For agencies🏢 Agency Management

Set an interpreter's employment type and pay rates

Choose 1099 contractor or W-2 employee per interpreter and set their base, travel, and differential rates.

Pay terms are set per relationship, so the same interpreter can be a contractor at one agency and an employee at another. Proposing rates needs Billing access at the Manage level.

Step by step

  1. 1On the Team Roster tab, click "Manage" on an interpreter's row to open their detail slide-over.
  2. 2Find the "Employment & Rates" section. Team members with Billing access can see it, and only Billing: Manage can fill it in.
  3. 3Set the Employment type (Contractor or Employee), pick the Language these rates are for, then enter the base hourly rate, travel time rate, minimum billing duration, and cancellation policy window. Rates are per language, so repeat this for each language the interpreter covers.
  4. 4For W-2 office staff who also interpret, tick "Employee (W-2)" in their slide-over, set an "Interpreting rate" next to their "Hourly rate", and click "Save employment". A wage applies straight away, with no proposal, and needs Settings access at the Manage level. Leave the interpreting rate blank if they are paid one rate for everything.
  5. 5For W-2 employees, also set overtime thresholds and multipliers, which appear only for the employee type.
  6. 6Evening, weekend and holiday premiums are not set per interpreter. Set them once per language in Settings, Billing & Subscription, Rate Differentials, and they apply on top of this base rate.
  7. 7Save to send the proposal; the interpreter is notified and the rates take effect once they approve.
  8. 8When an interpreter proposes rates to you, open the notification to see their proposal, including the language it is for, and click "Approve" or "Reject".

Tips

  • Pay rates are Billing information. Team members without Billing access cannot see them, and Billing: View can see them but not change them. This is enforced in the data rules as well as on screen.
  • PTO balances are managed separately in the interpreter's PTO balances section, where you can adjust a balance with a reason; every change is recorded in a ledger (see the leave balances article).
  • Rate negotiation is two-way: you can propose rates to the interpreter and they can propose rates back to you for approval.
  • When someone has two rates, nobody chooses between them at the time clock. Which hours were interpreting is worked out from what dispatch has them assigned to, so the split follows the schedule rather than a punch.
  • Wages live on their own record behind Billing access, so a team member with People access can see who is W-2 and who is a contractor without seeing what anyone is paid.

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