W2 Counselor Pay

Pay
Table of Contents
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Counselors are Paid by Service Code

Below is a list of advantages to being paid by hour/session versus waiting for insurance/client payout.  

  • Timely Compensation: Receive payments for the most recently conducted sessions within the current pay period, eliminating the two-week delay.
  • Accurate and Precise Earnings: Transition from percentages of variable fees to a fixed rate per session/service code, ensuring a more predictable and stable income for you.
  • Independent of Insurance Delays: Insurance issues or delays will no longer impact your paycheck.
  • Independent of Insurance Payment Timing: Insurance payouts that occur 1 day after the end of the pay period will no longer effect your pay.
  • Simplified Billing Process: You won't have to worry about collecting payments or charging copays. Our dedicated billing team manages all billing-related responsibilities.
  • PTO and Sick Pay Calculated at each Paycheck:  PTO and Sick Pay will now be tracked on your Paystub and adjusted at each paycheck for an accurate/real-time accrual and balance.  This is made possible because hourly pay is easily tracked in all payroll software.

An Example

Pay Period 11:  5/10 to 5/24.  Sessions conducted per service code:

  • (10) 90791s = 10 hours
  • (30) 90837s = 30 hours
  • (3) 90832s = 1.5 hours
  • 41.5 hours * {hourly pay} = Gross Pay on your paycheck on 6/1

‍Service Code to Time Conversion

‍To view service codes and their corresponding time conversions, go to the new EHR → Staff → Practice → Pay.

Payroll Quarterly Audits

Quarterly Audits will be conducted to verify that paid sessions to the counselor were conducted and have an accompanying approved note. If a session is changed, canceled, or deleted (after being paid), the counselor's next paycheck during the Audit will be adjusted accordingly.  

Payday and Pay Periods

Go to our new EHR >> Staff >> Practice >> Pay.

Direct Deposit

To change your direct deposit information, log into Paylocity.  Learn how to update your direct deposit here:  How to Update Your Direct Deposit Info

Deductions

As required by law, we’ll deduct Federal Social Security and Income Tax from your payroll check each pay period (as well as required state and local taxes).

Full-Time Counselors Classification

Full-time status is defined as 100+ clinical hours monthly. You can track this in Paylocity by combining the hours from both pay checks within a single month. These hours include sessions with clients or supervisees and are required to qualify for health benefits and bonuses.

Pay Raises

Refer to the Annual Review and Pay raise policy.

Pay Stubs

Pay stubs will be located in Paylocity.  

W2s

Pay stubs will be located in Paylocity.

Reasonable Compensation

Providers acknowledge that payments made to employees and providers may not exceed an amount that constitutes reasonable compensation within the meaning of the guidelines and pronouncements promulgated by the Internal Revenue Service.

Equal Opportunity

We’re an Equal Opportunity Employer. This means that we extend employment opportunities without regard of race, religion, color, sex, national origin, age, disability, handicap, or veteran status. We encourage all employees to take advantage of opportunities for promotion as they occur.

Requests for Accommodation

We’re committed to complying with the laws protecting qualified individuals with disabilities. If you require accommodations to perform the essential functions of your job, please notify us. You are encouraged to utilize this procedure without fear of reprisal.

Termination & Removal from Client Files

If, at any time, the Admin feels the clinician should not have access to TherapyNotes, the Admin will disable their account.  

Examples of when this might occur include:

  • The clinician is past due in their notes (14+ days old) and has failed to comply with Overcomers’ standards/policies and multiple email reminders and/or meetings.

If a clinician is removed from TherapyNotes, Admin will take over:

  • any pending notes
  • client transfers

The clinician will NOT be paid for any outstanding session.  

FAMLI Contributions

Starting January 1, 2023, most Colorado workers (full-time, part-time and seasonal) will see a new deduction on their paychecks of 0.45% of their wages. This small deduction covers your contribution to Colorado’s new, voter-approved Paid Family and Medical Leave Insurance Program (FAMLI). For someone making $45,000/year that’s a deduction of less than $8 per biweekly paycheck. To see what your estimated deduction will be, visit famli.colorado.gov.  You can apply for FAMLI benefits—like paid leave for up to 12 weeks when you or a family member experiences a qualifying health issue—starting in January 2024.

OC and their employees are both responsible for funding the program and may split the cost 50/50.  The premiums are set to 0.9% of the employee’s wage, with .45% paid by OC and .45% paid by the employee.

Example of Total Contribution

Clinician working 20 hrs/sessions, at $50/session for 52 weeks:

  • Weekly Employee Contribution = $4.50
  • Total Annual Employee Contribution = $234.00
  • Weekly OC Contribution = $4.50
  • Total Annual OC Contribution = $234.00

More Info for Employees (Individuals and Families):

Individuals and Families | Family and Medical Leave Insurance

More Info for Employers:

FAMLI Toolkit for Employers | Family and Medical Leave Insurance

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