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Extenteam Invoicing and Billing Explained

Pay periods and difference between semi monthly & bi weekly pay period

There are multiple pay schedules used in the US - and it's normal that for some people to have some confusion on our pay periods, especially if your company is using another pay schedule.
Here are some pay schedules that are being commonly used:
  • Weekly: Every week on a specific day of the week (52 payrolls per year).

    • Example: every Friday.

  • Bi-Weekly: Every two weeks on a specific day of the week (26 payrolls per year).

    • Example: every other Friday.

  • Semi-Monthly: Twice per month on two specific dates of the month (24 payrolls per year).

    • Example: the 15th and the last day of the month.

  • Monthly: Every month on a specific date of the month (12 payrolls per year).

    • Example: on the 26th.

Here are the major differences between bi-weekly and semi-monthly: 


Source: https://www.cpapracticeadvisor.com/payroll/article/12429709/the-pros-and-cons-biweekly-vs-semimonthly-payroll

Extenteam does use the semi-monthly pay schedule, and our billing cycle is 1st of the month through the 15th and 16th till the end of the month which may not be same as your internal pay cycles, if you are on a bi weekly pay period.

 

How many hours should I expect on my invoice?


This will depend on the amount of the work days that are on the pay period as well as the hours the team members are scheduled to work. 

For example, if you have a team of one, working 8 hours a day, Monday through Friday - depending on the number of work days in a billing cycle, it would be 8 hours x days in the billing cycle.

Example: October 2021 has 11 business days on the 1st billing period, and 10 on the 2nd pay period.

Please note that the amount of days / hours may vary based on your companies' desired schedules. If you have team members scheduled to work weekends, # of days may increase. 

If you have team members working over the weekend or split shifts covering two days, the billing example may differ from the one shown above.

 

How do you get the amount of hours worked? How can be sure that those are actual hours worked?

All of our team members use a digital "punch card" to clock in and out. 
Below is a sample of the timesheets that we can see internally for your team members on a daily basis.

If you want a daily breakdown or a breakdown per pay period on hours worked by each of your team members, please let Partner Success Team know and we can provide that for you with your invoices!

How do I change the schedule of the team members?

Please let Extenteam HR Team or Partner Success Team know and we can make the changes on our back end systems.

We utilize the same software to make sure that Extenteam team members show up to their shifts on time. Below is an example of a schedule of a client with 3 team members.

As you can see, this client has requested most of the shifts to be scheduled for 8 hours. We can see that two shifts were started late and one shift was "abandoned" on the 12th of November. ( Which was filled by the other team member right above him/her)

While we understand that most of Extenteam Clients have a direct line of communication with their Extenteam team members in regards to scheduling, it's imperative that you let Extenteam HR Team ( or Partner Success) know about any schedule changes you would like to implement, so that we can make sure that our system is updated and we can monitor schedule compliance and make sure that your invoices are accurate as well.

 

Good news! We are working on building a tool that would allow you to view / make change requests on the schedules in real time - let us know if you want to participate in the beta! 

I am worried about the performance of my team members and am not sure if they are "working" during their scheduled shifts. What should I do?

Check out our article on performance issues.