In the symphony of home-based care payroll, there’s a melody hidden within the notes of the pay stubs that all caregivers receive. Understanding these pay stubs is the key to harmony between caregivers and their employer, reducing compliance risk and increasing caregiver satisfaction. Unfortunately, understanding the various variables that make up a paycheck can be anything other than straightforward. With caregiver retention issues plaguing the industry, it’s now more important than ever to not only attract new talent to your agency but also ensure that they remain happy and knowledgeable about their compensation.
Luckily for the caregivers at your agency, they have a rock star payroll admin leading the way. Like how the legendary Jack Black broke down a song into smaller pieces so a bunch of kids could understand how to play as a group, it’s your job to breakdown payroll so your caregivers can understand it clearly. So, let’s break down this symphony and read the music one note at a time.
Gross pay: The opening chord – this is the total amount of money earned before deductions are taken from the check.
Social Security & Medicare: The rhythm section – these taxes ensure stability for all players in the band by preparing them for retirement and medical expenses.
Federal & state/local income taxes: The verses – tailored to each person individually based on location, these make sure your bases are covered when tax season comes around so you don’t have any surprise expenses.
Time off: The chorus – everyone’s favorite line item! This includes PTO (paid time off) and sick days and should show how many hours have been used to date as well as how many hours remain for the year.
Health coverage/insurance: The sound system – like performing a sound check to adjust the sound to the individual venue, health insurance can be customized to your needs, and deductions will vary based on the type of plan that the individual is enrolled in.
Retirement contributions: The crescendo – deferred compensation plans such as 401(k)s or 403(b)s allow staff to build up retirement accounts over time.
Expense reimbursements: The bridge – this shows the amount of reimbursement for travel or company expenses that caregivers have used personal funds for.
Net pay: The grand finale – what’s left after all other taxes and deductions have been removed from the paycheck.
Other common abbreviations that are useful to know when trying to read the music behind the pay stub are:
While all of these are good foundational pieces, you’re no ordinary payroll admin – you’re a payroll rock star! Crank up the volume and take your payroll transparency to new heights with caregiver-specific variables.
Disclose overtime rates: Like an up-and-coming band hopping between gigs, caregivers often work at different places, with different clients, at potentially different rates. However, the federal Fair Labor Standards Act (FLSA) requires that overtime be paid at “time-and-one-half” of the regular rate.
To keep your caregivers, the FLSA, and many states happy, you need to use a blended, or weighted, average rate and disclose all applicable rates to your employees on their pay stub.
Display state-specific pay requirements: Each state has its own setlist of pay requirements. From New York’s spread of hours premium to California’s daily overtime, agencies must harmonize with state laws, ensuring that every premium is showcased on the pay stub stage.
Payroll transparency is the harmony in the payroll process, eliminating unnecessary questions to your payroll admins, increasing caregiver retention, and avoiding labor investigations. Even if you have carefully reviewed all state-specific labor laws and are compliant in paying employees what they deserve, if your pay stub doesn’t itemize and disclose pay premiums properly, you open yourself up to the risk of labor investigations and fines for non-disclosure upon audit. So, crank up the dial on payroll transparency and disclose as much information as you can so your caregiving rock stars can focus on providing care to clients and trust that you are taking care of their pay.
This information is for educational purposes only, and not to provide specific legal advice. This may not reflect the most recent developments in the law and may not be applicable to a particular situation or jurisdiction.
Viventium Software Inc. is a SaaS-based human capital management solution that provides a remarkable user experience and award- winning software. Viventium provides flexible software and expert guidance so clients can be sure their payroll is done right.
Viventium offers specialized solutions in the health services markets which include home care agencies and skilled nursing facilities. Viventium Software supports all fifty of the United States with payroll and HR solutions.
Relax – you’re with Viventium.
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Overtime, oh, it’s a complicated game, Different rules in every state, it’s never the same, Multiply by 1.5, but there’s more to see, In this overtime equation, it’s not that easy, you see.
VERSE 1
In the world of work, there’s a tale to be told, About overtime hours, and the payroll gold, A consistent paycheck, that’s the worker’s dream, But when it comes to overtime, it’s not as easy as it seems.
PRE-CHORUS
Oh, Susie worked hard in San Francisco town, But the rules around overtime, they had her feeling down, 42 hours this week, she gave her all, Now it’s time to calculate, let the numbers fall.
CHORUS
Overtime, oh, it’s a complicated game, Different rules in every state, it’s never the same, Multiply by 1.5, but there’s more to see, In this overtime equation, it’s not that easy, you see.
VERSE 2
Exempt or non-exempt, the title they hold, Where they work, where you’re based, it’s all in the fold, California or New York, the laws they diverge, For payroll admins, it’s a never-ending surge.
PRE-CHORUS
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CHORUS
Overtime, oh, it’s a complicated game, Different rules in every state, it’s never the same, Multiply by 1.5, but there’s more to see, In this overtime equation, it’s not that easy, you see.
BRIDGE
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VERSE 3
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PRE-CHORUS
Oh, California says, hours past eight, Are overtime-eligible, don’t underestimate, Now Susie’s owed $900, that’s the decree, In this overtime puzzle, you gotta set it free.
CHORUS
Overtime, oh, it’s a complicated game, Different rules in every state, it’s never the same, Multiply by 1.5, but there’s more to see, In this overtime equation, it’s not that easy, you see.
OUTRO
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ENDING
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Take back time, like a winding clock, Retroactive pay, mending every block. Calculate the hours, with precision and grace, In the world of care, in this payroll space.
VERSE 1
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PRE-CHORUS
A caregiver tired, at the week’s end, Forgot to log hours, a mistake to mend. Admins face the challenge, calculations to make, To set it right, for the caregiver’s sake.
CHORUS
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VERSE 2
Manual calculations, prone to a flaw, Dealing with shifts, odd hours, and the law. As your business grows, the cost takes flight, Automated solutions, shining bright.
PRE-CHORUS
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CHORUS
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BRIDGE
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VERSE 3
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PRE-CHORUS
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CHORUS
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OUTRO
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VERSE 1
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CHORUS
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VERSE 2
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CHORUS
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BRIDGE
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VERSE 3
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CHORUS
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OUTRO
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REPEAT CHORUS
Geo Tax, oh Geo Tax, our savior in the night, Guiding us through tax laws, shining a bright light. No more payroll worries, no more sleepless nights, With Viventium’s help, we’ll be alright.
Configurable Payroll Grids, a helping hand in sight, In the realm of admin life, where details are rife. With custom views and filters, they navigate through the night, Let’s celebrate this feature, it’s the heart of our work life.
VERSE 1
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CHORUS
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VERSE 2
Admins wear many hats, in their daily grind, Sometimes they need to adjust, leave no errors behind. Adding extra hours, bonuses, or fixing pay, They need a simple method, to make it all okay.
CHORUS
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BRIDGE
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VERSE 3
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CHORUS
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OUTRO
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VERSE 1
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PRE-CHORUS
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CHORUS
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VERSE 2
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PRE-CHORUS
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CHORUS
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BRIDGE
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VERSE 3
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PRE-CHORUS
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CHORUS
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OUTRO
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VERSE 1
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PRE-CHORUS
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CHORUS
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VERSE 2
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PRE-CHORUS
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CHORUS
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BRIDGE
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CHORUS
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OUTRO
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