Home care payroll software for hours and CSV export
Prepare caregiver pay information from completed hours and individual pay rates, then export CSV on Agency or Growth for your payroll provider.
Prepare accurate inputs for your payroll provider
A home care pay workflow begins before a payroll file is created. Caregivers record visits, the office reviews incomplete or unusual records, and the agency determines the compensable hours to include in the workweek. Aides supports completed hour reporting and pay preparation. Agency and Growth add payroll CSV export and overtime alerts.
Aides does not run payroll, send wages, withhold taxes or file payroll returns. The CSV is a handoff to your payroll provider. Your agency remains responsible for confirming wage rules, including all compensable work and checking the final payroll calculation. Treating an export as completed payroll can leave important work outside the review process.
Keep each caregiver pay rate distinct
Client bill rates describe what a client is charged. Caregiver pay rates describe the wage calculation for work. Do not use one as a substitute for the other. Aides uses hours and a pay rate per caregiver for pay preparation. Review the correct rate for the relevant work before relying on a total.
An agency may have compensation arrangements that require more analysis than a single hourly rate. Multiple rates, differentials and other compensation can affect the regular rate used for overtime. The stated Aides feature set should not be read as a promise to calculate every arrangement. Your payroll provider should review how the exported information fits the compensation rules that apply to your employees.
Review recorded hours against the planned visits
The caregiver home care app records clock in and clock out with GPS and supports visit notes. Compare those records with the schedule to find missing clock outs, unexpected durations or overlapping records. Read relevant notes and resolve exceptions before the export cutoff. A scheduled visit is a plan, while the completed record is an input for reviewing the work actually performed.
Hours review should be understandable to both the office and caregiver. Decide who checks questions, how staff report a mistake and when the final period closes for your provider. Do not encourage caregivers to change actual work records to match a scheduled shift. Accurate inputs matter more than making the planned week appear to have happened exactly as written.
Check overtime across the whole workweek
As general information, the federal FLSA home care rule effective in 2015 limits the use of the companionship services and live in domestic service exemptions by third party employers such as agencies. Agency employed caregivers who are covered and nonexempt generally must receive overtime for hours worked above 40 in a workweek. State or local rules may provide additional protections.
Do not average hours across two weeks to decide whether a caregiver exceeded the federal weekly threshold. Establish the agency workweek consistently and review all covered work within it. Agency and Growth include overtime alerts. An alert supports review, rather than resolving every wage classification, exemption or state rule question for the employer.
This page provides general information, not legal advice. Consult an appropriate adviser or your payroll provider about the rules and facts that apply to your workforce. The caregiver overtime rules guide explains the operational checks in more detail and links the federal rule concepts to a home care office review.
Account for travel and other compensable work
Travel between client visits during the workday generally counts as hours worked for covered employees. Ordinary home to work commuting is treated differently under federal rules, and particular circumstances can affect the analysis. A client visit report alone may not contain every compensable minute. Training, meetings or other required duties can also require payroll attention.
Aides does not capture travel time or calculate routes. Establish a separate process to identify additional compensable work and ensure it reaches the payroll provider. Do not interpret the absence of a billable visit as evidence that no payable work occurred. The client invoice and the caregiver wage calculation serve different purposes.
Export with a review checklist
Before handing off a CSV, confirm the caregiver identity, reporting period, completed hours and pay rate. Compare the totals with the office hours review and inspect overtime. Add or reconcile other compensable work through the process agreed with your payroll provider. Keep responsibility for the final import and validation clear so a file is not assumed accepted merely because it was downloaded.
Use home care scheduling software to review workload before the week starts. A planned assignment that pushes someone over a weekly threshold can be discussed before it becomes completed work. Planning is useful, but it never removes the obligation to pay for work actually performed. Accurate post visit review remains necessary even when the schedule looked balanced.
Keep billing and pay connected without merging them
The home care billing software workflow uses completed visits and client bill rates to prepare private pay invoices. Payroll preparation uses caregiver work and compensation rules. Some payable hours may not be client billable. A simple gross margin estimate can help planning, but it excludes costs such as employer taxes, benefits and office overhead.
Compare Agency and Growth on the pricing page if CSV payroll export is part of your office workflow. Both include payroll export and overtime alerts. Growth adds EVV CSV export, roles and permissions and an audit log. Choose the monthly client and office user limits you need, while caregiver access remains unlimited on all plans.
Questions about home care payroll software
Does Aides pay caregivers?
No. Aides supports hours review and pay preparation. Agency and Growth export a CSV for your payroll provider, which handles payroll processing and payments.
Which plans include payroll CSV?
Agency and Growth include payroll export and overtime alerts. Starter includes hours reports but not payroll export.
When does federal weekly overtime generally apply?
Covered nonexempt agency employed caregivers generally receive overtime above 40 hours worked in a workweek. Check applicable federal, state and local rules with a qualified adviser.
Does travel between clients count as work?
Travel between client visits during the workday generally counts as hours worked. Your agency needs a process to include compensable travel and other work in payroll.
Can I use the bill rate to calculate caregiver pay?
Client bill rates and caregiver pay rates are separate. Review each caregiver pay rate and the applicable wage rules before sending data to your payroll provider.
Bring your next week into focus
Use the home care scheduling demo with example clients and caregivers, then compare home care software pricing. Create your agency account to organize your own visits, care records and completed hours.