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Purpose

The purpose of this quick reference guide is to step through the process of creating Employment Cost Template Groups. The Employment Cost Template Group is used to define a group of Employment Cost records to be related to an Assignment. The intended audience for this document are System Administrators / Standard Users. We recommend creating 4 Employment Cost Template Groups to cover each potential scenario of Employment Cost requirement:
  • Payroll Tax and Workcover
  • Payroll Tax Only
  • Workcover Only
  • No Oncosts

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Steps

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Create an Employment Cost Template Group

To create an Employment Cost Template Group, follow the steps below:
  1. Click on the App Launcher icon. (See Figure 1)
Screenshot from QRG Create an Employment Cost Template Group
  1. Go to the Template Groups object by using the Search function. (See Figure 2)
Screenshot from QRG Create an Employment Cost Template Group
  1. Click the New button. (See Figure 3)
Screenshot from QRG Create an Employment Cost Template Group
  1. Select Employment Cost from the available record types and click the Next button. (See Figure 4)
Screenshot from QRG Create an Employment Cost Template Group
  1. Populate the following required fields to provide the base details of the Employment Cost Template Group (see Figure 5):
    1. Template Group Name
  2. Populate the following optional field as required:
    1. To configure the Template Group so it is only available for a specific Client, populate the Client field.
  3. Click the Save button (see Figure 5).
Screenshot from QRG Create an Employment Cost Template Group
  1. A new Employment Cost Template Group is now created (see Figure 6).
Screenshot from QRG Create an Employment Cost Template Group
The newly created Employment Cost Template Group will require Assignment Cost records to be created as related records, to automate the creation of the Assignment Costs records for an Assignment.

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Add Assignment Cost records to the Template Group

To add records to this Employment Cost Template Group, follow the steps below:
  1. Go to the Related tab. (See Figure 7)
Screenshot from QRG Create an Employment Cost Template Group
  1. Click on the New button on the Assignment Costs related list. (See Figure 8)
Screenshot from QRG Create an Employment Cost Template Group
  1. Select the Employment Cost Template Record Type. (See Figure 9)
  2. Click Next .
Screenshot from QRG Create an Employment Cost Template Group
  1. Populate the following required fields to provide the base details of the Employment Cost record (see Figure 10):
    1. Effective Date
    2. Employment Cost
  2. To add an expiry date to the Employment Cost, populate the optional field Expiry Date .
  3. Click on the Save button.
Screenshot from QRG Create an Employment Cost Template Group
The Assignment field must be left blank for the Employment Cost Template record type. Once the record has been created, it can be assigned to an Assignment record for the automatic creation of the Assignment Cost records.
  1. Click on the record that appears under the Assignment Costs heading. (See Figure 11)
Screenshot from QRG Create an Employment Cost Template Group
  1. A new Assignment Cost record is now created. (See Figure 12)
Screenshot from QRG Create an Employment Cost Template Group
  1. Repeat this process to add all required Assignment Cost records to the Employment Cost Template Group.
Employment Cost Template Groups records CAN NOT be deleted if they have related records or are used in other records. Deleting records is not recommended unless absolutely essential.
  1. To modify an existing Assignment Cost record, open the required record and select the Edit button available on the top right side of the page. You can also double click within fields that need editing or just click on the pencil icon that appears within fields when hovering with your cursor.
  2. When complete, click on the Save button.
Any changes made to the Employment Cost Template Group or its related records will not update Assignment Costs already referencing the Employment Cost Template Group.

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Automatic creation of Assignment Costs

With the Employment Costs related to their respective Employment Cost Templates, the templates are now ready to be populated on Assignments, which will automate the creation of Assignment Cost records. During the finalisation of a Pay Batch, it is the Assignment Cost records related to the Assignment that are used to determine which Pay Transaction Distributions are created and reported in the Payroll Journals.
Assignment Costs will be automatically created on Assignments if the GL AU Oncost automation is enabled by the Implementation Consultants. If an Employment Cost Template is removed, the automation will also remove the related Assignment Costs from the Assignment.

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Field Descriptions

Client defines the Client to whom the Template Group applies. Template Group Name is mandatory to reference the Template Group on Assignments for the automating creation of Assignment Costs to occur.

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Assignment Costs

Assignment is the related Assignment of an Employment Cost Template record. Effective Date is the Effective Date of the Assignment Cost record. Expiry Date is the Expiry Date of the Assignment Cost record. Status is the Status of the Assignment Cost record based on the Effective and Expiry Dates to the current date. Employment Cost is a lookup field to populate the parent Employment Cost record which contains the details of the cost associated with this Assignment Cost record. Template Group is a lookup field to assign this record to a parent Template Group record.

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Further Information