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Rate cards

A rate card is a set of rules that decides how much you pay a candidate and how much you charge a client for a given role and shift. Once a rate card is attached to a client or location, contracts and invoices calculate the right amounts automatically.

What a rate card is​

A rate card holds a list of rules. Each rule combines:

  • Role (for example, Senior Nurse, HGV Driver)
  • Shift type (for example, day, night, weekend)
  • Grade (for example, Band 5, Band 6)
  • Day and time window (for example, Monday to Friday, 08:00 to 18:00)

For that combination it stores:

  • Pay rate - what the candidate is paid per hour.
  • Charge rate - what the client is charged per hour.

When a timesheet is approved, RecSphere looks up the rules on the rate card and works out the pay and charge totals.

Attaching a rate card to a client or location​

You can attach a rate card in two places:

  1. Client level - applies to every location that does not have its own card.
  2. Location level - overrides the client-level card for that specific site.

To attach a card:

  1. Open the client or location record.
  2. Click Edit.
  3. Select a rate card from the Default rate card dropdown.
  4. Click Save.

Default vs override behaviour​

The rules are simple:

  • If a location has a rate card, contracts at that location use it.
  • If a location does not have a rate card, contracts use the client-level card.
  • If neither has a card, you will be prompted to choose one when creating the contract.

Uplift rules​

Uplifts let you add extra pay or charge for unsocial hours or special days. Common uplifts include:

  • Overtime - hours worked above a daily or weekly threshold.
  • Weekend - Saturday and Sunday.
  • Bank holiday - dates flagged as UK bank holidays.
  • Night shift - hours worked between specified evening and morning times.

Each uplift is added to the base rate. For example, an HGV Driver on a base of GBP 18.00 per hour with a 50 percent weekend uplift earns GBP 27.00 per hour for Saturday and Sunday work.

Previewing a rate calculation​

Before you save changes, use the Preview option on the rate card editor. Enter a sample role, grade, shift and date, and RecSphere will show you the pay and charge rates that would apply. This helps you spot mistakes before they reach a contract.

Active contracts ignore changes

Changing a rate card does not retroactively update existing contracts; new contracts pick up the new rates.

Archiving a rate card​

When a rate card is no longer in use, archive it from the rate card editor by clicking Archive. Archived cards stay attached to any historic contracts so old invoices and timesheets still calculate correctly, but you can no longer attach the card to new clients or locations. You can restore an archived card at any time.