Employee Matrix

Learn how to enable and configure employee matrix for additional flexibility in payroll and billing.

Overview

Employee matrix allows you to set specific pay rates for individual employees. An employee matrix is helpful for situations where you would like to recognize an employee’s seniority (either in payroll or billing), incentivize certain employees to work at certain sites or address specific union or employee contracts.

Within the TrackTik pay rate hierarchy, the employee matrix sits between the Shift Rate and the Position Rate. The rate set with the employee matrix overrides all other rates. You can override Employee Matrix rates during shift approval.

Before you start

Here are some things you must do before you start:

• Contact us to activate the Employee Matrix feature on your portal.
• Once we’ve enabled the feature, sign out and back into your portal for it to be available.

Enable the necessary permissions

For users to access and manage Employee Matrix, they will need both the Modify employee pay rates and HR profile and the Clients bill rates: Edit / Create permissions. To enable these permissions, go to:

• Settings
• Select Roles & Security
• Admin Portal Roles
• Choose the role that will need the permission
• Select the Payroll & Pay Rates folder
• Check the box next to Modify employee pay rates and HR profile
• Select the Billing folder
• Check the box next to Client bill rates: Edit / Create

Create an Employee Matrix rate in the employee profile

You manage the employee matrix within the individual employee profile. Once enabled, the Employee Matrix tab will be available to the right of the Assigned Sites tab. This tab allows you to assign new rates and view the current rates for this employee.

To assign a new rate, select Assign Rate. Next, you can choose the following options to set the rate.

• Effective Date – adjust for when you would like the pay rate to take effect.
• Region (mandatory) – choose an option from the regions where the employee is currently assigned. Note that if you wish to apply the rate to multiple regions, you must complete the matrix rate for each region.
• Site – Choose from the individual sites or multi-sites where the employee is assigned. Not specifying a site applies the rate to all sites within the selected region.
• Positions—Based on your site choice, you can choose from the positions to which the employee has been assigned. Not specifying a position applies the rate to all positions where the employee works at the selected site.
• Pay Rate – selecting this checkbox will apply the employee matrix to the employee’s pay rate.
• Rate – complete this field with the new employee pay rate.
• Holiday Pay- You have additional flexibility in managing the holiday rate the employee receives. If you pay a Rate multiplier or a Fixed holiday rate, you can select the option and set those values.
  • If the position is not configured for holiday pay, Rate Multiplier and Fixed holiday rate are not applicable.
  • If you do not wish to set a new rate at this level, select Use Default.
• Bill Rate—Selecting this checkbox will apply the employee matrix to the bill rate you charge for this employee’s work.
• Billing Method – You can bill Hourly, Cost + Flat Rate, or Cost + % (if this feature is enabled).
• Holiday Billing-  You have additional flexibility in managing the holiday rate you bill for this employee. If you pay a Rate multiplier or a Fixed holiday rate, you can select the option and set those values.
  • If the position is not configured for holiday pay, Rate Multiplier and Fixed holiday rate are not applicable.
  • If you do not wish to set a new rate at this level, select Use Default.
• Custom Overtime Rates - you can adjust the overtime rate that the employee receives. You can choose between:
  • Use Default - the default overtime rate.
  • Rate multiplier i.e. 1.5
  • Custom Rates - allows you to enter a custom rate 
  • No Overtime Premiums (Regular rate will be used)

You can save your choices, which will add the rate to the Employee Matrix list.

Edit rates from the Employee Matrix list

Once you have created a rate in the employee matrix, you can edit it by choosing the corresponding button.

• The system will indicate which payruns (if any) will be affected.
• You cannot edit the previously chosen Effective Date, Region, Site, and Position.
• You can adjust the pay or billing rate values and the holiday billing.
• Changes will take effect immediately.
• Rerunning your payroll will show the new Employee Matrix Rate and the old rate will be lost. Similarly, invoices generated after editing the bill rate will show the new Employee Matrix Rate and the old rate will be lost.

Archiving or Ending an employee matrix rate

Two options exist for removing an employee matrix rate from the employee profile.

1. Archive this rate – Archiving the rate will delete the rate immediately and delete it from any payroll reruns and any unprepared invoices. Locked payruns will not be affected.
2. End this rate—Ending the rate will remove it based on the effective date selected. If you choose a date in the future, the rate will remain in effect on your pay runs until that date.

Filters

• Active: All rates are currently active or will be applied in the future.
• Historical: Rates that were once active but have now ended.
• Archive: Rates that have been deleted; these cannot be reapplied.

The Hierarchy of Pay Rates with Employee Matrix

TrackTik hierarchically applies pay rates. Starting with the most specific (shift rate) and going to the least specific (Default BackOffice setting), the hierarchy is as follows:

• Shift Rate:  If the shift has a pay rate value, it is taken from wherever the user worked.
• Employee Matrix: If the employee has a specific pay or bill rate, it is taken from the employee matrix.
• Position Rate: If the position has a post rate value, it is taken from wherever the user worked.
• Account/User Rate: If the account/user has a pay rate, it is taken from wherever the user worked.
• HR Profile: This is taken from the user profile in the user’s home region.
• Employee Class/Group: This is taken from the user’s profile home region.
• Default rate (Backoffice setting): This is taken from the user’s profile home region.

Remember that the more specific rate will override the less specific rate.

Notes about the Employee Matrix:

• The number of matrices created per employee is unlimited. However, when a more precise rate exists, it will take precedence over the less accurate rates.
• When a new rate is added with the same criteria as a previous rate, it will override the old rate based on the effective date selected.
• Employee Matrix overrides the base rates. Any premium matrix attached to the position will still be added to these base rates.

Conclusion

The Employee Matrix allows you greater flexibility in employee remuneration and billing by allowing you to customize both for individual employees.