRIVER |
Pay Specific Contractor if his Operator is on the load | ||
|
OWNER |
DRIVER |
Pay Whichever Contractor Employs the Operator on each load | ||
|
NONE |
SPECIFIC |
N/A | ||
|
SPECIFIC |
SPECIFIC |
Pay Specific Contractor who Employs a Specific Operator | ||
|
OWNER |
SPECIFIC |
Pay Whichever Contractor Employs a Specific Operator on the load | ||
| Contractor | Load Attributes |
NONE |
NONE |
N/A |
|
SPECIFIC |
NONE |
Pay Specific Equipment Owner | ||
|
OWNER |
NONE |
Pay Whoever Owns the Equipment | ||
|
NONE |
DRIVER |
N/A | ||
|
SPECIFIC |
DRIVER |
Pay Specific Contractor if his Operator is on the load | ||
|
OWNER |
DRIVER |
Pay Whichever Contractor Employs the Operator on each load | ||
|
NONE |
SPECIFIC |
N/A | ||
|
SPECIFIC |
SPECIFIC |
Pay Specific Contractor who Employs a Specific Operator | ||
|
OWNER |
SPECIFIC |
Pay Whichever Contractor Employs a Specific Operator on the load | ||
| Contractor | Percent of Prior Pay |
NONE |
NONE |
N/A |
|
SPECIFIC |
NONE |
Pay Specific Equipment Owner | ||
|
OWNER |
NONE |
Pay Whoever Owns the Equipment | ||
|
NONE |
DRIVER |
N/A | ||
|
SPECIFIC |
DRIVER |
Pay Specific Contractor if his Operator is on the load | ||
|
OWNER |
DRIVER |
Pay Whichever Contractor Employs the Operator on each load | ||
|
NONE |
SPECIFIC |
N/A | ||
|
SPECIFIC |
SPECIFIC |
Pay Specific Contractor who Employs a Specific Operator | ||
|
OWNER |
SPECIFIC |
Pay Whichever Contractor Employs a Specific Operator on the load | ||
| Employee | Percent of Load Revenue | - | NONE | N/A |
| - | DRIVER | Pay whichever employee who is the Operator | ||
| - | SPECIFIC | Pay specific Operator | ||
| Employee | Load Attributes | - | NONE | N/A |
| - | DRIVER | Pay whichever employee who is the Operator | ||
| - | SPECIFIC | Pay specific Operator | ||
| Employee | Percent of Prior Pay | - | NONE | N/A |
| - | DRIVER | Pay whichever employee who is the Operator | ||
| - | SPECIFIC | Pay specific Operator |
Non-Trucking Activities NOT Tracked on Block
| Contractor / Employee | Pay Type |
Contractor |
Worker | |
| Contractor | Percent of Load Revenue |
NONE |
NONE |
N/A |
|
SPECIFIC |
NONE |
Pay Specific Contractor for all loads | ||
|
OWNER |
NONE |
N/A | ||
|
NONE |
DRIVER |
N/A | ||
|
SPECIFIC |
DRIVER |
N/A | ||
|
OWNER |
DRIVER |
N/A | ||
|
NONE |
SPECIFIC |
N/A | ||
|
SPECIFIC |
SPECIFIC |
N/A | ||
|
OWNER |
SPECIFIC |
N/A | ||
| Contractor | Load Attributes |
NONE |
NONE |
N/A |
|
SPECIFIC |
NONE |
Pay Specific Contractor for all loads | ||
|
OWNER |
NONE |
N/A | ||
|
NONE |
DRIVER |
N/A | ||
|
SPECIFIC |
DRIVER |
N/A | ||
|
OWNER |
DRIVER |
N/A | ||
|
NONE |
SPECIFIC |
N/A | ||
|
SPECIFIC |
SPECIFIC |
N/A | ||
|
OWNER |
SPECIFIC |
N/A | ||
| Contractor | Percent of Prior Pay |
NONE |
NONE |
N/A |
|
SPECIFIC |
NONE |
Pay Specific Contractor for all loads | ||
|
OWNER |
NONE |
N/A | ||
|
NONE |
DRIVER |
N/A | ||
|
SPECIFIC |
DRIVER |
N/A | ||
|
OWNER |
DRIVER |
N/A | ||
|
NONE |
SPECIFIC |
N/A | ||
|
SPECIFIC |
SPECIFIC |
N/A | ||
|
OWNER |
SPECIFIC |
N/A | ||
| Employee | Percent of Load Revenue | - | NONE | N/A |
| - | DRIVER | N/A | ||
| - | SPECIFIC | Pay Specific Employee for all loads | ||
| Employee | Load Attributes | - | NONE | N/A |
| - | DRIVER | N/A | ||
| - | SPECIFIC | Pay Specific Employee for all loads | ||
| Employee | Percent of Prior Pay | - | NONE | N/A |
| - | DRIVER | N/A | ||
| - | SPECIFIC | Pay Specific Employee for all loads |
