A human services agency pays direct support staff through awake nights and on-call weekends, holds clinicians to productivity targets, and splits salaries across federal grants. WageTime codes each hour to a service line and a funder, and pays every shift on its own rule.
Human services is the largest category of public charities by count, and the work is Medicaid-funded direct care delivered around the clock (NCCS). That makes the payroll behind it some of the most scrutinized anywhere: the wage a rate promised has to reach the worker, the overnight has to be paid right, and every hour has to land on a service line and a grant a funder can audit.
Your clinicians and case managers are measured on billable service, but the day is full of unbillable work: progress notes, no-shows, drive time between homes, supervision, and training. If those hours aren’t coded apart from direct service, you can’t read productivity, you can’t build a clean cost report, and the grant that funds documentation time looks like it funded nothing.
A group home covers awake overnights, sleep-time shifts, weekend doubles, and holiday coverage, and each one pays on a different rule. Do it in a spreadsheet and the differentials drift, the on-call stipend gets forgotten, and a worker who covered two homes at two rates never gets the weighted-average overtime the week actually earned.
The Medicaid Access Rule tells states to spend at least 80% of homemaker, home health aide, and personal care payments on direct-care worker compensation, and states are already asking what you paid. If your only record of wages, benefits, and employer taxes by worker is scattered across a payroll export and a spreadsheet, the report you owe becomes a reconstruction.
One case manager is on a SAMHSA block grant, a CSBG award, a TANF contract, and unrestricted dollars, and the mix changes when an award closes. Every period someone rebuilds the split in a spreadsheet, re-keys it into payroll, and re-keys it again into the general ledger, then applies an indirect rate on top by hand.
A direct support professional’s abuse-registry recheck, an RBT renewal, an LCSW license, a CPR card: any one going stale can pull a worker off the schedule or make a service unbillable. In an agency without an HR department, those dates live on sticky notes until the day one is missed.
Every hour lands on a service line or a non-billable bucket on the WageTime run itself, so direct counseling reads apart from documentation, no-shows, drive time, supervision, and training, and productivity reads clean by clinician and program.
| Employee | Billable hrs | Non-billable hrs |
|---|---|---|
| Renata C.Outpatient counseling | 24.5 | 12.0 |
| Marcus B.Targeted case management | 30.0 | 8.5 |
| Priya D.Community support (I/DD) | 28.0 | 6.0 |
| Owen T.Intake & documentation | 0.0 | Non-billable |
Replaces the productivity spreadsheet, and the cost report rebuilt from memory at year-end.
Awake overnights, weekend on-call, and holiday coverage each pay on their own rule through pay codes, and weighted-average overtime computes on the blended rate when one direct support professional covers two homes at two rates.
| Employee | Hours | Differential |
|---|---|---|
| Dana R.Awake overnight (Fri) | 8.0 | +$2.50/hr |
| Dana R.On-call (Sat) | 12.0 | $30.00 flat |
| Luis A.Weekend day | 16.0 | +$1.50/hr |
| Sam K.Holiday (Jul 4) | 8.0 | +$4.00/hr |
Replaces the differential that drifts and the on-call stipend nobody remembered to pay.
Yes: WageTime reports wages, benefits, and employer payroll taxes per direct-care worker, by service line, so the compensation figure the 80/20 rule turns on is a report instead of a reconstruction.
Replaces the wage reconstruction pulled together the week the state’s report is due.
One case manager’s salary splits across a SAMHSA block grant, a CSBG award, a TANF contract, and unrestricted dollars at the pay line: WageTime carries wages, employer taxes, and benefits on the same split, with nothing re-keyed into the ledger.
| Funding stream | Percent | Allocated pay |
|---|---|---|
| SAMHSA MH block grantGR-4120 | 35% | $2,275.00 |
| Community Services Block GrantGR-2210 | 25% | $1,625.00 |
| TANF contractGR-3050 | 25% | $1,625.00 |
| UnrestrictedUNREST | 15% | $975.00 |
Replaces the allocation spreadsheet, the re-key into the GL, and the indirect math done twice.
An abuse-registry recheck, an RBT renewal, an LCSW license, a CPR card, and a food-handler permit each sit on the employee record with recurring alerts, so a lapse surfaces weeks before a worker gets pulled from the schedule.
Replaces the sticky-note recert list and the worker pulled off shift with no notice.
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 demoCode each hour to a service line or a non-billable bucket on the run itself, using job-cost segments up to 40 characters matched to your funders. Direct counseling and case management land on their codes; documentation, no-shows, drive time, and training land on theirs, so productivity reads clean and the coded hours feed your cost report.
Night, weekend, and holiday differentials and on-call pay are configured as pay codes, so each shift pays on its own rule, and weighted-average overtime computes when someone covers two homes at two rates. Federal sleep-time rules decide which hours on a 24-hour shift count as worked, and that determination stays yours to make with counsel.
Yes. WageTime reports wages, benefits, and employer payroll taxes per worker and by service line, the categories the Medicaid Access Rule counts toward direct-care compensation, and exports them for the payment report your state requires. You and your state confirm the ratio and the rule’s details; WageTime supplies the underlying numbers, not a compliance guarantee.
WageTime divides a case manager’s salary across a SAMHSA block grant, a CSBG award, a TANF contract, and unrestricted dollars by the percentages you set, so every wage, tax, and benefit dollar follows that split each run. Segments carry to the GL export in CSV, IIF, or fixed-width, and your indirect cost rate (15% de minimis since the 2024 Uniform Guidance) is applied in accounting.
Every credential, license, and abuse-registry recheck sits on the employee record with recurring 30, 60, and 90-day alerts, and renewal tasks route to the right person before the date. WageTime tracks the renewal date and stores the document; it does not run the background check or the registry search, which stay where your state requires them.
$50 a month for the agency plus $10 per person actually paid that month, with unlimited runs. A program that staffs up for a new contract and down when an award ends pays for who was paid, so the bill tracks your census. Off-cycle runs and corrections cost nothing extra, and filings, year-end W-2s, and 1099s are included.
One program’s roster, a pay period with some overnight and on-call coverage, and the funders that program charges to. Twenty minutes with a payroll specialist on a live demo agency: you’ll watch hours code to service lines, see a residential shift paid with its differentials, and see a case manager’s salary split across four grants and posted to the ledger.
Book a 20-minute demo