Pay Rates Module

Configure and manage labor rates for your construction workforce. The Pay Rates module provides a comprehensive system for uploading award documents, configuring payroll rules, managing workers, and applying rates to timesheets.

Core Features

Payroll Processing Guide

End-to-end guide covering the complete payroll workflow from document upload to rate application and export. Start here if you're new to the module.

Pay Rate Documents

Upload and manage award documents, EBAs, and rate schedules. Features include:

• AI-powered rate extraction from PDFs
• Document scoping (global, client-specific, project-specific)
• Milo AI assistant for querying document content
• Classification and rule configuration

Workers

Maintain your workforce database for payroll processing:

• Import workers from Assignar (automatic sync) or CSV
• Manage worker pay items and employment assignments
• Search, filter, and bulk operations

Employment Types

Classify workers into categories for accurate rate matching:

• Full-Time, Part-Time, Casual, Contractor
• Import from Assignar or create manually
• Links to tree template matching and minimum engagement rules

Payroll Rules

Rule Groups

Configure collections of payroll rules within pay rate documents. Each rule group can include any combination of the five rule types below.

Shift Rules

Apply rate multipliers based on when a shift starts:

• Define shift windows (e.g., 6 PM - 6 AM for night shifts)
• Configure segments with different multipliers per time period
• Priority-based evaluation when multiple rules match

Allowance Rules

Add payments for specific activities or work conditions:

• Six types: Hourly, Daily, Per Timesheet, Fixed, Distance-Based, Percentage
• Activity pattern matching and role-based conditions
• Enable/disable toggle for seasonal or temporary allowances

Minimum Engagement Rules

Guarantee minimum paid hours per shift:

• Configure minimum hours and offset rate (normal or overtime)
• Scope to all shifts, weekday only, or weekend only
• Filter by employment type (e.g., Casual only)

Consecutive Shift Rules

Adjust rates after working multiple consecutive days:

• Set threshold for consecutive days before rule activates
• Configure multiplier, fixed rate, or graduated adjustments
• Optional work type continuity requirements

Shift Spacing Rules

Enforce minimum rest periods between shifts:

• Set gap threshold (e.g., 10 hours between shifts)
• Apply penalty rates when rest period is insufficient
• Optional client/project continuity conditions

Configuration

Cost Code Linking

Map every rate component to project cost codes:

• Link classifications, allowances, and shift segments to cost codes
• AI suggestions with confidence percentages
• Bulk linking for documents with many classifications

Getting Started

New to Pay Rates? Follow this sequence:

1. Pay Rate Documents - Upload your award or EBA documents
2. Rule Groups - Configure shift rules, allowances, and engagement rules
3. Cost Code Linking - Map rate outputs to cost codes
4. Employment Types - Set up workforce classifications
5. Workers - Import your workforce
6. Payroll Processing Guide - Apply rates to timesheets

Integration with Other Features

Pay Rates integrates seamlessly with:

• Timesheets - Rates apply to timesheet entries via tree template matching
• Cost Codes - Track labor costs by activity type
• Projects - Project-specific rate documents and cost tracking
• Invoicing - Use rate data for client billing
• Assignar Operations - Automatic sync of workers and employment types

Best Practices

• Start with documents: Upload award/EBA documents first to leverage AI extraction
• Configure rules comprehensively: Set up all applicable rule types (shift, allowance, engagement)
• Link all cost codes: Ensure every rate component maps to a cost code
• Use the tab workflow: Documents → Employment Types → Workers → Rates
• Review before applying: Always verify timesheets before clicking "Apply Pay Rates"
• Leverage AI: Use Milo for rate queries and AI suggestions for cost code matching