TracCloudGuideBasicsPayroll

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Getting Started / Basics

• TracCloud Terminology

• Training Resources

• Schedule Management

• Recording Visits

• TracCloud Dashboard

Tracking Staff Payroll in TracCloud
TracCloud allows you to track the hours of your staff/consultants, and then report on that data later, including your fund and pay rate values.

1. Pay Codes

The first step towards utilizing TracCloud's payroll features is setting up Pay Codes. Each consultant can be assigned to one Pay Code, we will then be utilizing these Pay Code values to determine Pay Rates in our Work Types.

Other > Other Options > Preferences > Pay Codes. This is only accessible to SysAdmin accounts. File:2709632.png

2. Pay Basis

This setting determines how we're tracking work hours. Each Profile can be set to use a different Pay Basis.
Schedule will calculate work hours based on the consultant's scheduled availabilities and appointments.
Consultant Work Time will calculate work hours based on the actual time the consultant logs in and out for work visits.
Visits will calculate work hours based on the actual time the consultant is meeting with any logged-in student.

Other > Other Options > Profiles > [Your Profile] > Prefs > Pay Basis. File:2135910.png

If you're utilizing Consultant Work Time as your Pay Basis, you may prefer to have the consultant login button visible on kiosks. To enable this, check Show Consultant Login Button in your Log In/Out prefs.

Other > Other Options > Profiles > [Your Profile] > Prefs > Log In/Out. File:1939821.png

In the same menu, and again relevant for those using Consultant Work Time, you have Only show Consultants that are logged in to Work during KIOSK visit login. If enabled, this will filter down the list of available consultants when students are logging in to only those who are logged in for work. This is primarily utilized for Drop-in-focused environments.

Other > Other Options > Profiles > [Your Profile] > Prefs > Log In/Out. File:7588159.png

3. Work Types

Next up is Work Types, you can think of these as a form of Pay Rate condition. You'll end up creating multiple of them in a typically configuration to cover each possible condition where a Pay Rate needs to be defined.

Other > Listings > Work Types. File:9158623.png

To create new Work Type, click the Hamburger icon (File:Hamburger.png) and select New Work Type. This will bring you to the following screen.

File:5994383.png

  • Active From & Active To
This work type applies to your Pay Basis within this date range.
  • Pay Basis
This determines which Pay Basis this Work Type applies to. This should always match your Profile's Pay Basis.
  • Disposition
This allows you to differentiate Pay Rates based on how many students the consultant is meeting with.
No Students - This Work Type is used when the consultant is logged in/has available hours but is not currently meeting with a student.
1-on-1 - This Work Type applies to consultants who are meeting with a single student.
Group - This applies if the consultant is meeting with 2 or more students at once.
Blank - Doesn't have an effect, won't change Work Type/Pay Rate.
  • Fund
This lets you assign this work type to a particular fund.
  • Consultant Pay Code Rates
These are the Pay Rates for each of your Pay Codes if the conditions of this work type are met.

To provide a Permission Group the ability to view/modify Work Types, it can be added to the relevant Group's table access settings.

Other > Other Options > Groups > [The Group you want to modify] > Admin / Modules > Table Access. File:6838667.png

4. Tutor Pay Codes

Next up, we need to assign a Pay Code to our consultants. The is as simple as going to their profile and choosing the correct Pay Code from the drop-down menu. Save after making changes.

Other > Listings > Staff > [Your Consultant] > Pay Code. File:5481492.png


5. Work Reasons

6. Work Visits

7. Funds

Funds can be entered in several locations, from the student profile to the consultant. The order in which these are prioritized is Student > Visit > Appointment > Availability > Consultant, with the Consultant Fund only being utilized if the other 4 funds for a particular scenario are blank. Information on enabling each of these fund fields can be found below. Consultant Fund is enabled by default.


Student Fund can be enabled in your System Preferences.

Other > Other Options > Preferences > Student Entry Choices > Display Fund. 4701914.png

Appointment and Availability Fund can be found in your Profile Preferences.

Other > Other Options > Profiles > Prefs > Scheduling > Special Fields. 2212277.png

8. Payroll Reports
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