Company: Pay Settings Setup

Pay Schedule Overview

Pay Schedules are the cadence of how often employees are paid for a particular time window. DSPTCH Pay Schedules should match your Payroll System's Pay Schedules. After the Pay Schedule is set up, DSPTCH automatically creates Time Cards for each User enrolled in DSPTCH T&A. Each User's Time Card corresponds to the duration of the Pay Schedule. Within the Time Card, Users record Time Entries.

Creating a New Pay Schedule

To create a new pay schedule, first navigate to the "Time" page from the main navigation bar at the top of the screen. Then, select "Settings" from the sub-navigation bar and lastly click on "+ New Pay Schedule" button at the top right of the page (see video below):

Setting up your company's pay schedule will require the configuration of a few options (see below):

Pay Schedule Options

Start Date (required):

The first date this Pay Schedule takes effect.

Time Zone (required):

The time zone the Pay Schedule will be run in.

Currency (required);

Currency of the rates that will be used on the Pay Schedule.

Start Day of Week (required):

Day of the the week that a new Pay Period starts on.

Frequency (required):

How often payroll is run. Or, how long your Pay Periods are. Current options are weekly and bi-weekly.
If you need more Frequency options, please email help@dsptch.work to request them.

Arrears Interval (required):

Number of days after the Pay Period in which employees are paid. This information is displayed on the Time Cards page.

Pay Run Deadline Interval (required)

Number of days/hours that payroll is run before payroll is paid out. This information is displayed on the Time Cards page.

Approvals Deadline Interval (required)

Number of days prior to the Pay Run Deadline that Time Cards need to be approved. This information is displayed on the Time Cards page.

Paid after holiday? (required)

In the instance when the pay date falls on a Federal Bank Holiday, Is payroll ran before or after the holiday? Toggle On (Blue) for after Holiday, Toggle Off (Grey) for before Holiday.

Preview Time Cards

After setting up the Company's Pay Schedule, there is an option to preview upcoming Time Cards to confirm the Pay Schedule has been configured correctly. To verify the configuration, press the "Preview" button. If the details are accurate, press "Save" to finalize the setup.

Viewing a saved Pay Schedule

After creating the Pay Schedule, the Pay Schedule details can be viewed under Time Settings under the same "General" tab (pictured above). When a Pay Schedule is newly created, a process is initiated to generate all Pay Periods (Time Cards) for Users in the company based on the Pay Schedule.

Creating Time Cards for all T&A Enrolled users can take a little bit of time!

✅ A green checkmark in the top right corner of the Pay Schedule indicates that all the Pay Periods have been created and Users can begin logging Time Entries.

Editing Pay Periods

To edit a Pay Period, click the pencil button on the Pay Schedule (highlighted in the red box in the image below):

Make any necessary changes and hit "Save" when finished, or "Cancel" to discard the changes.

When making changes to a pay period, you will have to choose when said changes should go into effect.

Pay schedule changes must be assigned a future date that aligns with the schedule of your Pay Schedule.

Example of warning when editing pay period

Time Codes Setup

For a detailed breakdown of how to set up and manage Time Codes, please read our Time Codes – Web Help Doc.

Per Diem Setup

A Per Diem is a daily stipend designated to cover expenses incurred by employees during business travel. In DSPTCH, per diems are captured as a line item on days with one or more submitted time entries. The amount of the allocated Per Diem and the type of Per Diem allocated to the day (if any at all), depends on logic set up at the company and job level. This logic will be addressed in this section.

Per Diems are not required for DSPTCH Timekeeping to work - but they are a first-class feature and included on all time exports.

Creating Per Diems

To create a new pay schedule, first navigate to the "Time" page from the main navigation bar at the top of the screen. Then, select "Settings" from the sub-navigation bar. Next, click "Per Diem" on the lefthand menu bar. Lastly, click on "+ New per diem " button at the top right of the page (see video below):

This will open the Create New Per Diem Form (pictured below).

There are several sections to fill out when creating a new Per Diem - many are optional, and some have logic that involves Time Entries and Job setup.

Create New Per Diem Form Entry Fields:

Name (required):

Name of the Per Diem that will appear throughout DSPTCH.

Rate (required):

Amount (in the selected currency) of the Per Diem.

Currency (required):

Currency of the Per Diem rate. Available currency options are USD ($ US Dollar), CAD ($ Canadian Dollar), MXN ($ Mexican Peso), and EUR (€ Euro).
If you need a new currency option, please email help@dpstch.work to request it be added.

Work Types (optional):

DSPTCH Jobs can have a Scope of Work assigned to the job. If the Job's Scope of Work matches the Per Diem's Work Type, said Per Diem will be the default Per Diem for all Time Entries associated with the Job.
A Job with an associated Work Type Per Diem can be overridden at the Position level for individual Users.
Work Types are unique across Per Diems. (i.e., a work type can only be applied to one Per Diem)

Time Codes (optional):

Time Codes are a required section when creating a Time Entry. If the Time Entry has a Time Code that matches any of the Time Codes set up for a Per Diem, said Per Diem amount is chosen as the rate for the day.
Per Diems with associated Time Code(s) will overrule all other Per Diem associations.

Description (optional):

Description for what the per diem is for. Not visible for mobile users.

Taxable (optional)

Whether or not the Per Diem is taxable. On hours exports, taxable and non-taxable per diem amounts are separated into different columns.

Default (optional)

If selected, this Per Diem rate will be applied to all Newly created Positions on Jobs created by the Company.
Only one Per Diem may be Default. Attempting to make more than one Per Diem the default will result in an error and prevent updating to the current Per Diem.

Example of Per Diem errors. Rate 1 (bottom) is already default and has work type "Advanced Electrical"

Editing & Deleting Per Diems

After saving a newly created Per Diem, existing Per Diems will appear in a list on the Per Diem page.

Two per diems. Summary information such as Work Types, Time Codes, and Default are shown as ovals around the name.

To edit a Per Diem, click on the triple dots to the right of the Per Diem name. This will bring up the Edit and Delete options as shown in the picture above.

Selecting the Edit option will allow you to adjust the settings similar to creating a new Per Diem.

Change the necessary information and click "Save" to save your changes, or "Cancel" to discard them.

To Delete a Per Diem, choose the Delete button and confirm your choice by choosing "Ok" on the pop-up menu.

Deleting a Per Diem will not remove past occurrences of it, but will prevent the Per Diem from being associated with Time Card Days going forward.

Per Diem Allocation Logic

Where do per diems show up?

Per diems appear on the Time Card page and in Time exports (see per diem rates outlined in the yellow boxes below).

The amount that is applied to each day depends upon the Scope of Work of the Job, and the Time Code on the Time Entry.

Per Diem's can be manually overridden as well by clicking the "Edit" button to the left. The available options for Per Diem will be the ones you have created.