Before you begin

Complete the guided tutorial first. You need the approved Patient Services Coordinator in Outpatient Services, Avery Reed assigned at 1 FTE from January 1, 2027, and permission to manage budget, pay, and adjustments and export financial reports. The organization uses 1,950 annual hours per FTE. Your administrator can complete practice setup if any preparation is missing.

Use your own account throughout. Confirm there is no coordinator budget rate, Avery salary, or Course benefits estimate yet. If these already exist, inspect the completed example rather than adding them again.

1. Record budget and salary

  1. Open Labor budget > Positions, choose January 1, 2027, and open the coordinator. Choose Actions > Add position rate. Enter 70000, choose Annual, and use January 1, 2027. Save and wait for the calculation. Set a position budget explains the rate selection.
  2. Open Compensation > Employee pay and choose Add assignment pay exception. Avery is not listed on Employee pay until a pay entry exists.
  3. Enter January 1, 2027, then select Avery Reed and the coordinator assignment. Choose Annual salary (scaled by FTE) and enter 60000. Save and wait for the calculation.
  4. Check the position budget is $70,000 and Avery’s annual employee cost is $60,000 before benefits.

A budget rate does not create employee pay. Recorded pay supplies the calculation; it does not confirm a payroll payment.

Checkpoint: the annual position budget is $70,000 and Avery’s annual employee cost is $60,000, before benefits. Filter all financial results to Outpatient Services; the supporting sample workforce has no budget or pay and its missing information is not zero.

2. Add estimated benefits

  1. Open Settings > Pay adjustment rules and create Course benefits estimate, effective January 1, 2027.
  2. Choose Annual cost only and Percentage of starting value (non-compounding). Enter 20 in the percentage field, allow use on positions, and leave duplicate uses off. Save.
  3. Open Labor budget > Applied adjustments > Apply adjustment. Enter January 1, 2027 in Starts on first, then select that rule and the coordinator position. Choose Scale with FTE and Add with other applied adjustments, and keep Overlap priority at 100. Leave the end date, schedule, and shift restrictions blank. Save.
  4. Open Compensation > Applied adjustments > Apply adjustment. Enter January 1, 2027 as the Effective date first, then select the same rule. For Applies to, choose Position (all matching assignments), then select the coordinator position. Choose Scale fixed amounts with assignment FTE and Add with other applicable policies. Leave the end date and restrictions blank. Save.
  5. Wait for both calculations to finish. Inspect the selected rate, pay entry, and benefit contribution; the rule should appear once in each calculation.
January 1 checkpoint Calculation Result
Whole position budget $70,000 + 20% $84,000
Budget used by staffing $84,000 × 1 assigned FTE ÷ 1 approved FTE $84,000
Employee cost $60,000 + 20% $72,000
Remaining assigned budget $84,000 − $72,000 $12,000
Vacancy budget Fully staffed $0

Check $72,000 + $12,000 + $0 = $84,000. Read the comparison’s column labels before interpreting a positive or negative sign. Do not add the whole position budget to the staffed share: they describe the same budget from different perspectives.

If a result differs, review the selected date, pay, budget rate, and applied adjustments before adding another record. Add estimated benefits and Compare employee cost with the budget explain each contribution.

3. Save the January financial reports

  1. Open Reports. Run Labor Budget Snapshot and Actual Compensation Snapshot for January 1, 2027, filtered to Outpatient Services, in CSV format.
  2. Wait for Completed, open each result, and download the files. Check $84,000 budget and $72,000 employee cost.
  3. Use Labor Budget Calculation Detail and Actual Compensation Calculation Detail to trace the rate, salary, and single benefits contribution.
  4. Record each saved report reference in your practice notes. Keep these exact reports before entering July’s salary.

Checkpoint: you can reopen your January reports and explain $72,000 employee cost + $12,000 remaining assigned budget = $84,000 budget. Download files before their displayed expiration date.

4. Follow the July pay change

Confirm your January reports from step 3 are saved. Open Compensation > Employee pay, find Avery by the recorded employee number, and inspect the existing pay timeline. Names on this list follow today’s date, so before January 1, 2027, the row may show only the employee number. If the July entry already exists, inspect it rather than adding a duplicate; completed examples cannot rehearse entering the raise again.

Imagine Avery receives a 5% salary increase beginning July 1, 2027. Enter a new salary value of $63,000. Do not also apply a 5% increase rule; that would describe another increase.

  1. From Compensation > Employee pay, choose Add assignment pay exception.
  2. Enter July 1, 2027 first, then select Avery Reed and the same coordinator assignment. Choose Annual salary (scaled by FTE) and enter 63000. Save and wait for calculation.
  3. Review June 30, 2027. Salary should still be $60,000, with $72,000 annual cost including benefits.
  4. Review July 1, 2027. Salary should be $63,000, benefits $12,600, and annual cost $75,600.
  5. Confirm the position budget remains $84,000. The remaining assigned budget is now $8,400, or 10% of $84,000.
  6. Open the shared Activity history clock and distinguish when you entered the new salary from its July effective date.

These are annualized costs at the selected date, not the amount paid during the first half or second half of the year. The new dated salary leaves the earlier agreement available for comparison.

Checkpoint: June and July show different employee costs while the approved position and assignment remain 1 FTE. Check $75,600 + $8,400 = $84,000.

Run new Labor Budget Snapshot and Actual Compensation Snapshot reports for July 1, filtered to Outpatient Services, in CSV format. Confirm $84,000 budget and $75,600 employee cost. Using the same account that ran it, reopen the exact January report recorded in step 3 and confirm its $72,000 cost is unchanged. A new January run is a different report. Follow a later pay change provides the detailed course lesson.

5. Explain the financial result

Find the coordinator, Avery’s July pay, and the original January reports again. Explain why $70,000 budget and $60,000 salary produce $84,000 budget and $72,000 cost after benefits. Show July’s $75,600 cost and $8,400 remaining assigned budget, while staffing and budget stay unchanged.

You have finished: your original January report remains available for comparison after the later salary entry. The amounts are annualized costs at the selected date, not evidence of payroll paid. Keep this example unchanged for reference.

Next step

Choose a task from More walkthroughs when you need staffing changes, reports, administration, or advanced financial practice.