Staff pay statement

What one staff member worked, what is still scheduled and what the pay period comes to, with flat-rate and hourly pay and office time.

5 stepsUpdated for AveeCare
In this guide
Open a staff member's Payroll tabRead each visit and office blockConfirm past office timeRun the statement for everyone in ReportsSee the period's projection per person

The pay statement shows what one person did in a pay period and what it pays: visits and office time already worked, what is still scheduled, and what the period comes to if the rest is worked as scheduled. It uses the same pay rules as a payroll run, so its totals match the run for the same person and period.

Quick answer

Open the staff member's profile, click the Payroll tab and read the Pay statement panel. It starts on This pay period. For everyone at once, open Reports and run Staff Pay Statement or Pay Period Projection.

Open Caregivers

1. Open a staff member's Payroll tab

  1. Open the person's profile, click Payroll, and find Pay statement at the top.

    Four totals lead the panel. Worked Hours includes paid office time. Worked Pay splits flat-rate pay from hourly pay. Still Scheduled counts the visits and office blocks left in the period, and Projected Pay is what the period comes to if they are worked as scheduled.
    Pay statement panel on a nurse's Payroll tab with the This pay period picker called out with a red box and arrow, four totals for worked hours, worked pay, still scheduled and projected pay, and a table of visits and office time

  2. Pick another period from the menu, or click Open in Reports.

    The menu offers This pay period, Last pay period, Next pay period, This week, Last week, This month and Last month. Pay periods follow the pay schedule in your payroll settings. Open in Reports opens the same statement with export, print and scheduling.

2. Read each visit and office block

  1. Each line shows scheduled and actual times, the exact duration and how it is paid.

    Duration is shown in hours, minutes and seconds, so a visit clocked from 11:54:32 to 2:00:01 reads 2:05:29, not a rounded figure. Pay Basis says Hourly or Flat rate. Upcoming lines are greyed. A note explains any office time that is not paid in full, such as minutes that ran during a flat-rate visit.
    Statement table listing visits and an office time block with scheduled and actual times, durations such as 2:05:23, amounts, Hourly or Flat rate pay basis, status and a note that 62 minutes ran during a flat-rate visit

  2. Act on the notes above the table.

    Past visits that are still not completed count as neither worked nor remaining until someone marks them complete or cancels them from To complete on Scheduling. Other notes name missing pay setup, such as no payroll profile or no worker type.

3. Confirm past office time

  1. Click Confirm as scheduled when past office blocks were worked as planned.

    Unconfirmed office time is paid as scheduled. Confirming changes no amount; it records that the time was worked and stops the statement listing it. To record a different time, or mark someone absent, open the block on the calendar and use Who worked it.
    Message that 1 past office block is not confirmed yet, with the Confirm as scheduled button called out with a red box and arrow

4. Run the statement for everyone in Reports

  1. Open Reports, choose Staff Pay Statement under Payroll, and use the people filter to narrow it.

    The report starts with everyone for this pay period. Click Everyone to pick one staff member, a staff role such as Nurse, a license such as RN, or a worker type of W-2 or 1099. Nursing Staff Statement is the same report already filtered to nurses.
    Staff Pay Statement report for This pay period with the Everyone people filter called out with a red box and arrow, notes about visits still not completed, four totals and a chart of worked pay and pay still to come by person

5. See the period's projection per person

  1. Run Pay Period Projection for one row per person.

    Each row shows hours and pay worked so far, what is left, and the projected hours and pay for the period. Use Customize to choose which columns show, and Export for Excel, CSV or PDF.
    Pay Period Projection table with one row per person showing worker type, worked hours, worked pay, hours left, pay left, projected hours and projected pay

Common pitfalls

  • Pay periods missing from the menu. The pay period choices appear once your agency has a pay schedule in payroll settings.
  • Past visits left as Scheduled. They count toward neither worked nor remaining hours. Complete or cancel them from To complete on Scheduling.
  • Lines that price to $0. No pay rate applies. Set a pay code or flat rate on the visit, or a rate on the person's payroll profile.
  • Office time during a flat-rate visit. Minutes that overlap a flat-rate visit are not paid twice. Tick Pay it anyway on the office block if both should be paid.

Frequently asked questions

Yes. It uses the same pay rules as a payroll run, including flat rates, office time, overtime and your rounding setting, so the worked figures match a run for the same person and period.
Yes. Paid office time counts in Worked Hours and Worked Pay, and the total shows how much of the worked hours were office time.
Set a flat rate on the nurse's visits and assign paid office blocks. The statement shows each visit as Flat rate and each office block as Hourly, and Worked Pay splits the two.
Clock times elsewhere may hide seconds. The statement shows durations to the second, which is what payroll uses.
Yes. Open it in Reports, save it, and schedule it with the period set to This pay period or Last pay period.

Keep going

Flat-rate visit pay

Pay a set amount per visit, however long it runs: set it when scheduling, save it as a pay code, change it on any visit.

Paid office time

Pay staff hourly for office work: schedule it, record who worked it, let staff start and end it, and never pay twice for a flat-rate visit.

Caregiver payroll & pay rate

Link payroll provider, view paid history, override pay rate per caregiver.

Report dashboards

Several reports on one screen with one period: the built-in Agency overview or your own, saved, shared and scheduled.

Written by
Calvin Nesvig
Founding Partner, AveeCare

Builds AveeCare full-time. The AveeCare Help Center is written and maintained by the team that builds the product, so the steps in every article come from the same people who ship the features.

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