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HHAeXchange

Payroll Process Guide

Configuring and Running Payroll


Document Revision History

Date Description of Revision

6/01/2016 Initial version of the document

6/13/2016 Updated for changes listed below:

Page 9: Running Payroll

Page 12 – 13: Exporting 837 Claim Files

1/16/2017 Updated for changes listed below:

Page 3: Update to the Pay Code Setup Section.

Page 7: Travel Time


Table of Contents Overview ............................................................................................................................... 1

Configuration ........................................................................................................................ 2

Payroll Setup Page .................................................................................................................................... 2

Pay Code Setup ......................................................................................................................................... 3

Holiday Setup ............................................................................................................................................ 4

Discipline Rates ......................................................................................................................................... 5

Differentials ............................................................................................................................................... 6

Caregiver Differential ............................................................................................................................ 6

Visit Differential .................................................................................................................................... 7

Travel Time ................................................................................................................................................ 7

Selecting a Pay Code .............................................................................................................. 8

Visit Pay Codes .......................................................................................................................................... 8

In-Service Pay Codes ................................................................................................................................. 9

Running Payroll ................................................................................................................... 10

New Payroll Batch ................................................................................................................................... 10

Payroll Mapping ...................................................................................................................................... 10

Exporting Payroll ................................................................................................................. 11

Search and Export ................................................................................................................................... 11

Adjustments ............................................................................................................................................ 12

Reports and Other Pages ..................................................................................................... 13

Payroll Hours by Caregiver Detail ........................................................................................................... 13

Payroll Hours by Caregiver Summary ..................................................................................................... 13

Caregiver’s Pay Check Page..................................................................................................................... 14

Batch View .......................................................................................................................................... 14

Register View ...................................................................................................................................... 14

The Enterprise System

Payroll Process Guide Page | 1 Configuring and Running Payroll Overview Proprietary & Confidential

Overview This process guide provides step-by-step instruction on the setup and use of HHAeXchange’s payroll functionality. Additionally, any fields or values required to configure and/or run payroll have been defined. Further inquiry concerning the contents of this document should be directed to HHAeXchange Customer Support.

mailto:[email protected]?subject=Payroll

mailto:[email protected]?subject=Payroll


Payroll Process Guide Page | 2 Configuring and Running Payroll Configuration Proprietary & Confidential

Configuration

Payroll Setup Page

The Payroll Setup page is used to create, or edit existing, payroll configurations. A configuration defines the parameters of your Agency’s payroll structure. Agencies operating out of multiple Offices may create as many unique configurations as required to accommodate any differences in payroll structuring. To setup a new payroll configuration, navigate to Admin > Payroll Setup and click on [New]. You’ll be brought to the following screen:

Payroll Setup: New Payroll Configuration

The New Payroll Configuration page consists of a single section, which contains fields to setup basic payroll rules, such as overtime rates and the payroll week-ending date. To save a new configuration, you must enter a Configuration Name. After the initial setup of a new payroll configuration, the page will expand to include two additional sections, Payroll Holiday Setup and Disciplines Rates, as seen in the following image:

Payroll Setup: Edit Payroll Configuration

Additionally, a new field for Office(s) is now included in the General section. Using the Edit link to the right of the field, you can select which Offices to link the payroll configuration to. If your Agency operates out of a single Office, you’ll still be required to select that Office using the link.



Pay Code Setup

Once a payroll configuration has been defined, Pay Codes must be established. Pay Codes are used to define pay rates for Caregivers for specific types of work. For example, your Agency may choose to setup the following Pay Codes for HHAs:

HHA Standard, or the standard rates for an HHA.

HHA In Service, or the rate for HHA Caregiver’s when attending an In Service.

HHA Holiday, or the rate for HHA Caregiver’s on a designated Agency holiday.

By default, the system contains an active Non Payable Pay Code for every discipline. To create a new Pay Code, complete the following:

Navigate to Admin > Reference Table Management

Select the Reference Table dropdown and select the value Caregiver Pay Code

Complete the following fields:

Discipline*: The discipline the new Pay Code will apply to.

Payroll Configuration*: The Payroll Configuration the Pay Code will apply to.

Pay Code*: The name of the Pay Code.

Default Visit Rate: Select this checkbox to automatically apply the Pay Code to Visits when a Caregiver with the associated Discipline is scheduled.

Default Travel Time Rate: Select this checkbox to automatically apply the Pay Code to new Travel Time entries when a Caregiver with the associated Discipline is scheduled.

Default In-Service Rate: Select this checkbox to automatically apply the Pay Code to new In-Services for Caregivers with the associated Discipline.

Status: Use this dropdown to set the Pay Code as Active (Useable

Reference Table > Caregiver Pay Code



Holiday Setup

With Pay Codes established, navigate back to the Payroll Setup page to enter special rates for Holidays

observed by the Agency. To create a new Holiday, click on the button, highlighted in the following image:

Payroll Holiday Setup

A new window will open, containing fields to enter a Holiday (values for this dropdown are created using the Reference Table Payroll – Holiday) and the Date of the Holiday. Once entered, unique Pay Codes may be applied to each discipline. The system will only apply a Holiday rate to disciplines with a specified Pay Code.

To review rates setup in this section, use the button. The Year and Discipline fields may be used to filter search results.



Discipline Rates

Discipline Rates are used to specify the Hourly, Daily, and Visit (Live-In) rates for a Pay Code. This allows the system to quickly apply a rate to a Visit with respect to the type of Visit. To create a new rate, click

in the Discipline Rates section of the Payroll Setup page and complete the fields in the resulting window:

New Discipline Rate

Each Discipline Rate is applied to a single discipline for a specific amount of time. Once a rate is saved, the Discipline and Pay Code fields will lock. You are free, however, to adjust the active date range and pay rates. Since Pay Codes are tied to a specific discipline, the values available in the Pay Code dropdown depend on the value in the Discipline field. The final point of interest when setting up Discipline Rates is the Auto-Adjust Impacted Discipline Rate Dates checkbox. This field may be used to automatically adjust existing Discipline Rates to eliminate any overlaps or date gaps between the new rate being entered and the existing one.

To review, or edit, existing rates, click on the button. The Discipline and From/To Date fields may be used to filter search results.

Discipline Rates



Differentials

Differentials are Discipline Rates adjusted at the Caregiver and/or Visit level. Whenever a Caregiver is assigned to a Visit, the system will review any discipline rates that may apply to the Visit, followed by rates setup for the individual Caregiver, and finally by adjustments made to the rate for the specific Visit. For example:

An HHA Caregiver is assigned to a Visit. Once a Pay Code is selected, the system will apply the appropriate discipline rate.

If that HHA Caregiver has a Differential setup, the rate for the Caregiver will be applied to the Visit instead of the Discipline Rate.

Finally, the user scheduling the Visit can adjust the rate manually under the Billing tab of the Visit window. If the rate is adjusted manually, the system will use the manually entered rate instead of the discipline rate or the differential entered for the specific Caregiver.

Caregiver Differential

To set a Differential at the Caregiver level, complete the following:

1. Navigate to Caregiver > Caregiver Profile > Rates and click on the button.

2. A window identical to the one used to set the Discipline Rate will open. Fill out the required fields.

Figure 4: Caregiver level Differential

3. There is an additional option to apply the rate for a specific Patient. Since you can set up more than one rate, you can have a unique rate for each Patient.

4. When this Caregiver is assigned to a Visit with this Pay Code, they will be paid the rate entered here, instead of the default Discipline Rate.



Visit Differential

Setting a Differential at the Visit level has to be done manually for each individual Visit. To apply a differential at the Visit level, complete the following:

Navigate to Visit > Visit Search > Edit > Bill Info > Override Pay Rate

Visit level Differential and Adjustment

In the Payroll Details section, highlighted above, you’ll find the Override Pay Rate field. Use this field to enter the new rate.

Overriding the Pay Rate at the Visit level will overwrite the original Discipline Rate, as well as the rate set at the Caregiver level.

Travel Time

The Travel Time feature is a multifaceted function that allows Agencies to generate payable travel time records in HHAeXchange. This feature (abbreviated TT going forward) spans several Modules, allowing users to:

Enter TT records on a case-by-case basis on the Caregiver Calendar page,

enter TT records in bulk using the new Travel Time page under the Action Module,

setup a Default Pay Code for all TT records, and

process TT records in Payroll.

For a full review of the Travel Time function, please see the Travel Time Process Guide.

https://s3.amazonaws.com/hhaxsupport/SupportDocs/Process+Guide+-+Travel+Time.pdf


Payroll Process Guide Page | 8 Configuring and Running Payroll Selecting a Pay Code Proprietary & Confidential

Selecting a Pay Code

Visit Pay Codes

A Pay Code must be applied to a Visit before it may be scheduled. To enter a Pay Code for a Visit, complete the following:

1. Navigate to Patient Page > Calendar > V > Caregiver Code > Pay Code

Visit Window

2. Select a Caregiver to work the Visit. When a Caregiver is selected, the system will automatically match their discipline with the corresponding Pay Codes available.

3. In the image above Caregiver 1006, Jane Doe, is an HHA. Any Pay Code associated with HHAs, such as HHA Base, may be selected.


Payroll Process Guide Page | 9 Configuring and Running Payroll Selecting a Pay Code Proprietary & Confidential

In-Service Pay Codes

A Pay Code must be applied to an In-Service before it may be scheduled. To enter a Pay Code for an In-Service, complete the following:

1. Navigate to Action > In Service > New

2. Select values for the Discipline and Office fields.

3. Once the Discipline and Office have been specified, the corresponding values will be available in the Pay Code field.

New In Service Page


Payroll Process Guide Page | 10 Configuring and Running Payroll Running Payroll Proprietary & Confidential

Running Payroll Agencies have the option to choose between two types of Payroll logic:

Specific Week-Ending Date: Payroll may only be generated on the specified Week-Ending Date.

Any Week-Ending Date: Payroll may be generated on any day, as frequently as your Agency desires. This logic will use the selected Week-Ending Date to calculate overtime pay.

To determine which logic your system is utilizing, refer to the Allow Payroll Creation on any Week-Ending Day field on the Edit Payroll Configuration page. If this field is selected, your system is utilizing the latter of the logics described above. If not, it is using the former. Note: This field is for reference purposes only. To activate/deactivate the Any Week-Ending Date logic, please contact HHAeXchange Technical Support.

New Payroll Batch

Once a Visit has been invoiced (outlined in the Billing Process Guide), it can be included in a Payroll batch. To generate a new Payroll batch utilizing either of the payroll logics discussed above, complete the following:

1. Click on Action > Payroll > New Payroll

2. Selecting New Payroll will generate a window requesting a Payroll Date.

a. If you’re utilizing the Specific Week-Ending Day logic, you must select the designated week-ending date to run payroll. If not, select any date.

3. With the date set, the final step is to either generate Payroll for all Caregivers or add specific Caregivers.

A Payroll Batch ready to be Generated

4. Once the Batch has been created, it can be viewed by going to Action > Payroll > Search By Batch or Search by Caregiver

Payroll Mapping

Payroll Mapping is an automated process that ensures the right Pay Code has been attributed to a Visit. A few examples include:

1. Switching a Pay Code used for weekday Visits to one for weekend Visits, and vice versa.

2. Adjusting the Pay Code of a Visit that is on a designated Holiday.

Note: When a user processes Payroll, HHAeXchange will review all Visits in the payroll batch and automatically switch the Pay Code of the Visit, based on payroll mapping logic.

Billing%20Process%20Guide.docx


Payroll Process Guide Page | 11 Configuring and Running Payroll Exporting Payroll Proprietary & Confidential

Exporting Payroll

Search and Export

Once a Payroll Batch has been created, it can be viewed by going to Action > Payroll > Search by Batch or Action > Payroll > Search by Caregiver. The system will organize the results of a Batch search in the following format:

Payroll by Batch

The system will organize the results of a Caregiver search in the following format:

Payroll by Caregiver

Searching by Caregiver will breakdown a Batch and display how much each Caregiver is earning, whereas searching by Batch condenses the information and shows the total Bill. From the Caregiver search results, the .X. can be used to delete a specific Caregiver from the Batch. Searching by Batch will produce a similar delete option, only it will completely erase all Visits included in the batch. Only the most recent Batch can be deleted. When viewing a Payroll by Batch, you’ll have the option to Export the batch from the HHAeXchange system.

Export Payroll Detail or Payroll Summary

The payroll batch will be exported to your computer in a specific format, which can then be sent to your Agency’s payroll provider. This document contains all the information the provider requires to generate pay checks for your Agency.


Payroll Process Guide Page | 12 Configuring and Running Payroll Exporting Payroll Proprietary & Confidential

Note: Each Payroll Export file format is different, depending on the Agency and the information required by their Payroll provider. Export file formats are configured during the initial implementation, and can only be adjusted by consulting HHAeXchange Technical Support. Note: In most instances, the Payroll Export includes information about a Caregiver’s work hours and Pay Codes for each visit. In some cases, however, a Payroll provider may require additional demographic information, such as information about the Caregiver’s tax, dependent, or wage garnishment information. If this is not maintained directly in the Payroll Provider’s own system, this information can be entered on the Caregiver’s Payroll Info page, and then included in the export.

Adjustments

Making an Adjustment refers to altering a Visit that has already gone through billing and payroll. An adjustment may be required when a clerical error, which the system would not catch in an Exception page, is made. To make an Adjustment the Visit must be un-billed, or removed from an invoice, so information can be adjusted. If, for example, a Visit is billed for four hours when it actually lasted five, the Visit can be un-billed and adjusted to reflect the proper amount of hours. Once the Visit has been processed in a new invoice, the system will log a payroll Adjustment of +1 hours. This hour will be included in the Caregiver’s next paycheck.

Un-Billing

Invoice Details on the Bill Info Tab


Payroll Process Guide Page | 13 Configuring and Running Payroll Reports and Other Pages Proprietary & Confidential

Reports and Other Pages The Payroll Report menu contains various reports that break down payroll information for easier review. The reports in this menu are added during the initial implementation.

Payroll Hours by Caregiver Detail

This report produces a highly detailed breakdown of a Payroll by Batch. A few fields found on this report include: Admission ID, Service Code, Pay Hours, Pay Rate, and OT Hours.

Payroll Hours Detailed

To navigate to this report, follow: Report > Payroll > Payroll Hours by Caregiver Detail

Payroll Hours by Caregiver Summary

This report produces a basic overview of a Payroll Batch. A few fields found on this report include: Caregiver Name, SSN, and Pay Amount.

Payroll Hours Summary

To navigate to this report, follow: Report > Payroll > Payroll Hours by Caregiver Summary


Payroll Process Guide Page | 14 Configuring and Running Payroll Reports and Other Pages Proprietary & Confidential

Caregiver’s Pay Check Page

This page, found on the Caregiver Profile, provides an overview of a specific Caregiver’s Pay Checks. The summary can be opened in a Batch View or a Register View.

Batch View

The Batch View sorts Pay Checks by their Batch number, and breaks it down further by week. A few of the fields visible in this summary include: Visit Date Patient Name, Pay Code, and Pay Rate.

Pay Check Batch View

To navigate to this report, follow: Caregiver > Caregiver Profile > Pay Check > Batch View

Register View

The Register View will display all paid Visits in a specified date range. In addition to showing the Hours, Amount, OT Hours, and Total, each Visit can be expanded to reveal further information, such as any adjustments that were made, the Payroll Batch, and the Payroll Batch Date.

Pay Check Register View

To navigate to this report, follow: Caregiver > Caregiver Profile > Pay Check > Register View

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