WageTime is payroll for home care and home health agencies, not for families hiring privately. When an aide works several clients at different rates, overtime computes on the weighted-average regular rate automatically. Travel hours and mileage ride the same paycheck, visit hours import from the scheduling system you already run, and weekly pay day costs nothing extra: $50 a month per company plus $10 per person paid that month, unlimited runs.
Agency payroll isn’t hard because the wages are high. It’s hard because one person’s week is scattered across houses, rates, and a car, and every scattered piece has its own pay rule.
The drive from one client’s door to the next is work time under federal rules, and mileage money doesn’t make it go away: one is wages, the other is an expense. Agencies that paid only the mileage have signed some very expensive judgments. Yours shouldn’t learn that rule from a lawyer’s letter.
Personal care at one rate Monday, companion visits at another Thursday, a weekend differential on top. That week’s overtime comes out of the weighted average of everything earned, not whichever rate the 41st hour happened to land on. The Friday spreadsheet picks one rate and hopes.
Per-visit pay for RNs and LPNs feels clean until the documentation time, the meetings, and the on-call hours pile up next to it. Mixed per-visit and hourly pay is a documented litigation trap in home health, and it still has to come out as one correct paycheck.
Every Medicaid visit is already verified electronically: who, where, when, to the minute. Then somebody exports the week, fixes the exceptions, and re-types approved hours into a payroll system that has never heard of a visit. Pay from raw punches instead of approved visits and the difference leaks out as payroll.
CPR cards, TB tests, HHA certificates, RN licenses: dozens of dates, each quietly ticking. The lapse never announces itself; the surveyor finds it, or the schedule breaks when the one available caregiver isn’t cleared to work.
Every one of these is a payroll problem before it’s a legal one. Here’s how WageTime runs them.
When a caregiver works two or more pay rates in one week, WageTime computes overtime on the weighted-average regular rate automatically: total straight-time earnings across every client, service code, and differential, divided by total hours, with the overtime premium on top. Care hours, travel hours, and weekend differentials all land in the same math, and the paystub itemizes it where the caregiver can see it.
| Line | Hours | Rate | Amount |
|---|---|---|---|
| Personal care · Harmon residence | 18.0 | $17.50 | $315.00 |
| Personal care · Okafor residence | 8.0 | $17.50 | $140.00 |
| Companion visits · Delgado residence | 12.0 | $16.00 | $192.00 |
| Travel between clients | 4.0 | $16.00 | $64.00 |
| Weekend differential | 8.0 hrs | +$2.00 | $16.00 |
| Weighted-average rate | 42.0 total | $17.31 | - |
| Overtime premium | 2.0 OT hrs | 0.5 × $17.31 | $17.31 |
Replaces the one-rate guess the spreadsheet made every Friday, and the argument when a caregiver’s check came up short.
Under federal rules, time spent driving between clients during the workday is payable work time; the ordinary commute is not, and mileage reimbursement is an expense payment, not a substitute for those wages. WageTime keeps the two apart on the same check: travel hours run as paid time that flows into the weighted-average overtime math, and mileage runs as a reimbursement pay code, configurable as a non-taxable earning type.
| Caregiver | Segments | Drive hours | Miles | Reimbursement |
|---|---|---|---|---|
| Rosa M. | 9 | 4.0 | 62 | $44.95 |
| Denise K. | 7 | 3.25 | 48 | $34.80 |
| Marcus T. | 5 | 2.5 | 39 | $28.28 |
| Alina P. | 11 | 5.0 | 84 | $60.90 |
Replaces the mileage check that quietly stood in for wages, and the exposure that came with it.
We import visit and clock hours from your EVV or agency-management system so there’s no double entry: approved visit hours land against the right caregiver, client, and rate, with exceptions flagged for review instead of paid by accident. Tell us your system on the demo and we’ll confirm the exact flow for your setup. Serving private-pay clients outside EVV? Caregivers can punch on WageTime’s own mobile clock: every punch GPS-stamped, geofenced to each client’s home with a radius you set, with a map view of the day.
| Caregiver | Client | Visits | Hours | Status |
|---|---|---|---|---|
| Rosa M. | Harmon residence | 5 | 26.0 | Approved |
| Denise K. | Delgado residence | 6 | 30.0 | Approved |
| Marcus T. | Okafor residence | 4 | 18.5 | Approved |
| Alina P. | Reyes residence | 3 | 12.0 | Missed clock-out |
| Sam W. | Boone residence | 4 | 16.0 | Outside geofence |
Replaces the Sunday export, the exception hunt, and the hours that got paid twice because nobody could tell which file was final.
WageTime tracks credentials and licenses on the employee record with date-driven expiration alerts: the HHA certificate, the RN license, the CPR card, the TB test, each with its document attached and recurring 30, 60, and 90-day warnings before it lapses. HIPAA and safety training run through the learning management module, assigned per role and tracked to completion, so the training file is a report, not a shoebox. The same records answer for you when a state licensure review or an accreditation survey asks who was cleared to work in a client’s home.
| Caregiver | Credential | Expires | Status |
|---|---|---|---|
| Rosa M. | CPR certification | Oct 12 | 30-day alert sent |
| Denise K. | HHA certificate | Feb 2027 | Current |
| Marcus T. | TB test | Sep 28 | Expires in 11 days |
| Alina P. | RN license | Jan 2027 | Current |
| Sam W. | HIPAA training | Renews Aug 2027 | Completed |
Replaces the credential spreadsheet nobody updated since the last survey.
Industry benchmarking put median caregiver turnover at 75 percent in 2025, and caregivers weigh pay day like a benefit: weekly beats biweekly in recruiting ads for a reason. WageTime makes cadence a setting, not a fee: pay frequency is configuration, unlimited runs are included, and a final check can go out the day someone leaves. New hires self-onboard from their phones with e-signatures, and every caregiver gets the app: paystubs, W-2s, PTO requests and balances, without calling the office.
| Run | People paid | New this week | Net pay |
|---|---|---|---|
| Fri Sep 5 | 41 | 2 | $28,470.00 |
| Fri Sep 12 | 43 | 3 | $30,115.00 |
| Fri Sep 19 | 42 | 1 | $29,340.00 |
| Fri Sep 26 | 44 | 2 | $30,690.00 |
| Mon Sep 29 | 1 (final check) | - | $612.00 |
Replaces the per-run fee that made weekly pay a luxury, and the paystub reprint queue in the scheduler’s inbox.
Overtime computes on the weighted average, automatically. WageTime totals the week’s straight-time earnings across every rate, service code, and differential, divides by total hours to get the regular rate, and pays the overtime premium on that rate. Care hours and paid travel hours land in the same calculation. Bring one real multi-client week to the demo and see it run down to the paystub.
Travel pay and mileage are two different obligations. Under federal rules, drive time between clients during the workday is payable work time, while mileage reimbursement is an expense payment that doesn’t substitute for those wages. In WageTime, travel hours run as paid time inside the overtime math and mileage runs as a separate reimbursement code, configurable as a non-taxable earning type, both on the same check.
Yes. Per-visit rates run as per-unit pay codes, with different rates per visit type, and hourly time for documentation or meetings runs alongside in the same payroll. Mixed per-visit and hourly weeks go through the same weighted-average overtime engine. Whether a given clinician is overtime-exempt is a question for your employment counsel; WageTime handles the math either way.
We import visit and clock hours from your EVV or agency-management system so there’s no double entry. Tell us your system on the demo and we’ll confirm the exact flow for your setup, including how approved visits map to caregivers and rates. For private-pay work outside EVV, caregivers can punch on WageTime’s GPS-stamped mobile clock instead.
No. In July 2025 the Department of Labor proposed reinstating the companionship and live-in exemptions for agencies and paused its own enforcement of the 2015 home care rule while that proposal is pending. The rule itself remains on the books, private lawsuits are unaffected, and state overtime laws apply regardless. Most agencies keep paying overtime, and WageTime computes it either way. Educational summary as of mid-2026, not legal advice.
The platform behind WageTime is SOC 2 Type II audited and ISO 27001 certified, with safeguards built for handling HIPAA-covered data, and business and employee data protected end to end with bank-level encryption. HIPAA training itself is assigned and tracked in the learning module, so completion records are on file per caregiver.
$50 per month per company, plus $10 per person paid that month. Weekly pay costs nothing extra: runs are unlimited, and off-cycle and final checks are included. Every federal, state, and local tax is filed automatically, with year-end W-2s and 1099s included. No long-term contracts; cancel anytime. Switching is full-service and paid; we’ll scope the effort and timing on the demo so you can pick a clean cutover week.
One aide’s week across two or three clients, your visit export, and the states you serve. Twenty minutes with a payroll specialist on a live demo company: you’ll see the weighted-average overtime, the travel and mileage lines, the credential alerts, and the invoice math.
Book a 20-minute demo