Purpose: This help guide will provide an overview of how you can set up and manage your employees who require multiple pay rates with project tracking and throughout the BambooHR Payroll experience. 

Table of Contents:

• Overview
• 1. Syncing project tracking to Payroll
• 2. Adding the Project Pay Rates table
• 3. Tracking time on projects
  • BambooHR® Time Tracking
  • Import hours worked
  • Hours API
  • Edit Page in Payroll
• 4. Run payroll
  • Breakdown of project/task hours and calculations
• 5. Reporting and paystubs
  • Wages & Hours by Project and Task report
  • Paystubs

Tracking multiple pay rates with BambooHR Payroll requires a seamless setup across the BambooHR platform. We will deep dive into each step within this help guide, but the following provides a high-level workflow for accurately setting up and tracking employees who have multiple pay rates:

1. Set up project tracking to sync with BambooHR Payroll.
2. Add the Project Pay Rates table to the Job tab.
3. Track your employees' individual project hours and additional pay rates. 
4. Run your payroll.
5. View multiple pay rates and project hours data via Payroll reports and employee paystubs. 

Tracking multiple pay rates for your employees uses our project tracking feature to accurately allot hours to specific project rates when running payroll. Users with permission must set this up in Settings > Employee Fields > Project Tracking.

Upon clicking Add Project, a new setting will appear. Check the box Breakout projects in payroll to include project tracking in Payroll. Be sure to add a name to the project and any tasks created, as these cannot be left blank or labeled as "None." Click Save when you have finished your setup.

Projects syncing to Payroll will have a payroll icon next to the name so you can quickly tell which ones are syncing from the Project Tracking page in Settings. If you already created a project that needs to sync to Payroll, simply click on the name and update its settings accordingly. 

After setting up and syncing your projects to Payroll, you will need to add the Project Pay Rates table to the Job tab on the employee profile (if you have not already done so). Navigate to an employee profile (any employee will do the trick), click on their Job tab, and then click Edit Fields. From here, click Add Fields, and locate the Project Pay Rates field. Click to add it to the Job tab. You can also drag and drop the location of the table in relation to the other fields on the Job tab. 

Once you have added the table, you can set up your rates for each project/task either manually or through the table data importer. You can set up project pay rates for any employee, even if their employment status is Salary or Commission within their Employment Status table. However, project pay rates will only sync to Payroll for hourly employees.

Now that your projects are syncing to Payroll, and you have added the Project Pay Rates table, you and/or your employees can start recording time spent on each project/task. There are four ways to track time spent: 

1. BambooHR Time Tracking (add-on feature)
2. Import hours worked
3. Hours API
4. Edit page in Payroll

Upon clicking Start/Continue Payroll on the Payroll tab, any approved or imported hours that belong to a project marked as Breakout projects in payroll within the Project Tracking section of Settings will now automatically flow into the payroll run.

On the Edit page, the system will break down hours assigned to specific projects/tasks separately within the Hours column. Hours belonging to only a project will show with the label of [Pay Type] - [Project Name]. If the hours belong to a project and task, the hours will show with the label of [Pay Type] - [Project Name] » [Task Name]. You can either edit existing project/task hours or add hours to active projects/tasks by clicking Add Hours.  

If new hours are approved during the pay period, a banner will appear on the Payroll tab. Clicking View Newly Approved Hours will display a modal that includes a breakdown of hours by their associated projects/tasks (if applicable). Clicking Update Payroll Hours will pull those newly approved hours into the payroll run. 

The Hours tab in the Payroll Details section of the Review and Approved Payroll page will display project/task hours and wages. Like the Edit page, if hours belong to a project or task, the system will group them under a header row named [Pay Type] - [Project Name] or [Pay Type] - [Project Name] » [Task Name]. The Excel and CSV export will also include project/task data in the Type column.

You can view the data for multiple pay rates and hours within Payroll reports and on employee paystubs. 

Navigate to Reports > Payroll Reports and download the Wages & Hours by Project and Task report on either the Pay Date or Date Range tab. Upon generating the Pay Date version of the report, the user will view a modal to download the report by columns or rows. Upon generating the Date Range report, the user will view a modal to download the report by pay date (or no pay date) and columns or rows.