In short
The Rate Type tells Evertime Pay & Bill how an Evertime Rate is measured on a timesheet: by hours, days, units, miles, expenses, perm, or now as a Fixed amount. You choose it when you add a rate in Manage Integrations > Rates. The rate is then available on Bookings and Rate Cards, and its Rate Type is sent to Pay & Bill in the Combi CSV.
Summary
Every Evertime Rate has a Rate Type. There are nine to choose from:
| Rate Type | What it means | Example |
|---|---|---|
| Hours | Paid and charged per hour worked. | Standard hourly rate |
| Days | Paid and charged per day worked. | Day rate |
| Units | Paid and charged per unit, such as a shift or a visit. | Per shift |
| Miles | Paid and charged per mile travelled. | Mileage allowance |
| Expenses | An expense claim that needs a receipt. | Travel expenses |
| Pay Only Expenses | An expense paid to the candidate but not charged to the client. | Agency-funded expense |
| Expenses (Receipts not required) | An expense claim that does not need a receipt. | Small subsistence allowance |
| Perm | A permanent placement fee. | Perm fee |
| Fixed (new) | A set amount, not worked out from hours, days, units or miles. The line is paid and charged at the amount shown. | £250 weekly site allowance |
[Confirm the meaning and examples for each Rate Type with Evertime before publishing.]
Fixed is the newest Rate Type. Hours Per Unit, Accrues Holiday Pay and Includes Holiday Pay work for Fixed in the same way as for every other Rate Type.
Where to find it
| What | Where |
|---|---|
| To add a rate | Manage Integrations > Rates > Add Rate > Rate Type Id |
| To change a rate | Manage Integrations > Rates > Edit Rate > Rate Type Id |
| To see each rate’s type | Manage Integrations > Rates (Rate Type column) |
| To use a rate on a booking | Add Booking, or Booking Plan when editing booking rates |
| To use a rate on a rate card | Booking Rate Cards |
[Screenshot: Add Rate window with the Rate Type Id dropdown open, showing Fixed after Perm, and the ⓘ tooltip]
When it applies
- To every Evertime Rate your agency sets up. You can add as many rates as your agency needs.
- To Evertime agencies.
- To every booking and rate card that uses the rate: they all take the Rate Type from the rate.
- To rates set up before Fixed was added: they keep their Rate Type. Nothing changes for them.
How to add a rate
- Go to Manage Integrations > Rates and click Add Rate.
- Enter the Rate Code and Description.
- Choose the Rate Type Id, for example Fixed.
- Enter Hours Per Unit, Accrues Holiday Pay and Includes Holiday Pay as you would for any rate.
- Click Save. The rate appears in the Rates list with its Rate Type, and you can now use it on Bookings and Rate Cards.
Tip: to use a Fixed amount, add a new rate with the Rate Type Fixed rather than changing the type of a rate that is already used on bookings.
How it integrates with Evertime Pay & Bill
- You add the rate to a booking or rate card and confirm the booking.
- The Combi CSV sends two columns for each rate line, on the P line, Additional Rates and Booking Rate Card lines:
- Rate_Type: the Evertime Rate Type Description, for example “Fixed”.
- Rate_Type_ID: the Evertime Rate Type Code.
- When the file is imported into Pay & Bill, manually or by Auto-FTP, the placement rate is set to that Rate Type.
- For a Fixed rate, Pay & Bill pays and charges the amount on the rate. It is not worked out from hours.
No other Combi columns change for Fixed rates.
Validation rules
| Rule | Details |
|---|
| Rule | Details |
|---|---|
| Mandatory | Rate Type Id must be selected before the rate can be saved. Message: “Select a Rate Type.” |
| Allowed values | One of the nine Rate Types in the list. There is no free-text entry. |
| Other fields | Rate Code, Description, Hours Per Unit and the holiday pay fields follow the same rules for every Rate Type, including Fixed. |
Examples
| Rate Code | Description | Rate Type | Sent in the Combi |
|---|---|---|---|
| STD | Standard hours | Hours | Rate_Type = Hours |
| DAY | Day rate | Days | Rate_Type = Days |
| MILE | Mileage | Miles | Rate_Type = Miles |
| SITE | Weekly site allowance | Fixed | Rate_Type = Fixed, Rate_Type_ID = [Fixed Rate Type Code] |
[Replace the example codes with your own agency’s rates if needed.]
Frequently asked questions
When should I use Fixed instead of Units?
Use Fixed for a set amount that is not counted, such as a weekly allowance or a one-off charge. Use Units when you pay and charge per item counted, such as per shift or per visit.
I can’t see Fixed in the Rate Type Id list.
Fixed is the last option, after Perm. If it is not there, contact Support.
Do I need to change my existing rates?
No. Existing rates keep their Rate Type and work as before. Add a new rate if you need a Fixed amount.
Can I change an existing rate to Fixed?
Yes, in Edit Rate. If the rate is already used on bookings, it is safer to add a new Fixed rate so past bookings are not affected.
The rate in Pay & Bill shows a different Rate Type.
Check that the booking was included in the latest Combi import. A change reaches Pay & Bill only when the next Combi is imported.