---
title: "Rates for cost calculation"
url: "https://help.capitech.no/en/article/rates-for-cost-calculation"
language: "en"
last_updated: "2026-09-16T10:10:06.217Z"
---

# Rates for cost calculation

Rates for cost calculation are maintained under Admin - Employee - Rates in Capitech Flow. The rates are used to calculate personnel costs in plans and reports, for example the cost per shift in the operational plan. The rates are not used for payroll export.

## What are rates for cost calculation?

**Rates** are used to calculate personnel costs in Capitech Flow.

The rates are linked to a **wage type**, for example:

-   fixed salary
-   hourly pay
-   overtime
-   compensation

Once the rates have been entered, you can view calculated costs in shift rotations, the operational plan, Find substitute, and reports.

## Where can you find rates?

You can find rates under:

**Admin - Employee - Rates**

The menu option is available to users with the **Admin role** on clients that use cost calculation.

This means you no longer need to use **Classic Tid** to change rates for cost calculation.

## What can you add rates to?

You can add rates at three levels:

| Rate type | Used when |
| --- | --- |
| **Employee** | The rate applies to one specific employee. |
| **Employee group** | The rate applies to employees in a specific employee group. |
| **General** | The rate applies generally, if no more specific rate exists. |

All rates are linked to a selected **wage type**.

## How to add a rate

1.  How to add a rate
2.  Go to Admin - Employee - Rates.
3.  Click the plus icon in the upper-left corner.
4.  Select the rate type: Employee, Employee group, or General.
5.  Select the employee or employee group if the rate should apply specifically.
6.  Select the relevant wage type.
7.  Enter the from date.
8.  Enter the rate.
9.  Click Save.

If you want to import rates using a CSV file, contact us at [support@capitech.no](mailto:support@capitech.no), and our consultants can assist with the import.

## From date and to date

When you enter a rate, you specify a **from date**.

You do not enter a **to date** manually. The to date is set automatically when you add a new rate that replaces a previous rate.

Example:

If an employee gets a new rate from 01.09, add a new row with a from date of 01.09. The previous rate automatically ends the day before the new rate starts.

## Change a rate

To change a rate:

1.  Go to **Admin - Employee - Rates**.
2.  Find the rate you want to change.
3.  Click the rate type shown in green text.
4.  Change the rate in the field that opens on the right-hand side.
5.  Click **Save**.

## Deactivate a rate

To deactivate a rate:

1.  Go to **Admin - Employee - Rates**.
2.  Find the rate you want to deactivate.
3.  Click the rate type shown in green text.
4.  Clear the **Active** checkbox.
5.  Click **Save**.

Once the rate is inactive, it is no longer used in the cost calculation.

## Recalculate costs

If you have changed rates, you may need to recalculate costs for a selected period.

You can do this under:

**Admin - Plan - Recalculate costs**

To do this:

1.  Go to **Admin - Plan - Recalculate costs**.
2.  Select the **from date**.
3.  Select the **to date**.
4.  Select employees if you only want to recalculate costs for specific employees.
5.  Click **Run**.

If you do not filter by employees, costs are recalculated for the selected period based on your setup.

## Where can you see the cost calculation?

You can view calculated personnel costs in several places in Capitech Flow.

### Operational plan

In the operational plan, you can see calculated costs per shift.

Hover over the **i icon** on the shift to view cost details.

### Find substitute

In Find substitute, you can see the calculated cost for different available substitutes.

This can help you assess the cost of assigning different substitutes to a shift.

### Shift rotations and operational plan

Costs are also shown at the bottom of shift rotations and the operational plan, under **KPI**.

### Reports

You can retrieve reports from the report center under the **Costs** menu.

Reports can be set up to show costs based on:

-   actual registered time
-   hours from the operational plan

## Important information about payroll export

Rates under **Admin - Employee - Rates** are used for **cost calculation**.

They are not used for payroll export.

If you need to change how hours or compensation are exported to payroll, this must be handled in the payroll setup, not in the rates screen for cost calculation.

## Frequently asked questions

**Where do you enter rates for cost calculation?**

You enter rates under Admin - Employee - Rates.

**What are the rates used for?**

The rates are used to calculate personnel costs in Capitech Flow, including in shift rotations, the operational plan, Find substitute, and cost reports.

**Are the rates used for payroll export?**

No. The rates are used only for cost calculation and not for payroll export.

**Can you enter rates per employee?**

Yes. You can enter rates per employee, per employee group, or as a general rate.

**Do rates need to be linked to a wage type?**

Yes. All rates are linked to a wage type, for example fixed salary, hourly pay, overtime, or compensation.

**When do you need to recalculate costs?**

You should recalculate costs if rates have been changed and you want the calculation to be updated for a selected period.

**Where do you recalculate costs?**

You recalculate costs under Admin - Plan - Recalculate costs.

**Where can you see the cost per shift?**

In the operational plan, hover over the i icon on the shift to view the calculated cost.