Set up Staff Pay Details
Accurate staff pay details are important for effective team management and payroll processing. CareVision supports organizations by centralizing staff information while ensuring sensitive data remain protected.
This topic describes the basic concepts of setting up and maintaining relevant staff pay details in CareVision.
Keywords: staff pay details, payroll, employee, staff profile, teams, work pattern, job classification
Staff Pay Details Section
From the left menu bar, click People.
Click Teams.
Select the specific staff member from the list.
Click the Staff Pay Details section.
Click +Add Staff Pay Details.
A. Work Pattern
Specify the Work Pattern field by selecting Full Time, Part Time, or Casual. This classification determines a staff member’s leave eligibility, pay structure, and how their work availability is managed within CareVision.
Supported Work Types
CareVision supports the following work types, each with specific rules configured in the general settings:
Work Type | Description |
Full Time | Full time staff are eligible for the broadest range of leave types, including annual leave, sick leave, and public holidays. They typically have fixed working hours and cannot update their work availability directly in the system, any changes must be requested through HR. |
Part Time | Part time staff are eligible for a subset of leave types, which may differ from those available to full time employees, depending on organizational settings. Like full time staff, they have set schedules and must request any changes to their availability through HR. |
Casual | Casual staff have limited leave entitlements. They have flexible working hours and, depending on organizational settings, can update their work availability directly in the system. |
How to Set Up Leave Types
Leave types are managed in Settings > Leave Types, where organizations can create leave options. When creating a leave type, the following fields must be defined:
Refer to the following table for the description of each field.
Field | Description |
Leave Type Code | A unique identifier for the leave type. |
Allowance Code | The code used to classify and track different types of employee leave entitlements. |
Leave Type Name | The display name for the leave type. |
Approval Required | Indicates if approval is needed before the leave can be taken. |
Status | Indicates whether a specific type of leave is currently active or archived. |
Work Type | Specifies which work type(s) the leave applies to. |
These configurations ensure that leave entitlements and work availability options are consistently applied according to each staff member’s classification.
B. Job Classification
Specify the Job Classification field by selecting the appropriate classification from the dropdown menu. The list is unique to each organization and can be managed in the system’s settings.
The selection determines the staff member’s pay rate and how payroll rules are applied. Behind each classification, the system stores reference details that connect with payroll and HR processes.
How to Set Up Job Classifications
Job Classifications are managed in Settings > Job Classification, where organizations can create and maintain their list of job classifications.
When creating a Job Classification, the following fields must be defined:
Refer to the following table for the description of each field.
Field | Description |
Job Classification | Unique identifier for the job classification. Example: Home Care—Disability Care—Level 3 (Day Worker) |
Name | Display name of the classification. |
Description | Allows the organization to add instructional text that appears when a user selects a specific level, providing guidance to help users choose the correct level and pay point. |
Rate Set | Reference to the pay rate group or structure applied to the classification. |
Pay Rule | Specifies the payroll rules or award conditions (such as minimum shift, overtime, broken shift) |
Payroll Sleepover Description Prefix | Text prefix used for sleepover shifts in payroll exports |
Available for New Staff | Indicates if this classification can be assigned to newly onboarded staff |
C. Pay Period
Specify the Pay Period field by entering the relevant pay period. Pay Period specifies the relevant pay cycle for grouping staff timesheets into a pay run.
How to Set Up Pay Periods
Pay periods are managed in Settings > Pay Periods, where each organization can define one or multiple pay periods to accommodate different payroll schedules (such as weekly, fortnightly, or monthly payrolls).
Refer to the table below for a description of each field when creating a pay period:
Field | Description |
Name | The internal name for the pay period. |
Payroll Name | The exact name used by the integrated payroll system. Make sure that the Payroll Name matches the naming conventions used in your integrated payroll system. This ensures accurate data transfer and alignment between systems. |
Start Date | The date when the pay period begins. |
Start Time | The time when the pay period starts. |
Frequency | The recurrence of the pay period (such as Daily, Weekly, Fortnightly, Monthly (Date Based), Monthly (Week Based)). |
D. Joined Date
Specify the Joined Date field by selecting the staff member's hire date from the calendar.
E. Cost Centre
Specify the Cost Centre field by selecting where payroll costs should be allocated. The Cost Centre is the default location for assigning payroll costs to a staff member when processing timesheets.
F. Time Log Requirements
This section allows an organization to set the minimum hours each staff member must log within a pay cycle. It also allows the organization to specify the number of those hours that are required to be paid. This is a new requirement within the Support at Home program, and it also applies to NDIS and other programs.
Require staff to log hours: Tick this box if staff must log their hours.
If you tick the Require staff to log hours box, the Target Logged Hours and Target Billable Hours fields become mandatory. Enter only numbers and letters.
Specify the Target Logged Hours field. Target Logged Hours is the expected number of hours a staff member should record as worked.
Example: 8 hours x 5 days = 40 hours
Specify the Target Billable Hours field. Target Billable Hours is the number of hours that can be billed to clients for care delivered.
Example: 2 hours x 5 days = 10 hours
Click Save.
View the pay details you added under the staff pay details section.
For more information about staff pay details, contact the CareVision support team.
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