3. Setting up pay types

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1 3. Setting up pay types Before you can set up pay rates, you must set up pay types. A pay type, also known as a settlement type, is: An item that is considered a taxable earning; or A reimbursement; or An item that may be deducted from a resource's pay. Overview Key pay type fields Pay type system codes Accessing and using the Settlement Item Maintenance window Pay type field descriptions Viewing pay types in a grid [Settlement] PayTypeDefaultLayout Using the pay type search function Setting up the search feature [Settlement] paycodefind [Settlement] paycodeeditdefaultsort Searching for a pay type Setting up specific kinds of pay types Accessorials that are paid based on accessorials that were billed Using identical ID codes for the charge type and pay type Linking a pay type with a charge type Mileage-based pay type Pay type based on hub miles Accessorial pay type based on percent of line haul pay Pay type based on a flat amount Pay type based on hours Pay type based on per hundred weight Accessorial pay type based on $/stop Accessorial pay type based on percent of revenue Pay Rate Basics 3.1 Revised: 3/2013

2 Overview The setup of a pay type determines the following: Whether it will be used for line haul pay, accessorial pay, a reimbursement, or a deduction. How pay details created via the pay type are calculated (for example, whether the amount will be based on distance, percent of revenue, weight, a flat dollar figure, and so on). General ledger numbers to be passed to third-party accounting systems. Whether pay details created via the pay type are considered taxable (or, for deductions, pretax). Whether reasonability checking will be performed for pay details using the pay type. Whether non-system administrators have the authority to delete pay details (for example, cash advances or fuel purchases). Pay types are categorized as primary or secondary. Primary pay types are used for line haul pay. Examples of primary pay types commonly used in TMWSuite are: Route Pay (mileage-based pay) Flat Trip Settlmt (Revenue) (used for line haul pay based on a percent of line haul revenue) Hourly Pay Secondary pay types are used for either accessorial pay (e.g., add-on or extra pay), deductions, or re-imbursements. Examples of secondary pay types commonly set up in TMWSuite are: Stop Pay Loading or Unloading Detention Toll Reimbursement Escrow The following subsections describe pay type setup and usage. Pay Rate Basics 3.2 Revised: 3/2013

3 Key pay type fields Pay types are set up in the Settlement Item Maintenance window, which can be accessed from either the Settlements application or the Rate Schedules application. Key fields are identified in the sample pay type shown here. 1. Item Code: Unique ID assigned to the pay type. You can enter up to six characters. 2. Description: The text entered here prints on the settlement sheet. 3. AP GL Acct: Default general ledger number for the pay type when it used in a settlement for an Accounts Payable resource. 4. PR GL Acct: Default general ledger number for the pay type when it used in a settlement for a Payroll resource. 5. Basis: Determines how the pay type will be used. The options are: Trip Segment Primary pay type intended for line haul rates. Do not use this option if you are setting up a pay type for an accessorial, a reimbursement, or a deduction. Ancillary Secondary pay type intended for any of the following: Accessorial pay that is not dependent on whether the accessorial has been billed to a customer. Note: An exception to this is an accessorial that is based on a percent of revenue. Such a pay type can have a Basis of either Ancillary or Invoice Line Item, which is described below. Reimbursement. Deduction. Invoice Line Item Secondary pay type intended for accessorial pay that is issued only when the accessorial has been billed to a customer. Pay Rate Basics 3.3 Revised: 3/2013

4 6. Unit Basis, Unit, and Rate Unit determine how the charge will be calculated. The entries in all three fields must be in agreement with one another. Examples of agreement are shown here. Unit Basis Unit Rate Unit Distance Miles, Kilometers $/Mile; $/Kilometer Revenue US Dollars; CAN Dollars $/Dollar Flat Flat Flat Time Hours, Days $/Hour; $Day Count Pieces, Cases, Boxes, Pallets, Slips, Coils $/Piece Weight Pounds, Tons, Metric Ton $/100 lbs; $/Pound; $/Ton Volume Gallons $/Gallon 7. Tax/Pretax: For positive pay, this setting determines whether the pay is taxable. For negative pay, this setting determines whether the deduction is pretax. Positive pay For line haul or accessorial pay, select Yes to indicate that the pay is a taxable earning. For positive pay that is a reimbursement (such as a toll reimbursement), select No to indicate that the amount is not to be considered a taxable earning. Negative pay For a standing deduction that is pre-tax (such as 401K), select Yes. For a standing deduction that is not pre-tax (such as escrow), select No. 8. Edit in Dispatch: Allows you to deny or restrict access to specific pay types in pay-related windows in Dispatch. Options are: Yes Show this pay type in the drop-down list for the Item field in pay-related windows in Dispatch. Dispatchers can add, modify and delete pay details with those pay types that have been marked with this setting. No Do not list the pay type as an option in pay-related windows in Dispatch. Dispatchers will never be able to add or alter pay details having the pay type. This can be advantageous if dispatchers do not have the authority to add, change, or delete items such as fuel import pay details (e.g., card advances and fuel purchases). Display only Indicates that dispatchers have the authority to use pay-related windows in Dispatch to add or view pay details for a pay type. However, they cannot modify or delete existing pay details. For details, see 13.PayRelatedSecurityFeatures_V.2012andEarlier.doc. Pay Rate Basics 3.4 Revised: 3/2013

5 9. Charge Type: This field is displayed only if the Basis field is set to Invoice Line Item or Ancillary. It is applicable for an item that is paid only if a related charge is billed to a customer. Your entry here identifies the charge type that is "linked" with the pay type. Note: For an Ancillary accessorial, the Charge Type field is applicable only if the Basis field is set to Revenue. 10. Retired: If this check box is selected, the pay type does not appear in the pay type dropdown list. This prevents it from being used in a pay detail. Pay type system codes Some pay types are a standard part of TMWSuite and come pre-loaded with the system. Such pay types are called system codes and cannot be deleted. A sample system code is shown here. The red box indicates that the pay type is a system code. If you prefer not to use a system code, you can "retire" it by selecting the Retired check box. The following table lists commonly-used line haul pay types that are system codes: Item Code Description Use FLAT Flat Pay Rate Usually used for origin to destination flat rates. HR Hourly Pay Used for resources paid an hourly line haul rate. TSM Route Pay Used for mileage-based line haul pay. TSR Trip Settlmnt (Revenue) Used for line haul pay that is based on a percent of the billed line haul charge. These pay types are examples of accessorial system codes: Item Code Description Use ADV Driver Advance Used for an advance that is recorded manually within TMWSuite. STOP Pay for Stops/Invoiced Used for stop pay that is set up as a flat amount; stop pay is paid only if stop charges are billed. Pay Rate Basics 3.5 Revised: 3/2013

6 Accessing and using the Settlement Item Maintenance window Pay types are set up in the Settlement Item Maintenance window, which can be accessed from either the Settlements application or the Rate Schedules application: In the Settlements application, go to Setup > Pay Types. In the Rate Schedules application, go to Edit > Pay Types. The Settlement Item Maintenance window is shown here with sample data. The numbered callouts indicate key characteristics of the window. Pay Rate Basics 3.6 Revised: 3/2013

7 1. The Settlement Item Maintenance window displays multiple pay types at a time. A thick horizontal line separates each pay type. Use the scroll bar on the right of the window to bring additional pay types into view. 2. The blue square corresponds to the Edit in Dispatch field, which allows you to deny or restrict access to a pay type in Dispatch. The square appears if the pay type's Edit in Dispatch field is set to Display only. This setting indicates that dispatchers have the authority to use pay-related windows to add or view pay details for a pay type. However, the system will not allow them to modify or delete existing pay details. 3. The red square indicates that the pay type is a system code. System codes come preloaded in TMWSuite and cannot be deleted. 4. The Sort radio buttons allow you to sequence the pay type display in various ways. Desc Code Basis System Sort alphanumerically according to entries made in the Description field. Sort alphanumerically according to entries made in the Item Code field. Sort alphabetically according to pay type classification; i.e., Ancillary, Invoice Line Item, or Trip Segment. Sort the list of pay types with the system codes listed before the pay types that were entered manually. 5. The buttons at the bottom of the window allow you to perform various tasks. Add Delete Retrieve Save Close Insert a blank pay type record at the end of the pay type list. Permanently remove a pay type from the list by positioning your cursor in any field in the pay type and clicking Delete. Note: You cannot delete a pay type that is a system code. You also cannot delete a pay type that has been used on a settlement and/or on a pay rate. To deactivate such a pay type, select the Retired check box. If needed, you can clear the Retired check box to reactivate it. Refresh the data. Retain any additions, changes, or deletions you have made in the window. Exit the window. 6. The search fields allow you to locate a specific pay type quickly. For details, see Searching for a pay type. Pay Rate Basics 3.7 Revised: 3/2013

8 Pay type field descriptions When you add or change a pay type, make appropriate entries in these fields: Field Item Code Description Pay Group AP GL Acct PR GL Acct Description This is a required field. Enter a unique, alphanumeric ID code of up to six characters. This is a required field. Enter a free-form description of the payable item for which the pay type will be used. The description entered here is printed on the settlement sheet when the item is applied to a settlement. For example, if you are setting up a pay type for detention pay, you could enter "Detention" in this field. Applicable only for use with standing deductions. Often, deductions are based on a percent of pay. By default, the percent is applied to the total taxable earnings on a settlement. However, for some deductions, you may want to apply the percentage only to earnings for pay details with specific pay types. The Pay Group field allows you to classify pay types for this purpose. For details on the Pay Group feature, see the Standing Deductions documentation. If TMWSuite is configured to interface with a third-party accounting package, enter the base accounts payable general ledger number for the pay type in this field. If TMWSuite is configured to interface with a third-party accounting package, enter the base payroll general ledger number for the pay type in this field. Pay Rate Basics 3.8 Revised: 3/2013

9 Field Basis Unit Basis Description Select the option that determines how the pay type will be used: Trip Segment Primary pay type intended for line haul pay. Note: Do not select this option if you are setting up a pay type for an accessorial or a standing deduction. Invoice Line Item Secondary pay type intended for accessorial pay. This option indicates that payment for the item is dependent on whether it has been billed to the customer. If the customer has not been billed, the resource will not be paid. Notes: If you choose this option, you must link the pay type to the corresponding charge type. There are two ways of doing this. You could do either of the following: In the Charge Type field, select the related charge type. Make an entry in the Item Code field that exactly matches the Item Code for the related charge type. (Charge types are set up on the Enter/Edit Charge Types window. It can be accessed by going to Edit > Charge Types in either the Invoicing application or the Rate Schedules application.) On any one pay type, use only one of the methods listed above to link a pay type to a charge type. Do not use both methods on the same pay type. Ancillary Secondary pay type intended for accessorial pay, a reimbursement, or a standing deduction. Note: If the pay type is for an accessorial, this option indicates that payment is not dependent on whether the accessorial has been billed to the customer. The resource will be paid regardless of whether the accessorial has been billed. Select the type of measurement unit on which the rate is to be based. Commonly use options are : Distance Volume Time Weight Flat Revenue Count Because of special coding associated with them, you should not use the following options: Dist (O-D) Minimum Custom Basis Unit 2 Off Route Dunnage Custom Basis Unit 3 Factor Custom Basis Unit 1 Pay Rate Basics 3.9 Revised: 3/2013

10 Field Unit Description Select the default unit of measure on which the pay is to be based. The options come from the CountUnits, DistanceUnits, FlatUnits, SizeUnits, VolumeUnits, and WeightUnits labels. If the rate is based on count Select: Pieces, Cases, Boxes, Pallets, Slips, Coils distance flat time volume Meters, Miles, Feet, Inches, Centimeters, Kilometers Flat Hours, Days Bushels, Cubic Meters, Cubic Yards, Cubes, Gallons, Litre Rate Unit weight Kilograms, Metric Ton, Pounds, Tons Select the calculation method for the pay type. The options come from the RateBy label. If the rate is based on Select: count distance flat revenue time volume $/Piece $/Mile; $/Kilometer Flat $/Dollar $/Day, $/Hour $/Gallon; $/Litre Tax/Pretax weight Options are Yes or No. The default is Yes. Positive pay types $/100 lbs; $/Pound; $/Kilogram;$/Ton For line haul or accessorial pay, select Yes to indicate that the pay is a taxable earning. For a reimbursement (such as a toll reimbursement), select No to indicate that the amount is not to be considered a taxable earning. Negative pay types For a standing deduction that is not pre-tax (such as escrow), select No. For a standing deduction that is pre-tax (such as 401K), select Yes. Note: The entry in the +/- field determines whether the pay type is positive or negative. Pay Rate Basics 3.10 Revised: 3/2013

11 Field Edit in Dispatch Qty Rate Description Allows you to deny or restricting access to specific pay types in Dispatch. Options are: Yes Show this pay type in the drop-down list for the Item field in pay-related windows in Dispatch. Dispatchers will be able to add, modify and delete pay details with those pay types that have been marked with this setting. No Do not list the pay type as an option in pay-related windows in Dispatch. Dispatchers will never have the ability to add or alter pay details having the pay type. This can be advantageous if dispatchers do not have the authority to add, change, or delete items such as fuel import pay details (e.g., card advances and fuel purchases). Display only This setting indicates that dispatchers have the authority to use pay-related windows in Dispatch to add or view pay details for a pay type. However, the system will not allow them to modify or delete existing pay details. For details, see the 13.PayRelatedSecurityFeatures_V.2012andEarlier.doc. Not functional; do not make an entry. Default rate. Notes: 1. The default amount is used only when you manually add a new pay detail. The system will automatically insert the default rate for you. If needed, you can override it. 2. When the pay type is used on a rate schedule, the rate specified on the schedule overrides the default rate recorded for the pay type. 3. If you plan to use the pay type for line item rate schedule(s), TMW recommends that you do not record a default rate on the pay type. A line item rate is applied only when the dollar amount for a pay detail is set to $.00. A default rate of an amount other than $.00 will prevent application of line item rates. +/- This field determines whether the dollar amount for the pay type is positive or negative. The options are: + (default) The amount is to be added to the pay. The amount is to be deducted from the pay. Fee 1 and Fee 2 These fields apply to pay types for deductions for which an additional charge may be involved, such as a card advance or an express check. The company issuing the cards that allow drivers to use an ATM or to request a check that is written against their account often charges fees, which the employer may pass on to the employee. Additionally, an employer may charge a nominal fee to cover the cost of additional paperwork involved in such transactions. For details, see the Advances/Fuel Purchases Import Interface Guide. Pay Rate Basics 3.11 Revised: 3/2013

12 Field Zero Rate Check Max Amount Description This field pertains to reasonability checking of pay details. It allows you to specify that the system is to check whether a $.00 dollar amount exists for a pay detail with this pay type at the time a pay record is saved. The options are: Ignore (default) Saving a $.00 amount for a pay detail with this pay type is allowed; do not display a warning message. Pswrd Override Saving a $.00 amount for a pay detail with this pay type is allowed, but only if an appropriate password is entered first. Note: If you choose Pswrd Override, you must specify the password in the String1 field of the SttlmntPswrd setting in the General Info Table in the System Administration application. Warn Only Saving a $.00 amount for a pay detail with this pay type is allowed, but the system should display a warning to alert the user that a problem may exist. Note: Reasonability checking on a pay detail level occurs only if CheckPaydetailAmount=Y in the [Settlement] section of the TTS50.ini file. For details, see 14.UsingReasonabilityCheckingForPay_V.2012andEarlier.doc. This field allows you to specify the maximum amount allowed for a pay detail that is based on this pay type. The default is 99, If desired, replace the default value with a dollar amount that is applicable for your company. Notes: 1. Reasonability checking on a pay detail level occurs only if CheckPaydetailAmount=Y in the [Settlement] section of the TTS50.ini file. 2. This setting is applicable only if a value of Warn Only or Pswrd Override is recorded in the Enforcm. Level field located below the Max Amount field. 3. For details, see 14.UsingReasonabilityCheckingForPay_V.2012andEarlier.doc. Pay Rate Basics 3.12 Revised: 3/2013

13 Field Enforcm. Level Min Amount Description This field pertains to reasonability checking of pay details. It allows you to specify that the system is to check whether the total amount for a pay detail with this pay type is more than a maximum dollar amount. The options are: Notes: Ignore (default) Do not check. Pswrd Override Saving an amount greater than the maximum is allowed, but only if an appropriate password is entered first. Note: If you choose the Pswrd Override selection, you must specify the password in the String1 field of the SttlmntPswrd setting in the General Info Table in the System Administration application. Warn Only Allow the user to save an amount that is greater than the maximum, but display a warning. 1. Reasonability checking on a pay detail level occurs only if CheckPaydetailAmount=Y in the [Settlement] section of the TTS50.ini file. 2. If you select a value of Warn Only or Pswrd Override, enter the appropriate maximum in the Max Amount field located above the Enforcm. Level field. 3. For details, see 14.UsingReasonabilityCheckingForPay_V.2012andEarlier.doc. This field allows you to specify the minimum amount allowed for a pay detail having on this pay type. The default is -99, If desired, replace the default value with a dollar amount that is applicable for your company. Notes: 1. Reasonability checking on a pay detail level occurs only if CheckPaydetailAmount=Y in the [Settlement] section of the TTS50.ini file. 2. This setting is applicable only if a value of Warn Only or Pswrd Override is recorded in the Enforcm. Level field located above the Min Amount field. 3. For details, see 14.UsingReasonabilityCheckingForPay_V.2012andEarlier.doc. Pay Rate Basics 3.13 Revised: 3/2013

14 Field Enforcm. Level Allow (-) Qty (abbreviation for Allow Negative Quantity) TPP Cd (abbreviation for Third Party Payroll Code) Description This field pertains to reasonability checking of pay details. It allows you to specify that the system is to check whether the total amount for a pay detail with this pay type is less than a minimum dollar amount. The options are: Notes: Ignore (default) Do not check. Pswrd Override Saving an amount less than the minimum is allowed, but only if an appropriate password is entered first. Note: If you choose the Pswrd Override selection, you must specify the password in the SttlmntPswrd setting in the General Info Table in the System Administration application. Warn Only Allow the user to save an amount that is less than the minimum, but display a warning. 1. Reasonability checking on a pay detail level occurs only if CheckPaydetailAmount=Y in the [Settlement] section of the TTS50.ini file. 2. If you select a value of Warn Only or Pswrd Override, enter the appropriate minimum in the Min Amount field located above the Enforcm. Level field. 3. For details, see 14.UsingReasonabilityCheckingForPay_V.2012andEarlier.doc. This field applies to the quantity field for a pay detail with this pay type. The options are: Yes A negative amount is allowed. Note: If you plan to do manual adjustments by recording a negative quantity for a pay detail that uses this pay type, set this field to Yes. No (default) A negative amount is not allowed. If you export pay data to third-party payroll services, you can use this field to associate the TMWSuite pay type with the payroll code used by your service. As a result, you do not need to use the PR GLAcct field for this purpose. Pay Rate Basics 3.14 Revised: 3/2013

15 Field Use as Class Pay Class Fuel Svc Pr (abbreviation for Fuel Service Processing) Age Days Retired Description Used to set up a classification into which multiple pay types can be grouped. Microsoft Dynamics GP does not require the detailed distinction provided by all the individual pay types you may use in TMWSuite. You can set up a class to eliminate duplication of information in Microsoft Dynamics GP. For example, suppose you want to break out all driver wages (e.g., percent of revenue, dollar per mile, etc.) in TMWSuite, but lump it all together in Dynamics GP. To accomplish this, you must set up pay codes/types in both TMWSuite and Dynamics GP. In Dynamics GP, set up a 'master' pay code of Driver Wages. This will be the only pay code used when pay data is transferred from the Settlements application. In the TMWSuite Settlement Item Maintenance window, create a pay type called Driver Wages. This pay type is the equivalent of the master pay code you created in Dynamics GP. Be sure to select the Use as a Class check box for the Driver Wages pay type. While still in the Settlement Item Maintenance window, select Driver Wages in the Pay Class field for pay type you will use. Notes: 1. When a pay type record is designated as a pay class, it is not intended for use as a pay type when you create pay details. 2. Although pay classes were designed for use in transferring data to Dynamics GP, they can also be used for reporting purposes. Applicable if you use TMWSuite's interface to Microsoft Dynamics GP. If the pay type is to be grouped under a particular pay class, select that pay class in this field. Note: The options listed are pay type records for which the Use as a Class box has been selected. See the field description for Use as a class for more details. Applicable only for pay types that are to be used with interactive fuel services, such as Comdata. For details, see the guide on the fuel import interface you have purchased. This field can be used for a pay type that will be used for a standing deduction. Your entry determines how many days after it is first created that a deduction is to remain On Hold before the system forces it to be taken. Enter the desired number of days. After the specified number of days passes, pay details with this pay type will automatically be set to a Released status in Final Settlements so that they become part of the resource's settlement. There will be no way for you to assign an On Hold status to them. This check box allows you de-activate an existing pay type. Over time some pay type entries may become outdated and should no longer be used. In addition, there are many pay type entries marked as system codes that may not be applicable for the way your company does business. If the Retired box is selected, you will "retire" the pay type. Once retired, the pay type remains on file, but will no longer appear in drop-down lists in any application that allows you to create pay details. If desired, you can take a pay type out of retirement by clearing the check mark. Pay Rate Basics 3.15 Revised: 3/2013

16 Field Charge Type Auth Code Req (abbreviation for Authorization Code Required) Superv. Delete Only Description This field is displayed only if the Basis field is set to: -or- Invoice Line Item. Ancillary, and the Unit Basis field is set to Revenue. It is applicable for an accessorial item that is paid only if a related charge is billed to a customer. Your entry in this field identifies the charge type that is "linked" with this pay type. For details, see Accessorials that are paid based on accessorials that were billed. Applicable if you want to require users to enter an authorization code for each pay detail that uses this pay type. If you select this box, an authorization code must be entered before pay details can be changed from an On Hold status to a Released status. For details, see the chapter "Changing the status of trips from On Hold to Released" in the Trip Settlements Folder Guide. Select this box if you want to prevent users who are not set up as supervisors from deleting pay details having this pay type. For details, see the section " Preventing non-supervisors from deleting pay" in the document 13.PayRelatedSecurityFeatures_V.2012andEarlier.doc. Pay Rate Basics 3.16 Revised: 3/2013

17 Viewing pay types in a grid If you prefer, you can display the Settlement Item Maintenance pay-type data in a grid format. The Grid check box at the bottom of the window allows you to toggle between the field-based layout and the grid layout. The grid columns correlate to the fields and check boxes displayed in the window's default field-based layout. Pay types shown in gray are system codes. When in grid layout, you can click a column heading to sort the pay types based on that column. You can also rearrange the columns and use the right-mouse click column configuration feature to save the change. You can use the PayTypeDefaultLayout setting to make the grid format your default layout. [Settlement] PayTypeDefaultLayout Applies to Description TMWSuite: _ and later This setting determines the default layout of the Settlement Item Maintenance window. Options FreeForm (default) The window will display fields for the parameters that define a pay type. Additional Notes Grid The window will display the parameters that define a pay type in a grid format. Regardless of which layout is the default, the Grid check box at the bottom of the Settlement Item Maintenance window allows you to toggle to the other layout. Pay Rate Basics 3.17 Revised: 3/2013

18 Using the pay type search function When you need to locate a specific pay type quickly, you can activate a search feature in the Settlement Item Maintenance window. The feature allows you to: Search for a specific pay type by entering a character or partial keyword entry in the search field. Specify whether the system searches the list by Item Code or Description. Change the direction of the search by selecting or clearing the Search Backwards check box. Specify whether the default search type will be by Item Code or by Description. This illustration shows the location of the search fields in the Settlement Item Maintenance window. By default, the fields do not display. They are made available by setting options in your TT50.ini file, which are described in the next topic. Pay Rate Basics 3.18 Revised: 3/2013

19 Setting up the search feature Two INI settings are used to set up the pay type search feature. [Settlement] paycodefind Applies to Description Options TMWSuite: _ and later This setting determines whether the pay type search fields are displayed in the Settlement Item Maintenance window. N (default) Do not display the search fields. Y Display the search fields. [Settlement] paycodeeditdefaultsort Applies to Description Options Additional Notes TMWSuite: _ and later This setting determines the default sort option selected for pay types in the Sort section of the Settlement Item Maintenance window. It affects which radio button is selected, and which option is selected in the sort type drop-down field. D (default) Select the Desc (Description) radio button and the Desc drop-down option. C Select the Code (Item Code) radio button and the Code drop-down option. Regardless of the option specified by this setting, the user can manually select either sort option in the Settlement Item Maintenance window. Pay Rate Basics 3.19 Revised: 3/2013

20 Searching for a pay type Follow these steps to search for a pay type. 1. Make entries in these fields. Sort Type (unnamed field) Search For (unnamed field) Select the type of sort. The options are: Desc Search by Description. Note: Description searches are less specific than Item Code searches. The system looks for your search term anywhere it falls within the Description field. For example, if you want to search for Detention, but you only entered the letter "D," the system would find the first description having the letter "D," such as Card Advance. Code Search by Item Code. Note: The system will attempt to match your search term to an Item Code that starts with the character(s) you specify. Enter a search term of one or more characters. 2. If needed, you can: Select the Search Backwards check box to search from the cursor's current position back up through the list. Clear the Search Backwards check box to search from the cursor's current position downward through the list. 3. Click the Search icon. The system will highlight the Description field of the first item that matches your search term. Notes: 1. The Description field of the matching item is always highlighted, even if you are running an Item Code search. Pay Rate Basics 3.20 Revised: 3/2013

21 2. When you run a search and the system does not highlight the Description field of any item, your search term did not match any items in the search direction specified. Run your search in the opposite direction by clearing or selecting the Search Backwards check box and clicking Search again. 4. To skip to the next item that matches your search term, click Search again. Pay Rate Basics 3.21 Revised: 3/2013

22 Setting up specific kinds of pay types To ensure that trips rate properly, you must define the rate calculation method correctly on each pay type. Three fields determine the calculation method: Unit Basis Unit Rate Unit The following subsections tell you the entries you should make in these fields for common pay calculation methods. For details on setting up specific types of rates using these pay types, see the Pay Rate Examples documentation. Accessorials that are paid based on accessorials that were billed For some types of accessorial labor, a resource is paid only if the customer has been billed for that labor. There are two ways to configure the system to handle this requirement: Use the same Item Code for the charge type and the pay type. Link the charge type to one or more corresponding pay types. On any one pay type, use only one of the methods listed above to link a pay type to a charge type. Do not use both methods on the same pay type. Note: When setting up the system so that an accessorial will be paid only when that accessorial was billed, you must use one of these measurement unit options in the Unit Basis field: Flat, Count, Hours, or Revenue. Using identical ID codes for the charge type and pay type To indicate that a pay type is applicable only when a specific charge type is used for an order, you can use the same ID code for both. For instance, suppose you wanted to pay a driver for detention only if you billed for it. If you set up the Detention charge type with an Item Code of DET, the pay type's Item Code would be DET also. Charge type for Detention Pay type for Detention Pay Rate Basics 3.22 Revised: 3/2013

23 Linking a pay type with a charge type To eliminate the need for duplicate charge types, you can use the ChargeType field on the Settlements Item Maintenance window. This field allows you to link multiple pay types to the same charge type. The ChargeType field only displays when at least one of the following situations apply: Invoice Line Item is selected in the Basis field. Revenue is selected in the Unit Basis field. Note: When Revenue is selected in the Unit Basis field, you can select Ancillary or Invoice Line Item in the Basis field. The following examples show how multiple pay types are linked to a single charge type simply by choosing the charge type's description in the Charge Type field. This example shows a Loading/Unloading pay type with Invoice Line Item in the Basis field. Link the pay type to a charge type by selecting the charge type here. This example shows a Loading/Unloading pay type with Revenue in the Unit Basis field. The pay types in both examples are linked to the same Loading/Unloading charge type. Pay Rate Basics 3.23 Revised: 3/2013

24 Mileage-based pay type For a pay type that is based on the total distance between all payable stops on a trip segment, make these entries: Unit Basis Unit Rate Unit Set to Distance. Set to Miles. Set to $/Mile. For example: Pay type based on hub miles For a pay type that is based on the odometer readings recorded for stops on a trip segment, make these entries: Unit Basis Unit Rate Unit Set to Dist (Hub). Set to Miles. Set to $/Mile. For example: Pay Rate Basics 3.24 Revised: 3/2013

25 Accessorial pay type based on percent of line haul pay Some accessorial pay items are based on a percent of line haul pay. To set up pay types for such accessorials, make these entries: Basis Unit Basis Unit Rate Unit Set to Ancillary. Set to Line Haul. Set to US Dollars (or Canadian Dollars). Set to $/Dollar. For example: Pay type based on a flat amount For a pay type that is to be used for a flat rate, make these entries: Unit Basis Unit Rate Unit Set to Flat. Set to Flat. Set to Flat. For example: Pay Rate Basics 3.25 Revised: 3/2013

26 Pay type based on hours For an hours-based pay type, make these entries: Unit Basis Unit Rate Unit Set to Time. Set to Hours. Set to $/Hour. For example: Pay type based on per hundred weight For a per hundred weight-based pay type, make these entries: Unit Basis Unit Rate Unit Set to Weight. Set to Pounds. Set to $/100 lbs. For example: Pay Rate Basics 3.26 Revised: 3/2013

27 Accessorial pay type based on $/stop For a stop-based pay type, make these entries: Basis Unit Basis Unit Rate Unit Set to Ancillary. Set to Stop. Set to Stop. Set to $/Stop. For example: Accessorial pay type based on percent of revenue Many accessorial pay items are based on a percent of accessorial revenue. To set up pay types for such accessorials, make these entries: Basis Unit Basis Unit Rate Unit Charge Type Set to Invoice Line Item or Ancillary. Set to Revenue. Set to US Dollars (or Canadian Dollars). Set to $/Dollar. Select the accessorial charge type with which the pay type is linked. Note: This field is displayed only when you select Revenue in the Unit Basis field, and/or select Invoice Line Item in the Basis field. For example: Pay Rate Basics 3.27 Revised: 3/2013

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