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Payroll and Reports


Add Visit Activity Pay Rates

The first step in the payroll processing functionality is to assign Visit Pay Rates and Non-Visit Pay Rates to each of your users.


Find the name of the user you are wanting to add Visit Rates to and select "Edit" on the right-hand side of the screen.


The user's profile window will open, allowing you to select the "Visit Activity Pay Rates" tab on the left-hand side of the screen.



Add New Visit Pay Rate

NOTE: Anything with a red asterisk (*) is required.



Create Custom Note


The list of tasks was already set up in the Custom Note Manager.  If you need to create a new task, select "Create New Custom Note."


The following box will appear, allowing you to enter the Task information. Choose the Discipline Task from the drop-down menu, enter the Custom Name and an optional Note Description. Once completed, select the "Save" button.



Adding Non-Visit Activity


The box below will appear, allowing you to enter the Non-Visit Activity details. Enter the Name and Text. Once completed, select the "Save" button.



New Non-Visit Pay Rate

To assign a rate to a New Non-Visit Activity in a user's profile, pull up the user and make sure the Visit Activity Pay Rates tab is selected.  Select "New Non-Visit Pay Rate."


The New Non-Visit Pay Rate window will appear. Enter the information then select the "Add" button.


Now that you have added the Non-Visit Pay Rate to the user, you need to Assign the Non-Visit Activity to a user.  This is the process that will pull to the Payroll Summary Report.



Assign Non-Visit Activity


The Non-Visit Activity Manager will open, and you will select   


Once you have this button selected the window below will open.


Select the user, branch, NVA Date, Non-Visit Activity, Time in, Time Out, Mileage, and any Comments that may pertain to this entry.


When you have entered all the criteria, click on .  Now your user's Non-Visit Activity will pull the rate you set up and appear in the Payroll Summary.



Payroll Summary


There are filters at the top of the screen, that all you to choose what information you want to view.


Once you have entered the criteria you want to view, select .   A Summary will display on the screen.


The Summary will display one row per user, with the total count of visits, Total Visit Time, and Total Travel Time.


The option to View Details, Export to Excel, Export to CSV, and Print PDF are also available on this Summary.


lets you know the visit has already been paid.

lets you know that the visit is still unpaid.

Print PDF

When you select the "Print PDF" option, a document will be created that pulls all the payroll details, as well as the amount you owe each user, allowing you to process payroll.


The number of hours in the visit are multiplied by the Pay Rate (the rate set up in the user profile).  This gives you a calculated Total Pay amount for this visit.


Export to Excel

All the data from the PDF Printout will appear in an Excel Workbook.  This gives you the ability to filter and manipulate date, according to what you are wanting to view.


After running the Payroll Summary for Unpaid activity, you will want to make sure you mark the activity as paid.



Mark Activity As Paid

  1. Select the visit(s) you want to pay. You will select the visit by selecting the box, on the left-hand side of the individual visit.
  2. If you want to select multiple visits, select the box next to "Select All"
  3. Once you verify the visit(s) you want to pay are select, select
  4. After you have marked the activity as paid, it will fall off the report.



Report Center


Once you select the Report Center, the Report Center window will open.  The Report Center lists multiple reports that can pull your agency's data.  The reports are grouped into sections based on the type of information it displays.

NOTE: The reports that you can view are based on the role your user is set up as. (User Setup is covered in Administrative)


If you want to know more information about what data the report is displaying, simply hover over the report name.  A blue box will appear giving you more details.


The Patient Roster Report is selected, and the blue box appears.


Select the name of the report, and a new box will open, allowing you to Generate the report.


The name of the report will be listed in the upper, left-hand part of the screen.  Next to the name of the report you will see the icon.  When you hover over this icon a report description will display.


Once you have selected the criteria you want to display in this report, you will select .  After you select this option, the report will display on the bottom of the screen.



Completed Reports


Some reports in the Report Center will need to be requested, rather than generated.  Once a report is requested, the data will begin pulling, and once it is finished the report will be located in the Completed Reports section.


For a report to appear in the Completed Reports section, they will need to follow the following workflow:

  1. Go into the Report Center (Reports/Report Center) and select the report you wish to create.


  1. When you are in the report, you will fill in the search filters based on your criteria, then select Request Report.


3. Now that your report has been requested, it will be in the Completed Reports list.


The status column will let you know if the report is finished pulling in all the data.  The following status descriptions will appear:

Running - The report has been requested and is still pulling the data to the report.

Completed - The report has finished pulling all the data, and you are able to view the Final report. Once the report is "Completed" you can click on the report name, and the report will open up.



Help Center

A great resource that is available 24/7 is our Help Center. A place to get answers to frequently asked questions or watch videos of all of Axxess products. It can be accessed by going to


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