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Rate rules and timesheet simulator

Rate rules control how timesheet lines are interpreted for pay, charge, overtime, allowances, breaks, payroll tax, workers compensation, super and margin.

Only users with the right permissions should create or edit rate rules.

Rule order matters​

Rate rules are evaluated in order. If a timesheet line matches a rule near the top of the list, RecSphere can use that rule before checking later rules.

If a timesheet is picking up an unexpected rate, check:

  • the order of parent rules
  • whether the line matches an earlier rule
  • start time and end time criteria
  • day-of-week criteria
  • majority-day or overnight logic
  • child rules under the matched parent

Move rules only when you understand the downstream effect on timesheets, payroll, invoices and margin.

Parent and child rules​

Parent rules define the main match criteria. Child rules can then apply additional calculations such as overtime, call-out, allowances or break-related handling.

Rule settings can include options such as:

  • basing a child calculation on the standard rate
  • minimum hours
  • multipliers
  • override rates
  • selectable line types

Use standard-rate settings carefully. If a child rule should calculate from the standard rate rather than from its parent, confirm the setting before saving.

Candidate-selectable line types​

Some line types can be made selectable so candidates or payroll users can choose them when completing a timesheet.

Examples can include:

  • standard hours
  • call-out
  • on-call
  • allowances
  • charge or nurse-in-charge style additions

Use clear rule descriptions. Recruiters and payroll users may see simplified rule wording on vacancy, shortlist, contract or timesheet screens, so descriptions should be understandable without exposing the full rule setup.

Timesheet simulator​

Use the timesheet simulator to test rate rules before relying on them in live payroll.

In the simulator, check:

  • payment type
  • grade, speciality and location
  • line type
  • date and day of week
  • start and end time
  • break handling
  • allowance handling
  • calculated pay, charge, on-cost and margin values

The simulator is useful for confirming whether a rule is being picked up before creating or processing real timesheets.

Test before changing live rules

Rate-rule changes can affect future timesheets, invoices, bills, payslips and margin. Test changes in the simulator and follow your payroll approval process before relying on them.

  • Payroll Overview
  • Payroll Run Items
  • Timesheet Details
  • Contract Financials and Variations
  • Client Financials