Payroll Export.

Customers can use this report to assist with payroll processing or for auditing purposes.

Step

Description

Good to Know

Navigating to the Payroll Export

Reporting>Scheduling>Payroll Export

Users with permission “View/Download Payroll Export” will be able to view/download this report

Generating the report

Date Range: Enter the date range you want to pull appointments for

You can run report for up to 181 days

By default, completed appointments by your company’s definition will pull into the Payroll Export

Use the ‘Staff Assigned Location(s)’ field to select the location you want to filter by. You may select multiple locations. You must select at least one location. All locations will be auto selected.

Include Late Entries: When selected, the system looks for appointments prior to the start date entered that were previously incomplete but are now complete

EX: If an appointment in June was incomplete when running payroll for June appointments but has since been completed and now user is running payroll for July appointments, that June appointment will populate in the export as part of the late entries feature
To prevent duplicate billing, it will only pull once
- EX: Tomorrow if I pull this same report for this date range, the late entry appointment(s) won’t show again. The system thinks you already paid that staff. Suggested that if late entries are included in the export, save that document

Include INCOMPLETE staff appointments: Best practice is not to pull incomplete appointments; Breaks the functionality of the Late Entries feature because you are running with incomplete appointments

Include Cancelled/Archived Appointments: If you need to pay staff for cancelled appointments, can select to pull these in

Include Non-Payable Appts (these appointments do not count toward payroll totals): Any paycode created with the “N/A” code will populate into a Non-Payables tab on the export

Include Demo Client: Select if you want demo clients to appear on the export

Click Run Now

The system will create a record in the My Reports Tab with the status of “Pending”
- The Status will change to “Download” once the report is ready to view
Users will also receive an email when the report is ready that includes a link to be brought to the Payroll Export My Reports page within Rethink

Not recommended to pull for incomplete appointments using the Payroll Export Report. To pull for incomplete appointments, use the Scheduling>Appointment List view
Under My Reports>Statuses allow users to see where the report is in the process at any point in time
- Pending: The report is in a queue of repots waiting to be processed
- Download: Report is ready for download
- Download: Report was previously downloaded
  - You may download at anytime and as many times as you would like
- Fail: There was an error when processing the report. User can run the report again or contact the Rethink Support Team to see if it may be recovered
Users will receive an email when the report is ready
- By default, the email will be sent to the users email in their staff profile
Once exported to excel, there are four tabs to work through
- Add a filter for review by column headers
  - EX: Can sort/filter by different locations

Subscribed Reports

Ability for users to schedule payroll exports
- User will receive an email on the day indicated by the subscription when the report is ready. Email will guide you back into Rethink to download the report from the My Subscribed Reports tab
Alleviates the need to manually generate reports that are needed on a regular cadence

See the following tutorial for details: Create and Manage Payroll Export Subscriptions.

Report Information

The Start and End date of the report will appear at the top of the spreadsheet along with the Time zone of the user that is logged in and running the report. The Run Date/Time will show when this report was pulled. The Staff Assigned Location(s) will display the locations that were selected to be included in this report.

Summary: This tab is a broad overview of how many hours that employee worked in that date range and the total they would be paid. There will be one line per staff member for the date range you have run the report for. It will compile all of that information into one line.

Column Name	Information Shown
Id	Rethink assigned ID
FirstName	First Name of Staff Member
LastName	Last Name of Staff Member
ExemptStatus	Whether or not staff is selected as eligible for overtime calculations Exempt = They are NOT opted into overtime calculations Non-Exempt = Opted into overtime calculations
PayType	Hourly or Salary
StaffLocation	Locations assigned to staff profile
RegHours	How many hours staff worked in that date range Includes all appointments - Billable, Non-Billable, Travel
AvgRegRate	The average between their different payrates
RTPay	Total owed before mileage and overtime
OT1Hours	Any hours worked overtime
OT1Rate	Overtime rate as set up under Settings
OT1Pay	Amount owed to staff for overtime
OT2Hours	If a second set of overtime rules were set up under Settings>Scheduling Settings, any hours that fall into this category will appear here
OT2Rate	The rate for the second set of overtime rules, if applicable
OT2Pay	Amount owed to staff for second set of overtime rules, if applicable
Miles	How many miles that staff traveled during this date range
MileageRate	Mileage Reimbursement Rate if set up under Settings>Staff Member Settings>Mileage
MileagePay	Amount owed to staff for mileage reimbursement
TotalPay	Amount owed to staff for that date range Includes mileage pay, overtime pay, and regular pay
EmployeeStartDate	If entered in the Staff Profile>Attributes section
CompanyStaffID	If entered on the Staff Profile>General Information section

Paycode Details: This tab breaks down the summary tab into the pay codes used. There will be at least two lines per staff member, one line per pay code used for that staff member to show how many hours were spent under each pay code and one total row.

Column Name	Information Shown
Id	Rethink assigned ID
FirstName	First Name of Staff Member
LastName	Last Name of Staff Member
ExemptStatus	Whether or not staff is selected as eligible for overtime calculations Exempt = They are NOT opted into overtime calculations Non-Exempt = Opted into overtime calculations
PayType	Hourly or Salary
StaffLocation	Locations assigned to staff profile
Paycode	Paycode Abbreviation
PaycodeName	Name of Paycode
RegHours	How many hours staff worked in that date range under each pay code
RegRate	Hourly rate for that pay code for that staff member
RTPay	Amount owed to staff for each pay code
Miles	How many miles that staff traveled during this date range
MileageRate	Mileage Reimbursement Rate if set up under Settings>Staff Member Settings>Mileage
MileagePay	Amount owed to staff for mileage reimbursement
Regular Pay	Amount owed to staff member including mileage but not overtime
EmployeeStartDate	If entered in the Staff Profile>Attributes section
CompanyStaffID	If entered on the Staff Profile>General Information section

Timesheet Entries: This tab shows one separate line per appointment per staff so it is every appointment that employee worked during that timeframe. Staff could have any number of lines. This tab will show you what appointments contributed to the total owed.

Column Name	Information Shown
Alerts	Any alerts you may need to be aware of EX: Overlaps with another appointment
Id	Rethink assigned ID
ApptStatus	Status of Appointment; Best practice is to only pull for completed appointments
Name	First Name of Staff Member
LastName	Last Name of Staff Member
ExemptStatus	Whether or not staff is selected as eligible for overtime calculations Exempt = They are NOT opted into overtime calculations Non-Exempt = Opted into overtime calculations
PayType	Hourly or Salary
StartTime	Scheduled Start Time of appointment
EndTime	Scheduled End Time of appointment
DateOfService	Date the session took place
ActualStartTime	Verified Start Time of appointment Can use this as somewhat of a clock in/clock out feature by viewing the scheduled start and end time versus the actual start and end time Payroll is calculated off the verified start/end time and that is what pulls on the session note
ActualEndTime	Verified End Time of appointment Can use this as somewhat of a clock in/clock out feature by viewing the scheduled start and end time versus the actual start and end time Payroll is calculated off the verified start/end time and that is what pulls on the session note
Duration	How long the appointment took place
AppointmentType	Type of appointment (Billable, Non-Billable, or Travel)
AppointmentTag	Any tags on the appointment; Non-Billable appointments will always have a tag and Billable Tags are optional
Paycode	Abbreviation for the Paycode
PaycodeName	Full Paycode Name
ServiceLine	Service Line - EX: ABA
ServiceName	Service Name - EX: Assessment
ClientName	Name of the client that staff worked with
Funder	Name of the client’s funder
Rate	Hourly rate for that pay code for that staff member Will show “0” if that staff is salary or if an hourly rate was not entered for that pay code for that staff member
Miles	If Travel appointment, amount of miles driven
MileageRate	Mileage Reimbursement Rate if set up under Settings>Staff Member Settings>Mileage
StaffVerified	Should say “Yes” as that is the minimum requirement for a completed appointment
StaffVerifiedAddress	If location services are enabled on the staff’s device, the location where staff verified the appointment will appear here
ParentVerified	Yes or No
ParentVerifiedAddress	If parent verification obtained, location where they verified
SessionNotes	Yes or No Payroll includes billable and non-billable time so you may see “No” under session notes for non-billable appointments and travel appointments for example
ApptNotes	Any notes that are entered on the event details page of the appointment
StaffVerificationTimestamp	Date and time the staff verified the appointment
ParentVerificationTimestamp	Date and time the parent verified the appointment
CompanyStaffID	If entered on the Staff Profile>General Information section
ClientLocation	Location assigned to the Client Profile>Demographics page
StaffLocation	Locations assigned to staff profile
LocationName	If a location was added to the appointment
LocationAddress	Address of location if added on the appointment level
AppointmentID	Rethink generated Appointment ID #
Last modified on	Date and time the appointment was last modified
Last modified by	Name of staff that last modified the appointment
Last Billing Exported	Shows if the appointment has been pulled on a billing export
Last Payroll Exported	Shows if the appointment has already been pulled on a payroll export
Appt Requirements Completed	Date and time all of the appointment requirements were complete EX: Could be a session note and a verification depending on requirements set up in Settings
Paycode OT Eligible	Helps payroll admin easily identify paycodes that are or are not overtime eligible Yes will be displayed for payable paycodes that do count towards overtime No will be displayed for the payable paycodes that do not count towards overtime due to your company selecting that under the Settings level when creating that paycode N/A will be displayed if the staff member does not have OT calculations applied to them (set up under their staff profile)
Late Entry	This column will display ‘Yes’ or ‘No’ depending on whether the appointment was ever pulled as a late entry.
Late Entry First Pulled By	If the appointment was pulled as a late entry, this column will display the first and last name of the staff member who first pulled the appointment as a late entry.
Date/Time Appt Marked Late Entry	If the appointment was pulled as a late entry, this column will display the date and time the appointment was first pulled as a late entry

Non-Payable: If including non-payables in the export, they are seen here. This is a way to keep track of something but not pay your staff for it. These do not count towards overtime calculations.

Column Name	Information Shown
Alerts	Any alerts you may need to be aware of EX: Overlaps with another appointment
Id	Rethink assigned ID
ApptStatus	Status of Appointment; Best practice is to only pull for completed appointments
Name	First Name of Staff Member
LastName	Last Name of Staff Member
ExemptStatus	Whether or not staff is selected as eligible for overtime calculations Exempt = They are NOT opted into overtime calculations Non-Exempt = Opted into overtime calculations
PayType	Hourly or Salary
StartTime	Scheduled Start Time of appointment
EndTime	Scheduled End Time of appointment
DateOfService	Date the session took place
ActualStartTime	Verified Start Time of appointment Can use this as somewhat of a clock in/clock out feature by viewing the scheduled start and end time versus the actual start and end time Payroll is calculated off the verified start/end time and that is what pulls on the session note
ActualEndTime	Verified End Time of appointment Can use this as somewhat of a clock in/clock out feature by viewing the scheduled start and end time versus the actual start and end time Payroll is calculated off the verified start/end time and that is what pulls on the session note
Duration	How long the appointment took place
AppointmentType	Type of appointment (Billable, Non-Billable, or Travel)
AppointmentTag	Any tags on the appointment; Non-Billable appointments will always have a tag and Billable Tags are optional
Paycode	Abbreviation for the Paycode
PaycodeName	Full Paycode Name
ClientName	Name of the client that staff worked with
Funder	Name of the client’s funder
Rate	Hourly rate for that pay code for that staff member Will show “0” if that staff is salary
Miles	If Travel appointment, amount of miles driven
MileageRate	Mileage Reimbursement Rate if set up under Settings>Staff Member Settings>Mileage
StaffVerified	Should say “Yes” as that is the minimum requirement for a completed appointment
StaffVerifiedAddress	If location services are enabled on the staff’s device, the location where staff verified the appointment will appear here
ParentVerified	Yes or No
ParentVerifiedAddress	If parent verification obtained, location where they verified
SessionNotes	Yes or No Payroll includes billable and non-billable time so you may see “No” under session notes for non-billable appointments and travel appointments for example
ApptNotes	Any notes that are entered on the event details page of the appointment
StaffVerificationTimestamp	Date and time the staff verified the appointment
ParentVerificationTimestamp	Date and time the parent verified the appointment
CompanyStaffID	If entered on the Staff Profile>General Information section
ClientLocation	Location assigned to the Client Profile>Demographics page
StaffLocation	Locations assigned to staff profile
LocationName	If a location was added to the appointment
LocationAddress	Address of location if added on the appointment level
AppointmentId	Rethink assigned Appointment ID #
Last modified on	Date and time the appointment was last modified
Last modified by	Name of staff that last modified the appointment
Last Billing Exported	Shows if the appointment has been pulled on a billing export
Last Payroll Exported	Shows if the appointment has already been pulled on a payroll export
Appt Requirements Completed	Date and time all of the appointment requirements were complete EX: Could be a session note and a verification depending on requirements set up in Settings
Late Entry	This column will display ‘Yes’ or ‘No’ depending on whether the appointment was ever pulled as a late entry.
Late Entry First Pulled By	If the appointment was pulled as a late entry, this column will display the first and last name of the staff member who first pulled the appointment as a late entry.
Date/Time Appt Marked Late Entry	If the appointment was pulled as a late entry, this column will display the date and time the appointment was first pulled as a late entry