Understanding Pay Types & How to Use Them

Purpose

Pay Types determine how earnings and reimbursements appear in the Payroll Dashboard. Understanding when—and when not—to create pay types is one of the most important steps in setting up payroll correctly.

Creating unnecessary pay types can result in duplicate payroll entries, confusion during payroll processing, and additional cleanup work.

Important: There Are Two Places for Pay Types

Pay Types are managed in two different locations, each serving a different purpose:

1. Employer Profile

This is where you create the pay type for your organization.

2. Worker Payroll Profile

This is where you assign workers to the pay types created in the Employer Profile or create a specific pay type connected to a worker, like a salaried worker. 

Best Practice

During your data migration from another payroll system, many pay types may be imported into Aaniie Payroll.

This does NOT mean those pay types should continue to be used.

Many payroll systems require manual pay types that Aaniie automatically creates from the Scheduling Dashboard. Before using a migrated pay type, determine whether it is actually needed in Aaniie Payroll.

Employer Profile – Creating Pay Types

The Employer Profile is where you create organization-wide pay types that can be assigned to multiple workers.

When a pay type is created here:

• It creates a pay type column in the Payroll Dashboard.

• The column can be shown or hidden within the Payroll Dashboard.

• You can customize the name of the pay type.

Create a Pay Type Here When:

The same pay type applies to multiple workers and is not generated from the Scheduling Dashboard.

Examples

• Cell phone stipend

• Car allowance

• Gas stipend for office staff

• Internet reimbursement

• Uniform allowance

• Other recurring pay that is not connected to scheduled shifts

Do NOT Create These Pay Types

The following items automatically flow from the Scheduling Dashboard into Payroll and do not require a pay type to be created.

Automatically Imported from Scheduling

• Hourly shifts (hours worked and pay rate)

• Overtime hours and overtime rate

• Holiday hours and holiday pay

• Mileage reimbursements connected to shifts

• Expense reimbursements connected to shifts

• Bonuses connected to shifts

• Approved Paid Time Off (PTO) hours and pay

• Sick Leave does not YET migrate from the scheduling dashboard to payroll dashboard - this is coming soon. 

Creating duplicate pay types for these items will create unnecessary payroll columns and may result in duplicate payroll entries.

Items That DO Require a Pay Type

The following items do not automatically come from the Scheduling Dashboard and require a pay type if your agency uses them.

Examples include:

• Sick Leave

• Cell phone stipend

• Car allowance

• Gas stipend

• Internet reimbursement

• Other earnings or reimbursements not tied to scheduled shifts

How To Create Pay Types in Employer Profile:

• Menu > Aaniie Payroll > Employer Profile

• Then click Edit on Pay Types and select ‘Create New Pay Type’

Example Screenshots Below

Worker Payroll Profile – Assigning Pay Types

The Worker Payroll Profile is where you assign an individual worker to the pay types created in the Employer Profile.

This is also where you create salary pay types for salaried workers.

Do NOT Create These Worker Pay Types

Do not create these pay types if the worker clocks in and out using the Scheduling Dashboard.

Do not create:

• Live-In pay types 

• 1099 pay types

• Hourly pay types for caregivers clocking in/out

• Hourly pay types for office workers who clock into an Administrative Client

If these workers are clocking in and out through Aaniie Scheduling, their hours and earnings already flow into Payroll automatically.

How To Create Pay Types in Worker Profile:

• Menu > Staff Management > Staff Profile > Worker Payroll Profile

• Then click Edit on Pay Types and select ‘Create New Pay Type’

Example Screenshots Below

Click ‘Edit’ for Pay Types, then click ‘Add New Pay Type’

You can use the default policy you created in the employer profile. If this particular worker gets more than you set in your default settings, then you can select ‘Yes, specify custom values’ to customize the amount. 

Quick Decision Guide

Ask yourself one question:

"Does this pay come from the Scheduling Dashboard?"

If YES

No pay type needs to be created.

The Scheduling Dashboard automatically sends:

• Shift hours

• Hourly pay

• Overtime

• Holiday pay

• PTO (not sick pay)

• Shift mileage

• Shift expenses

• Shift bonuses

If NO

Create the pay type.

Examples include:

• Salary

• Sick Leave

• Cell phone stipend

• Car allowance

• Gas Stipend (not tied to shifts)

• Internet reimbursement

• Other manual earnings or reimbursements

Common Mistakes to Avoid

• Do not recreate pay types that already flow from the Scheduling Dashboard.

• Do not assume migrated pay types should continue to be used.

• Do not create hourly pay types for workers already clocking in through Aaniie.

• Remember that the Employer Profile creates the pay type, while the Worker Payroll Profile assigns workers to that pay type.

Remember

• If it's on the Scheduling Dashboard, you do NOT need to create a pay type.

• If it's NOT on the Scheduling Dashboard, you DO need to create a pay type.

Following this simple rule helps keep your Payroll Dashboard clean, organized, and free of duplicate payroll entries.

Need Help?

If you need assistance, contact: support@aaniie.com