Payroll Setup and Configuration

PracticeABA's payroll module allows you to define compensation structures that reflect the diverse pay arrangements common in ABA practices. Many practices pay staff differently based on the type of service they are delivering, with different hourly rates for direct therapy, supervision, training, and non-billable administrative time. The pay rate configuration is found in the HR section under Payroll Settings.

For each staff member, you can set a base hourly rate and then define service-specific rate overrides. For example, an RBT might earn $25 per hour for direct therapy sessions (97153) but $20 per hour for training time and $15 per hour for drive time between clients. A BCBA might earn $50 per hour for direct supervision (97155), $45 per hour for parent training (97156), and $55 per hour for assessment work (97151). These rate configurations ensure that payroll calculations accurately reflect your compensation agreements.

Pay rates can also vary by location or client complexity. If your practice offers higher pay for services delivered in certain geographic areas or for clients requiring specialized skills, you can configure location-based or client-based rate differentials. Rate effective dates are supported, allowing you to enter future rate changes (such as annual raises) in advance. PracticeABA will automatically apply the correct rate based on the date each session was delivered.

Pay rules in PracticeABA define how the system calculates compensation from session and time data. These rules determine which activities are compensable, how hours are categorized, and what calculations are applied. Setting up accurate pay rules is critical because they automate the often complex math involved in ABA staff compensation.

The most common pay rule categories include billable session time, non-billable indirect time (such as note writing and data review), drive time between appointments, cancellation pay (for late-cancelled sessions), and training or meeting time. For each category, you define whether the time is captured from the session note, the calendar appointment, or a separate time entry. You also specify the rate that applies and any minimum or maximum thresholds.

PracticeABA can also calculate pay based on completed units rather than time, which some practices prefer for certain service types. In a per-unit pay model, the RBT earns a set amount for each billable unit documented rather than an hourly rate. The system supports both hourly and per-unit models, and you can mix them for different service types within the same staff member's compensation structure. For example, you might pay hourly for direct therapy but per-session for cancellations. The pay rule engine is flexible enough to accommodate most compensation structures used in the ABA industry.

ABA practices often have staff who travel between multiple client locations throughout the day, and PracticeABA's payroll module accounts for the costs associated with this mobile workforce. Mileage reimbursement can be configured with a per-mile rate (typically aligned with the current IRS standard rate), and the system can calculate mileage based on the distance between consecutive appointments using address data from client records.

Overtime rules are configured to match your state's labor laws and your practice's policies. PracticeABA supports standard overtime calculations (time-and-a-half after 40 hours per week) as well as state-specific rules such as California's daily overtime requirements. The system tracks cumulative hours across all service types and alerts when a staff member is approaching overtime thresholds, giving managers the opportunity to adjust schedules proactively if needed.

Once payroll data is calculated for a pay period, PracticeABA generates a payroll export file that can be imported into your external payroll processor such as ADP, Gusto, Paychex, or QuickBooks. The export includes each staff member's total regular hours, overtime hours, mileage reimbursement, and any bonuses or adjustments. You can preview the export, make manual adjustments if needed, and then download the file in your payroll processor's required format. This integration eliminates the need to manually re-enter payroll data, reducing errors and saving significant administrative time each pay period.