Billing Rules

Start of Week: Identifies your company's start of the week. The Start of the Week can be changed in the Agency Office Module, With Support's Advice tab, under the Settings tool in Schedule Settings.

Shifts: Hourly schedules always break if they go past one shift and into another. Per Visit schedules never break over shifts. Shifts are setup in the User Defined Information Module, With Support's Advice tab in the Shifts tool. This is a restricted feature and must be done with HomeTrak Support's assistance.

Holidays: Hourly and Live-In schedules always break if they go past the beginning of a holiday. Per Visit schedules never break over holidays.

Schedule Breaking: Identifies how or if schedules should break over midnight or the end of the week. This option is set independently for billing and payroll and is located in the Agency Office Module, With Support's Advice tab, under the Settings tool in the Billing Settings. 
                Break at End of Day:  Every day, the Hourly and Live-In schedules that go past midnight will be broken into separate billing records. 
                Break Week-ending Only:  Hourly and Live-In schedules will only break at midnight on your company's week-ending day, not every night at midnight.
                No Breaking: Schedules will not be broken at midnight, including over week-ending.
NOTE: Even if this option is set to "Break Week-ending Only" or "No Breaking", some schedules may still break over midnight due to holidays or shift boundaries.
Per Visit schedules never break.

Include Time Over Midnight Past the End Date for Non-OT Payers: Identifies that you want the portion of the schedules that broke at midnight on your company's week-ending day included in the current billing batch if the payer on the schedule is not billed overtime pay.  The checkbox for this option is in the Agency Office Module, With Support's Advice tab, under the Settings tool in Billing Settings.  
                If selected, and the payer gets billed for overtime:  The tail-end of the schedules that break over midnight on the end date of the billing batch will go into the next billing batch.
                If selected, and the payer does NOT get billed for overtime:  The tail-end of the schedules that break over midnight on the end date of the billing batch will be included in the batch, even if the schedule breaks over week-ending.
                If unselected: The tail-end of the schedules that break over midnight on the end date of the billing batch will go into the next billing batch. These schedule piece(s) will be marked as Breaks Week-Ending.

Overtime is calculated based on a full 7-day week, beginning on the day selected in the Start of Week field. Overtime is only calculated for Hourly and Live-In schedules. Flat rate schedules such as Per Visit or Monthly are not included in overtime calculations (they do not receive overtime and their hours do not contribute to the total hours for calculating overtime for other schedules). The Start of the Week can be changed in the Agency Office Module, With Support's Advice tab, under the Settings tool in Schedule Settings.

Overtime is billed if the same caregiver goes over the overtime hours limit in a given 7-day billing week for the same client and payer combination. The overtime hours limit is the threshold for overtime set in the Hours Before Overtime setting for weekly overtime. This setting can be changed in the Agency Office Module, With Support's Advice tab, under the Settings tool in Billing Settings. If this threshold value is set to 0, weekly overtime is disabled.
           The payer must have the Bill Overtime option selected in their Billing Options to be billed overtime rates.
           If the Include Travel Hours in Overtime checkbox is selected, travel time is included in the calculation of overtime hours if the payer is billed for travel time.

Daily Overtime: As above, but for a 24-hour calendar day instead of a week.

NOTE: Because daily overtime is calculated based on a calendar day, all schedules will be broken at midnight if the payer is to be billed for overtime and daily overtime is enabled.

Overtime Rate Factor: The factor by which overtime billing rates will be calculated. This setting can be changed in the Agency Office Module, With Support's Advice tab, under the Settings tool in Billing Settings. 

Overtime Average: Choose the method by which overtime will be calculated. This setting can be changed in the Agency Office Module, With Support's Advice tab, under the Settings tool in Billing Settings. 
       Weighted Average of the Week: Overtime rates for schedules are calculated based on the weighted average of all hourly work performed during the billing period (week) by the specific caregiver.  Holiday adjustments applied to hourly schedules do not affect the weighted average.

NOTE: Only schedules with rate types that are eligible for overtime (i.e. Hourly and Live-In) may be considered in the weighted average. Flat-rate (i.e. Per Visit, Monthly, etc.) schedules do not influence the weighted average
       Weighted Average of the Day: As above, but a weighted average of all records for a specific caregiver for the same calendar day.
       Overtime Rate Factor Only: Overtime rates for schedules are calculated based on the unadjusted billing rate for the schedule multiplied by the overtime rate factor.

Rate Blending: Choose the method by which the weighted average for overtime rates is calculated for caregivers working different types of schedules (Hourly and Live-In) in a given payroll period.
      Blend All Rates: Average all eligible rates (both Hourly and Live-In) together. Live-In rates will be calculated as an equivalent Hourly rate based on the credited payroll hours and the Live-In amount for the purposes of averaging with the Hourly schedules. The final overtime rate for the Live-In schedule is then converted back to a Live-In rate based on the hours to credit for a Live-In rate type.
      Blend with same Rate Type: Only use a weighted average of other schedules with the same rate type when determining the weighted average rate. 

Call Types Excluded from Overtime: You may choose to exclude individual Call Types from overtime calculations in the Agency Office list of Call Types. A call type that is marked to be excluded from overtime will not calculate overtime, nor will its hours count towards the overtime totals when calculating overtime on other schedules within the same period.

Holiday Billing is only calculated for Hourly and Live-In schedules. Per Visit schedules do not calculate holiday billing. Holiday billing is based on the time entered for the holiday and the bill factor selected. This information is established in the Agency Office Module, Finance tab, Holidays tool.
      The payer must have the Bill Holiday Rate option selected in their Billing Options to be billed holiday rates. 
      A holiday bill factor will never apply to a schedule rate override.

Extra Charge Items: Billing records are calculated for any Extra Charge items that are attached to each schedule. 
      Expense and Per Diem: These items are calculated for one unit for the amount of the charge. 
      Mileage and Errand Miles: These items are calculated by multiplying the number of miles by the mileage rate entered. 
      Travel Time: This is calculated using the payer's Travel Rate Per Hour setting in their Billing Options. The total hours appear in the Hours column, and the total minutes appear in the Units column. 
      Travel Time and Mileage: These extra charges can be automatically generated in the Actual Hours or Finalize Modules.