Calculating Payroll

Overview

Ankota users will calculate payroll regularly as part of the process of ensuring their caregivers are paid on a timely and accurate basis for their services. In order to calculate payroll, first ensure that caregivers and pay codes are entered, visits are closed and approved, and any exceptions have been addressed.

The "RECAP: The Billing and Payroll Process" page displays a workflow diagram with five colored circles connected by a beige arrow, showing sequential steps for billing and payroll management including checking scheduled visits, managing needs action visits, adding adjustments, calculating billing and payroll, and pulling preferred exports from reports.

PDF Download: Billing and Payroll Process - RECAP.pdf

Calculate Payroll

To calculate payroll, go to the Main Menu, click Billing, and then click Calculate Billing and Payroll.

Screenshot.

You'll now be on the Calculate Billing/Payroll screen. First, filter:

In the drop-down menu next to Operation, select Payroll
Next enter the date range
Optionally you can do one caregiver in payroll, which can be useful if you need to re-do a check
Ankota recommends you put the start date as the date you began with Ankota for each round of payroll processing. This way you will ensure that any visits that were not previously closed will be included in this round of payments — only payable visits are listed
Add additional filters if desired
Then click the Search for Payable Items button

The Calculate Billing / Payroll page in Sandbox displays filter options for payroll data, including Operation set to "Payroll" (highlighted in red), date range fields (5/1/2017 to 05/08/2024), caregiver selection dropdowns, and status options for Complete or Draft records, with a green "Search for Payable Items" button to execute the query.

You will see the individual visits that will be in the payroll report. Now select the visits you wish to pay:

Check the box next to each desired visit (or select all). Check the View after Creation box if you wish to skip to the Payroll Report page
Click the Create Payment button to build the payroll reports
Your payroll reports will be built

Screenshot.

Troubleshooting

General

If you see obvious issues, such as $0 pay, click Recalculate Billing/Payroll to pick up any changes. If you still don't see rates, the visit could have 0 billable/payable minutes or the caregiver may be missing a pay rate. If you cannot find the issue, contact Support.

Payroll - New Rates

NOTE: If caregivers have changed pay rates during this period, filter for the specific date range of the NEW pay period, filter for the caregiver, and then click Recalculate to apply the new rate to this period. Make sure you do NOT include the dates of the old pay rate when recalculating a caregiver's pay, or you will apply the new pay rate to the old pay period.

Next Step

For the next step in this process, see Payroll Reports - Completing Payroll.

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