Payroll Export

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

Video Guide: Payroll Export Video Guide

Step

Description

Good to Know

Step

Description

Good to Know

Navigating to the Payroll Export

From the Reporting Dashboard, select Payroll Export under the Scheduling reports section

 

  •  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

  • 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

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

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 the Company Account>Scheduling section

OT1Pay

Amount owed to staff for overtime

OT2Hours

If a second set of overtime rules were set up under the Company Account>Scheduling section, 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 the Company Account>Staff Member Settings area

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

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 under that pay code within the date range being pulled

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 the Company Account>Staff Member Settings area

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

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 the Company Account>Staff Member Settings area

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 the Company Account

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 Company Account 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)

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

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

Miles

If Travel appointment, amount of miles driven

MileageRate

Mileage Reimbursement Rate if set up under the Company Account>Staff Member Settings area

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 the Company Account