Wage profiles and hourly wages

What are wage profiles, and how can I use them to set up the hourly wages of my employees?

Wage profiles are customizable settings within the system that determine the hourly rates for various aspects of work, including regular working hours, transport time, distance travelled, and absence hours. These wage profiles can be assigned to employees, to ensure that all employees get their correct individual wages. Wage profiles can also be set up to change between different rates automatically depending on the employee's months of employment.

In this article, you will learn how to set up wage profiles and assign them to employees:

• How do I set up a wage profile?
• How do I edit a wage profile?
• How do I hide a wage profile?
• How do I delete a wage profile?
• How do I assign a wage profile to an employee?

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Setting up a wage profile

When you create an account in CleanManager, a default wage profile named Hourly wage 1 will be automatically generated for you. This serves as the starting point for configuring your wage settings.

Transition for Users with Wage Calculation Add-On

For users who had activated the Wage Calculation add-on module prior to the update, their existing three hourly rates will be converted into three separate wage profiles. This ensures a smooth transition and preserves previous settings.

To illustrate the process, let us walk through the creation and setup of a brand-new wage profile:

	Go to Settings > Wage and supplement rates in the menu
	Click on Create wage profile
	Give the wage profile a name
	Click on Create hourly wage right next to Hourly wage
	Type in the following information:
	Name: Choose a relevant name for the Hourly wage. Wage type: Enter the corresponding salary type from your payroll system. This ensures alignment between CleanManager and your existing payroll setup. (Note: The example provided is for illustrative purposes only.) Rate: Type in the correct rate (Note: The example provided is based on the National Living Wage in the UK as of April 2023.)  Effective from: Specify the duration of service, in months, required for this hourly rate to become effective. If the hourly wage should apply from the employee's start date, enter '0' in this field. Effective until and including: Define the duration, in months, during which this hourly rate remains valid for hourly work hours. Use this function to establish a seniority ladder, where rates change after a certain tenure. Leave this field blank if only one hourly wage is needed. Note: You cannot create multiple wages in one wage profile, where the time periods overlap.
	Click on Create to complete the process
	The hourly wage has now been set up
	Complete the process by clicking on Create

INFO:

Would you like to add hourly transport wages and/or mileage allowances to your wage profile? Learn more about how to create them here: Transport rates

Would you like to add absence hour rates to your wage profile? Learn more about how to create them here: Adding rates for absence hours to the wage profiles

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Editing a wage profile

	Go to Settings > Wage and supplement rates in the menu
	Click on Edit wage profile
	Click afterwards on Edit at the wage, you wish to customize
	Make your adjustments and apply them by clicking on Save
	Click on Save to ensure all adjustments to your wage profile are saved
	Do you want to remove a rate or two while editing a wage profile? To remove a rate, simply click on Delete next to the rate, you would wish to remove, then confirm the action by clicking Accept.

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Hiding a wage profile

	Go to Settings > Wage and supplement rates in the menu
	Click on Hide in planning
	Click on Accept to finish the process
	The wage profile is now hidden and will be moved to the bottom of the list of wage profiles
	To make the wage profile visible again, simply click on Show in planning

Note:

If a wage profile has been hidden, its rates will continue to be applied to the employee's work hours. If you wish to exclude the wage profile from the calculation of wages for an employee, you will need to assign them a different wage profile. Read more about it here: Assigning a wage profile to an employee

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Deleting a wage profile

	Go to Settings > Wage and supplement rates in the menu
	Click thereafter on Delete wage profile  next to the wage profile you want to delete
	Click on Accept to delete the wage profile

Note:

A wage profile can only be deleted if it is not currently assigned to any employees. This also applies to employees in the archive. Read more about it here: Assigning a wage profile to an employee

As an alternative, you can always hide your wage profiles. Read more about it here: Hiding a wage profile

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Assigning a wage profile to an employee

For a wage profile to take effect, it must first be assigned to an employee. 

	Go to Employees > Employee list in the menu
	Then, click on Edit employee next to the employee you want to assign a wage profile to
	Click on the dropdown-menu Wage profile
	Select the Wage profile you want to assign to the employee
	Fill out the field Extra hourly pay if the employee should receive a higher rate without additional personal supplements.
	Click on Save to end the process.

Note:

Hourly wage 1 is the wage profile normally assigned to an employee when creating a user for them in the system.
Changing the rate of the hourly wage will change the rate for all employees, to whom this wage profile has been assigned.

 

If you would like to set up more dynamic and extensive personal supplements, you can find more information about the process here:

Personal supplements