How Does Covered Pay Work in the Trainer Payroll and on the Schedule Matrix?

Step 1 – Payroll Setup

Setup trainer payroll set up for Covered/Covering

• Trainer details, in the Pay Rate setup area to the right.

Covered refers to the trainer who is the usual trainer, but unavailable for this session.

The Covered Rate % is the percentage of the trainer’s NORMAL rate that will be received for any of his/her appointments that are being covered by another trainer. If the trainer’s normal rate is 50% of the session rate, the payout would be 15% of that amount.

 If the session rate for an appointment is $100.00, for example, the normal payout would be $50.00 (50% of $100.00). If this appointment is being covered, the payout would then be $7.50 (15% of the normal $50.00 payout).

The Max specifies the maximum payout that the covered trainer can receive for one of his/her appointments that is being covered by another trainer.  In the above example, the max is set to $20.00. This trainer will receive a maximum payout of $20.00 for any missed appointment that another trainer is covering for him/her.

If the session rate for an appointment is $500.00, for example, the trainer’s payout would initially be $37.50 (15% of 50% of $500.00). Since the payout is limited to a maximum of $20.00, the trainer payout will only be $20.00 for this covered appointment.

Covering refers to the trainer who is taking the appointment and “covering” the other trainer.

The Covering Rate % is the percentage of the trainer’s NORMAL rate that will be received for any appointment that he/she is covering for another trainer. If the trainer’s normal rate is 50% of the session rate, the payout will be 40% of that amount.

If the session rate for an appointment is $500, for example, the normal payout would be $250.00 (50% of $500.00). If this trainer is covering the appointment for another trainer, the payout would then be $100.00 (40% of 50% of $500.00).

The Min specifies the minimum payout that the covering trainer will receive for any appointment that he/she is covering for another trainer. Regardless of the percent indicated, the trainer in the above example will receive at least $50.00 for any appointment he/she covers for another trainer.  And 40% of the 40% of 50% is greater than $50.00.

If the session rate for an appointment is $100.00, for example, the trainer’s payout would initially be $20.00 (40% of 50% of $100.00). Since the minimum payout is at least $50.00, the trainer payout will be $50.00 for covering this appointment.

Step 2 – Scheduling

1. The appointment needs to be scheduled or swapped onto the trainer who will be covering.  To swap, open the appointment on the Schedule Matrix and choose Swap. Choose the trainer that will be covering the appointment from the drop down list.
2. The appointment needs indicate that it is being covered. Choose Cover from the choices in the appointment, and select the trainer whose appointment is being covered.
3. Click done on the appointment.
4. Check payroll