Payroll Settings

Configure pay day schedules, auto-approve rules, auto-generation from visits, minimum pay amounts, mileage reimbursement rates, and record retention policies.

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Pay Days Configuration

Set your agency's pay day schedule. AveeCare uses this to determine when payroll entries should be finalized and submitted to your provider.

What you can configure

  • Pay day of week (e.g., every Friday)
  • Pay period alignment (week start day)
  • Processing lead time (days before pay day)
  • Default payroll provider for submissions
  • Minimum pay amount threshold
Pro tip: Set your processing lead time to at least 2 business days before pay day to ensure your provider has time to process payments.
Payroll settings configuration

Automation Toggles

Control how much automation you want in your payroll workflow. Each toggle can be turned on or off independently to match your agency's needs.

Auto-Approve Payroll

Default: Off

Automatically approve payroll entries without manual review. Best for agencies with consistent schedules and trusted caregivers.

Auto-Generate from Visits

Default: Off

Create payroll entries automatically when caregivers complete and clock out of visits. Hours are pulled from clock records.

Require Confirmation

Default: On

Require an additional confirmation step before processing payroll. Adds a safety check before submission to your provider.

You can combine auto-generate and auto-approve for a fully hands-off payroll experience. AveeCare will still require confirmation before final processing unless you disable that toggle too.

Mileage Reimbursement

Configure mileage reimbursement rates for caregivers who travel between patient locations. Mileage can be tracked manually or calculated automatically from visit locations.

What you can set

  • Per-mile reimbursement rate (e.g., $0.67/mile)
  • Minimum mileage threshold before reimbursement
  • Maximum daily mileage cap
  • Include mileage in payroll entries or reimburse separately

How it works

When caregivers log mileage for visits, AveeCare calculates the reimbursement based on your configured rate and adds it as a line item to their payroll entry. The reimbursement amount is shown separately from regular pay for clear accounting.

Record Retention Policy

Configure how long processed payroll records are retained in AveeCare. This helps with compliance requirements and keeps your system clean.

  • Set retention period (1 year, 2 years, 3 years, 5 years, or indefinite)
  • Expired records are archived, not deleted — recoverable on request
  • Export records before archival for external storage
  • Compliant with federal and state record-keeping requirements
The IRS requires employers to retain payroll records for at least 4 years. We recommend setting your retention period to at least 5 years to cover federal and state requirements.
Pay ProfilesBack to Payroll

All payroll features included at $6/client/month.

No add-on fees, no per-entry charges, no long-term contracts.

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