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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:

 

 

 

 

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:

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Go to Settings > Wage and supplement rates in the menu

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Click on Create wage profile

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Give the wage profile a name

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Click on Create hourly wage right next to Hourly wage

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Type in the following information:

 

  1. Name: Choose a relevant name for the Hourly wage.

  2. 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.)

  3. Rate: Type in the correct rate (Note: The example provided is based on the National Living Wage in the UK as of April 2023.) 

  4. 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.
  5. 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.

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Click on Create to complete the process
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The hourly wage has now been set up

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Complete the process by clicking on Create

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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

 

 

 

 

Editing a wage profile

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Go to Settings > Wage and supplement rates in the menu

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Click on Edit wage profile

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Click afterwards on Edit at the wage, you wish to customize

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Make your adjustments and apply them by clicking on Save

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Click on Save to ensure all adjustments to your wage profile are saved

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Do you want to remove a rate or two while editing a wage profile? To remove a rate, simply click on Delete Slet.png next to the rate, you would wish to remove, then confirm the action by clicking Accept.

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Hiding a wage profile

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Go to Settings > Wage and supplement rates in the menu

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Click on Hide in planning

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Click on Accept to finish the process

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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 Eye_Vis.png

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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

 

 

 

 

Deleting a wage profile

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Go to Settings > Wage and supplement rates in the menu

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Click thereafter on Delete wage profile Screenshot_2023-01-20_at_14.21.19.png next to the wage profile you want to delete

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Click on Accept to delete the wage profile

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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

 

 

 

Assigning a wage profile to an employee

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

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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

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Click on the dropdown-menu Wage profile

 

Select the Wage profile you want to assign to the employee

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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.

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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: