Create rate structures that help keep pricing and billing consistent
A rate card defines the rates for a position and helps ensure they are applied consistently throughout the procurement process. Rate cards store information such as rates, earning codes, overtime rules, and billing options that support workforce requests, offers, and assignments.
Rate cards work together with Job Classes, Job Titles, Rate Card Classes, and Rate Card Categories. After creating the necessary job classifications and rate card classes, you can create a rate card to establish the rates and billing rules associated with those positions.
Jump to what you want
Why it matters
- Establishes the rates used during workforce procurement.
- Supports consistent application of billing and overtime rules.
- Helps maintain standardized rate structures within an Industry.
- Provides the rate information used throughout the workforce lifecycle.
Who it's for
- Program Office users
- System Admins
How it helps
- Create new rate cards.
- Associate rates with Job Classes and Rate Card Classes.
- Configure earning codes and overtime rules.
- Define billing behavior for workforce positions.
Rate Card Categories
Rate Card Categories provide an additional layer of classification for rate cards. They help organize rate structures beyond Job Class and Rate Card Class, making it easier to manage and apply rates across different business needs.
Rate Card Categories are organized into two levels:
| Level | Purpose | Example |
|---|---|---|
| RCC1 (Rate Card Category 1) | Broad grouping, often by geography or business area | North America, EMEA, West Region |
| RCC2 (Rate Card Category 2) | More granular grouping, often by rate structure, labor type, skill level, or program-specific segmentation | Hourly, Daily, Level 1, Level 2, IT, Clinical |
When creating a rate card, you'll select both a Category 1 and Category 2 value to determine where the rate card fits within your organization's rate structure. This allows similar positions to share a common rate framework while supporting regional, skill-based, or program-specific variations.
Important behavior
- Regular Time (RT) must always be entered and entered first.
- Overtime Rule and a Regular Time rate are required.
- Create a separate rate entry for each variation of an earning code.
- When extending or modifying a rate card, do not leave gaps in effective date ranges.
- Keep the order of earning codes consistent across rate cards.
Availability and setup
- Access to Admin > Procurement is required.
- The following records must already exist:
- Job Class
- Job Title
- Rate Card Class
- Applicable Category 1 and Category 2 values should already exist if they are required.
Before you begin
- Determine the Job Class and Rate Card Class for the rate card.
- Identify any Category 1 or Category 2 values that should be associated with the rate card.
- Determine the effective date, currency, overtime rule, and earning codes required for the rate card.
Create a rate card
Information in this article reflects a standard Enterprise configuration. Your Enterprise platform is based on your organization’s configuration. Settings and/or data visibility rules may vary slightly from what is described.
Define the rate card
- Select Admin > Procurement. The Procurement Administration page displays.
- From the left Navigation, expand the Procurement Geography folder.
- Expand the Procurement Geography folder.
- Locate and expand the applicable geographic location.
- Locate and expand the applicable Industry.
- From the left Navigation, select Rate Cards. The Rate Cards page displays.
- Select Add New. The Add Rate Card page displays.
- Verify that Procurement Type is set to Contingent Labor.
- Select the appropriate Job Class.
TIP: Use Add New only if you’re sure the Job Class doesn’t already exist.
- Select the appropriate Rate Card Class.
TIP: Use Add New only if you are sure the Rate Card Class doesn’t already exist.
-
Optional. Enter the Rate Card Code.
What this does: Creates an identifier for the rate card.
Why this matters: Consistent codes are easier to identify in lists and reports.
- Select Category 1 ⚠️
What this does: Associates the rate card with a Category 1 value.
Why this matters: Rate Card Category 1 is typically used to specify a geographic region.
In simple terms: You're identifying where a specific set of rates applies.
- Select Category 2 ⚠️
What this does: Associates the rate card with a Category 2 value.
Why this matters: Rate Card Category 2 is typically used to further classify rates by factors such as rate structure, labor type, skill level, or program-specific segmentation.
In simple terms: You're narrowing the rate card to a more specific classification within the broader Category 1 grouping.
- Optional. Leave Supplier set to Default Supplier.
Why this matters: Standard rate cards are created using the Default Supplier.
- Enter the Effective Date. ⚠️
What this does: Determines when the rate card becomes effective.
Why this matters: There should be no gaps in date ranges when extending or modifying a rate card.
Caution: If you're extending or modifying a rate card, there should be no gaps in the date range settings.
-
Optional. Enter Expiration Date.
Why this matters: Standard rate cards are created using the Default Supplier.
- Select the appropriate Currency code. ⚠️
-
Select Overtime Rule ⚠️
What this does: Defines how overtime is handled for the rate card.
Why this matters: Overtime Rule and a Regular Time rate are required entries.
In simple terms: You're defining when overtime rules apply and how overtime rates should be calculated.
Example: OT40 means the overtime rate applies after 40 hours of Regular Time.
-
Optional. Select On Call Rule.
Why this matters: Standard rate cards are created using the Default Supplier.
Configure rate card options
-
Select a value for If Rate is Exceeded? ⚠️
What this does: Determines how the system responds when a submitted rate exceeds the rate card value.
Why this matters: The selected option controls whether the system ignores, warns about, or prevents the rate from being exceeded.
In simple terms: You're deciding what happens when someone enters a rate above the approved amount.
Available values:
Value Result Ignore Allows the higher rate without notification. Warn Displays a warning when the rate exceeds the rate card value. Error Prevents the action when the rate exceeds the rate card value. -
Optional. Select a value for If Markup is Exceeded?.
What this does: Defines when the rate card stops being applied.
Why this matters: Expiration dates help manage the lifecycle of a rate card.
In simple terms: You're setting when the rate card stops applying.
-
Enter a Markup value when using If Markup is Exceeded?.⚠️
What this does: Defines the markup threshold associated with the selected markup rule.
Why this matters: The markup value is required when you configure markup exception handling.
In simple terms: You're defining the markup limit used by the selected markup rule.
Available values
Option Meaning % Uses a percentage-based markup value. $ Uses a fixed dollar amount markup value. -
Select a value for Allow Offer Negotiation Override ⚠️
What this does: Controls whether offer negotiations can override rate card restrictions.
Why this matters: This setting determines how strictly the rate card is enforced during offer negotiations.
In simple terms: You're deciding whether users can negotiate rates that differ from the established rate card.
Available values
Value Result Default Applies the organization's default behavior. Allow Allows offer negotiations to override rate card restrictions. Do not allow Prevents offer negotiations from overriding rate card restrictions.
Add the Regular Time rate
-
In the Rates section, select Add Item.
-
Select Regular Time as the Earning Code ⚠️
What this does: Creates the base rate entry for the rate card.
Why this matters: Regular Time (RT) must always be entered and entered first.
In simple terms: Regular Time serves as the foundation for the other earning code rates on the rate card.
-
Select an Override Type ⚠️
What this does: Determines how the rate is defined.
Why this matters: The selected Override Type determines whether an Override Value is used.
Available values
Value Description Manual Enter the rate directly. Percentage Use a percentage-based value. Fixed Amount Use a fixed amount value. Accumulate To Regular Time Associate the earning code with the Regular Time rate. -
Enter an Override Value, if required by the selected Override Type.
-
Enter the Min Rate.
-
Enter the Rate.
-
Enter the Weekend Rate, if applicable.
-
Select a Rate Type.
Rate Type
What this does: Defines the unit used for the rate entry.
Available values
- Daily
- Hourly
- Events
- Hourly Max 8
Add offshore rates, if applicable
-
Optional. In the OffShore Rates section, select Add Item.
Show details
Offshore rates allow you to create rate entries specifically for offshore resources.
-
Complete the applicable fields:
- Earning Code
- Override Type
- Override Value
- Min Rate
- Rate
- Weekend Rate
- Rate Type
-
Save the offshore rate entry.
Save the rate card
-
Select OK to save and exit.
OR
Select Save and Add New to create multiple rate cards during the same session.
Result
The rate card is saved and becomes available within the selected Industry.
What's next
After creating a rate card, you can:
- Create additional rate cards for other classifications, regions, or categories.
- Create supplier-specific rate cards.
- Create or update request templates that use the rate card.
- Continue building the rate structure for the selected Industry.
| Persona Program office users | Modules Administration | Documentation release Beeline Enterprise | Q3 2026 | Feedback? Email us: |