WageTime is payroll for home care and home health agencies, not for families hiring privately: when one caregiver’s week spans several clients, rates, and the drive between them, overtime, travel pay, and visit hours all come out right on one check.
Agency payroll isn’t hard because the wages are high. It’s hard because one person’s week is scattered across houses, rates, and a car, and every scattered piece has its own pay rule.
The drive from one client’s door to the next is work time under federal rules, and mileage money doesn’t make it go away: one is wages, the other is an expense. Agencies that paid only the mileage have signed some very expensive judgments. Yours shouldn’t learn that rule from a lawyer’s letter.
Personal care at one rate Monday, companion visits at another Thursday, a weekend differential on top. That week’s overtime comes out of the weighted average of everything earned, not whichever rate the 41st hour happened to land on. The Friday spreadsheet picks one rate and hopes.
Per-visit pay for RNs and LPNs feels clean until the documentation time, the meetings, and the on-call hours pile up next to it. Mixed per-visit and hourly pay is a documented litigation trap in home health, and it still has to come out as one correct paycheck.
Every Medicaid visit is already verified electronically: who, where, when, to the minute. Then somebody exports the week, fixes the exceptions, and re-types approved hours into a payroll system that has never heard of a visit. Pay from raw punches instead of approved visits and the difference leaks out as payroll.
CPR cards, TB tests, HHA certificates, RN licenses: dozens of dates, each quietly ticking. The lapse never announces itself; the surveyor finds it, or the schedule breaks when the one available caregiver isn’t cleared to work.
When a caregiver works two or more rates in one week, WageTime computes overtime on the weighted-average regular rate automatically: straight-time earnings across every client, service code, and differential, divided by total hours, with the premium on top.
| Line | Rate | Amount |
|---|---|---|
| Personal careHarmon residence · 18.0 hrs | $17.50 | $315.00 |
| Personal careOkafor residence · 8.0 hrs | $17.50 | $140.00 |
| Companion visitsDelgado residence · 12.0 hrs | $16.00 | $192.00 |
| Travel between clients4.0 hrs | $16.00 | $64.00 |
| Weekend differential8.0 hrs | +$2.00 | $16.00 |
Replaces the one-rate guess the spreadsheet made every Friday, and the argument when a caregiver’s check came up short.
Under federal rules, drive time between clients during the workday is payable work time, and mileage is an expense, not a substitute for wages. WageTime keeps the two apart on the same check.
| Caregiver | Drive hours | Reimbursed |
|---|---|---|
| Rosa M.9 segments · 62 miles | 4.0 | $44.95 |
| Denise K.7 segments · 48 miles | 3.25 | $34.80 |
| Marcus T.5 segments · 39 miles | 2.5 | $28.28 |
| Alina P.11 segments · 84 miles | 5.0 | $60.90 |
Replaces the mileage check that quietly stood in for wages, and the exposure that came with it.
WageTime imports visit and clock hours from your EVV or agency-management system, so approved visits land against the right caregiver, client, and rate with no double entry. Tell us your system on the demo and we’ll confirm the exact flow.
| Caregiver | Hours | Status |
|---|---|---|
| Rosa M.Harmon residence · 5 visits | 26.0 | Approved |
| Denise K.Delgado residence · 6 visits | 30.0 | Approved |
| Marcus T.Okafor residence · 4 visits | 18.5 | Approved |
| Alina P.Reyes residence · 3 visits | 12.0 | Missed clock-out |
| Sam W.Boone residence · 4 visits | 16.0 | Outside geofence |
Replaces the Sunday export, the exception hunt, and the hours that got paid twice because nobody could tell which file was final.
WageTime tracks credentials and licenses on the employee record with date-driven expiration alerts and each document attached, so a state licensure review or accreditation survey can see who was cleared to work in a client’s home.
| Caregiver | Expires | Status |
|---|---|---|
| Rosa M.CPR certification | Oct 12 | 30-day alert sent |
| Denise K.HHA certificate | Feb 2027 | Current |
| Marcus T.TB test | Sep 28 | Expires in 11 days |
| Alina P.RN license | Jan 2027 | Current |
| Sam W.HIPAA training | Renews Aug 2027 | Completed |
Replaces the credential spreadsheet nobody updated since the last survey.
Industry benchmarking put median caregiver turnover at 75 percent in 2025, and weekly beats biweekly in caregiver recruiting ads for a reason. WageTime makes cadence a setting, not a fee: unlimited runs included, and a final check can go out the day someone leaves.
| Run | People paid | Net pay |
|---|---|---|
| Fri Sep 52 new this week | 41 | $28,470.00 |
| Fri Sep 123 new this week | 43 | $30,115.00 |
| Fri Sep 191 new this week | 42 | $29,340.00 |
| Fri Sep 262 new this week | 44 | $30,690.00 |
| Mon Sep 29off-cycle final check | 1 | $612.00 |
Replaces the per-run fee that made weekly pay a luxury, and the paystub reprint queue in the scheduler’s inbox.
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 demoOvertime computes on the weighted average, automatically. WageTime totals the week’s straight-time earnings across every rate, service code, and differential, divides by total hours to get the regular rate, and pays the overtime premium on that rate. Care hours and paid travel hours land in the same calculation. Bring one real multi-client week to the demo and see it run down to the paystub.
Travel pay and mileage are two different obligations. Under federal rules, drive time between clients during the workday is payable work time, while mileage reimbursement is an expense payment that doesn’t substitute for those wages. In WageTime, travel hours run as paid time inside the overtime math and mileage runs as a separate reimbursement code, configurable as a non-taxable earning type, both on the same check.
Yes. Per-visit rates run as per-unit pay codes, with different rates per visit type, and hourly time for documentation or meetings runs alongside in the same payroll. Mixed per-visit and hourly weeks go through the same weighted-average overtime engine. Whether a given clinician is overtime-exempt is a question for your employment counsel; WageTime handles the math either way.
We import visit and clock hours from your EVV or agency-management system so there’s no double entry. Tell us your system on the demo and we’ll confirm the exact flow for your setup, including how approved visits map to caregivers and rates. For private-pay work outside EVV, caregivers can punch on WageTime’s GPS-stamped mobile clock instead.
No. In July 2025 the Department of Labor proposed reinstating the companionship and live-in exemptions for agencies and paused its own enforcement of the 2015 home care rule while that proposal is pending. The rule itself remains on the books, private lawsuits are unaffected, and state overtime laws apply regardless. Most agencies keep paying overtime, and WageTime computes it either way. Educational summary as of mid-2026, not legal advice.
The platform behind WageTime is SOC 2 Type II audited and ISO 27001 certified, with safeguards built for handling HIPAA-covered data, and business and employee data protected end to end with bank-level encryption. HIPAA training itself is assigned and tracked in the learning module, so completion records are on file per caregiver.
$50 per month per company, plus $10 per person paid that month. Weekly pay costs nothing extra: runs are unlimited, and off-cycle and final checks are included. Every federal, state, and local tax is filed automatically, with year-end W-2s and 1099s included. No long-term contracts; cancel anytime. Switching is full-service and paid; we’ll scope the effort and timing on the demo so you can pick a clean cutover week.
One aide’s week across two or three clients, your visit export, and the states you serve. Twenty minutes with a payroll specialist on a live demo company: you’ll see the weighted-average overtime, the travel and mileage lines, the credential alerts, and the invoice math.
Book a 20-minute demo