Employee rates define effective-dated cost rates by employee and rate category. Use Employee Rates when labor cost should follow the specific employee who performed the work, while billing setup remains managed through labor rate groups and position billing rates.
How Employee Rates Are Used
Employee Rates store cost only. They do not store labor rate group values or billing rates. When an employee records time, the system resolves cost by matching the employee, rate category, and effective work date.
Before You Start
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Confirm that you have access to rate setup.
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Make sure the employee record exists and is available for selection.
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Confirm that the rate category is active.
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Gather the employee cost amount and the dates when the rate should apply.
Add or Update an Employee Rate
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Open Employee Rates from the Administration setup area.
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Search or filter the list to check whether a rate already exists for the employee and rate category.
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Select New to add a rate, or open an existing row to update it.
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Complete the employee rate fields.
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Employee: The employee the cost rate applies to. Cost resolution uses this employee with the selected rate category and work date.
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Rate Category: The type of labor or time for the rate, such as regular time, overtime, or another configured category.
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Cost: The internal cost rate used when the employee records time for the selected rate category.
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Effective Start: The first date the rate can be used. This date supports current, historical, and future rate changes.
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Effective End: The last date the rate can be used. Leave this blank when the rate should remain open-ended.
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Position: Read-only context from the employee record. Position helps identify the employee's role but is not part of the employee rate business key.
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Use the calendar picker or type dates directly for Effective Start and Effective End.
Note: If you enter an Effective End date, confirm it is the same day as or later than Effective Start. -
Save the employee rate.
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Review the saved row to confirm the employee, rate category, cost, and effective dates are correct.
Notes
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Leave Effective End blank for the current active rate.
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Add a new effective-dated row when an employee's cost changes instead of overwriting historical rates.
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Use Employee and Rate Category filters to narrow large lists quickly.
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Review date ranges before saving so time entries resolve to the intended rate.
Troubleshooting
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An employee is missing: Confirm the employee exists and that your role can access employee rate setup.
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A rate category is missing: Confirm the rate category is active and available to your business unit.
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A date range will not save: Check that Effective End is blank or falls on or after Effective Start.
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The expected cost is not being used: Confirm the time entry work date falls within the rate's effective date range and that the correct employee and rate category were selected.