WageTime runs payroll for adult day services centers, social day and adult day health alike: split-shift van routes, driver and aide weeks at two rates, and labor cost you can see per participant day, next to a day rate that never budges.
Built for licensed adult day services centers. WageTime is a payroll and HR platform; it is not affiliated with, endorsed by, or sponsored by CMS, any state Medicaid program, the VA, or USDA. Payment and reimbursement figures cited are from the public sources listed in the footer.
Roughly 3,100 adult day services centers serve about 197,700 participants in the US on a given day. Each center runs on a timetable: routes out, doors open, lunch counts, routes back. Payroll inherits every line of it, plus the ratios and the part-timers the timetable stands on.
A 1:6 floor with 48 participants needs eight aides at opening, not seven and an apology. When someone calls out, the backfill happens before the first van arrives, and the schedule change lands in payroll as real hours, a second rate, and sometimes an overtime week nobody planned.
The morning route ends at 9:15 and the afternoon route starts at 2:30. Some drivers go home; some pick up floor hours as aides at a different rate. Either way the week ends in math many payroll systems fumble: split-shift premiums where states require them, and overtime across two rates.
Medicaid pays a per diem, the VA pays a contract day, private pay is the day rate printed on the brochure. None of them move when three aides hit overtime in the same week. Margin per participant day is decided inside payroll, and many centers can’t see it until year end.
Aides on three program days, drivers on ten split shifts a week, activity staff who flex with the census. Somewhere in that roster the ACA’s 30-hour line is being crossed, and the look-back math that proves who must be offered coverage is nobody’s favorite spreadsheet.
A TB screen due within days of hire, orientation before anyone works with a participant, first aid coverage on every shift, food handler cards in the kitchen. The center passed its last licensing review; the binder that proved it cost a week of evenings.
State licensing sets the answer as a ratio, typically between 1:4 and 1:10 direct-care staff to participants, so the census decides the headcount every program day. WageTime’s shift scheduling turns that arithmetic into a schedule published to the staff app.
| Shift | Staff | Hours |
|---|---|---|
| AM van route 1Driver | Luis O. | 6:45-9:15 |
| AM van route 2Driver | Renee C. | 6:45-9:20 |
| Program floor, room AProgram aide | Dana W. | 8:00-2:30 |
| ActivitiesActivity coordinator | Priya N. | 9:00-3:00 |
| Kitchen, lunch serviceCook | Marge T. | 7:30-1:30 |
| PM van route 2Driver | Open shift | 2:30-5:00 |
Replaces the whiteboard grid only the program director could read, and the 7:15 phone tree.
Adult day drivers work both ends of the day, and some fill the noon gap with floor hours at an aide rate. When one week mixes two rates, WageTime runs each piece as its own pay code and computes overtime on the weighted-average regular rate.
Replaces the driver paycheck that ignored the second rate, and the premium a wage claim found first.
Labor per participant day comes out of payroll: WageTime’s job costing tags every pay dollar to codes you define (program, room, route, kitchen), and dividing by attendance puts the number in your hands monthly, not at year end. The revenue it sits against is fixed.
| Program | Labor cost | Per day |
|---|---|---|
| Adult day health (ADHC)612 participant days | $33,048.00 | $54.00 |
| Social day program418 participant days | $18,810.00 | $45.00 |
| Memory care room186 participant days | $13,950.00 | $75.00 |
| Transportation routes604 participant days | $9,060.00 | $15.00 |
| Kitchen & meals1,216 participant days | $6,080.00 | $5.00 |
Replaces the cost-per-day guess the accountant reverse-engineered every spring.
Generally no: the federal EVV mandate covers Medicaid in-home visits, and care delivered at a licensed center, billed per day or half day, sits outside that definition in most states (confirm your state’s policy). What a center still needs is a defensible staff time record.
| Staff | Hours | Status |
|---|---|---|
| Dana W. program aide8:02 in · 2:31 out | 6.5 | Approved |
| Luis O. driver + aide6:41-9:12 · 11:00-2:30 | 6.0 | Approved |
| Marge T. cook7:28 in · 1:33 out | 6.1 | Approved |
| Priya N. activity coordinator8:58 in · no out punch | Missed punch | |
| Rob F. RN, adult day health7:55 in · 4:02 out | 8.1 | Approved |
Replaces the staff sign-in sheet that lived next to the participant one, and proved nothing.
Licensing puts clocks on the hire date: Virginia, for one, requires a TB evaluation between 30 days before and 7 days after employment, plus orientation before direct participant contact. WageTime keeps those clocks visible on the employee record, documents attached.
| New hire | Due | Status |
|---|---|---|
| Amara J.TB screening | Oct 10, 7-day window | Scheduled |
| Amara J.Orientation training | Before first shift | 4 of 6 modules |
| Tom R.First aid / CPR | On file | Current |
| Tom R.I-9 + E-Verify | Day one | Case created |
| Marge T.Food handler card | Renews Jan 2027 | Current |
Replaces the licensing binder assembled the week of the review.
Full-service payroll is $10 a month per person paid that month, plus $50 a month per company, with unlimited runs. No long-term contracts, no per-run charges.
Off-cycle runs and bonuses cost nothing extra. No long-term contracts; cancel anytime.
Example: 50 people paid × $10 + $50 company = $550 for the month
HR & hiring, onboarding, PTO, time tracking, benefits, and workers’ comp are optional add-ons, priced separately when you’re ready.
See a demoState licensing sets the ratio, typically between 1:4 and 1:10 direct-care staff to participants. Virginia requires one per six with at least two staff on duty; Delaware sets 1:8; dementia programs commonly run 1:4, and Michigan requires 1:3. Census sets headcount and payroll hours, which is why WageTime reports labor cost per participant day.
Generally no. The federal EVV mandate covers Medicaid personal care and home health services that involve an in-home visit, and center-based care billed per day or half day sits outside that definition in most states. Confirm your state Medicaid program’s policy. Staff time at the center still needs a defensible record, which WageTime’s geofenced clock provides.
Overtime computes on the weighted average of both rates, automatically: total straight-time earnings across route hours and floor hours, divided by total hours worked, with the overtime premium paid on that blended rate. Where a state adds a split-shift premium, it runs as its own flat-amount pay code on the same check.
Health-insurance obligations depend on employer size and each person’s measured hours: the IRS counts 30 hours a week or 130 a month as full-time, measured over a look-back period for variable-hour staff. WageTime tracks eligibility, hours of service, and look-back measurement from payroll hours, and generates and e-files the 1094-C and 1095-C forms. Coverage decisions belong with your benefits advisor.
Yes. Adult day care centers can participate in the Child and Adult Care Food Program; from July 2025 through June 2026 the free-rate center reimbursement in the contiguous states is $2.46 per breakfast, $4.60 per lunch or supper, and $1.26 per snack. That stream helps carry kitchen payroll, and WageTime pays cooks on the same roster as the floor.
$50 a month per company plus $10 per person paid that month, whether they worked five program days or one PM route. Runs are unlimited, off-cycle and final checks included, and every federal, state, and local tax is filed automatically with W-2s and 1099s at year end. No long-term contracts. Onboarding is full-service and paid; we scope it on the demo.
Twenty minutes with a payroll specialist on a live demo company: a driver-and-aide week trued up on the weighted average, the split-shift premium as a pay code, labor per participant day on a scheduled report, and the new-hire clocks your licensor asks about.
Book a 20-minute demo