QRG Create Rate Calculators - Employee Specific

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Purpose

The purpose of this quick reference guide is to step through the process of creating Employee Specific Rate Calculators. The intended audience for this document is System Administrators / Standard Users. There are two methods available to create Employee Specific Rate Calculators:

1. Create Employee Specific Rate Calculators via Rate Calculator Manager
2. Create Employee Specific Rate Calculators via an Assignment

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Steps

Create Employee Specific Rate Calculators via Rate Calculator Manager To create an Employee Specific Rate Calculator from the Manager page, follow the steps below:

5. If prompted, select from the following options to resolve any conflicting Risk Classification, Location, Industry, Award Classification, and Award Level between the Rate Calculator Template and the Assignment (see Figure 6):
   1. Update Assignment to Match Rate Calculator
      OR
   2. Update Rate Calculator to Match Assignment
      OR
   3. Select another Assignment using the lookup options available, and click on the Continue button to re-validate the Risk Classification, Location, Industry, Award Classification and Award Level fields between the two records.

The Rate Calculator Template is now related to the Assignment record, and automatically creates an Employee Specific Rate Calculator related to the Assignment.

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Create Employee Specific Rate Calculators via the Assignment

To create an Employee Specific Rate Calculator from the Assignment, follow the steps below:

4. A validation will occur to determine whether there are any conflicts between the Assignment and Rate Calculator Template records for the following fields:
   • Location
   • Industry
   • Risk Classification
   • Award Classification
   • Award Level
5. If conflicts are identified, the User will be provided an overview of the discrepancies so corrective action can be taken. Please select one of the following:
   1. Update Assignment to Match Rate Calculator
      OR
   2. Update Rate Calculator to Match Assignment

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Update Employee Specific Rate Calculator

Once a Rate Calculator Template has been applied to an Assignment and the new Employee Specific Rate Calculator has been created, the Rate Calculator field on the Assignment will be automatically populated with the new Employee Specific Rate Calculator. To provide a direct method to update an Employee Specific Rate Calculator, the Assignment includes a Rate Calculator tab. This tab provides Users access to all components needed to update the Employee Specific Rate Calculator (see Figure 11):

• Employment Costs Setup
• Margin/Markup Rates
• Rate Calculator Rates
• Rate Calculator Lines

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Employment Costs Setup

Whilst all Employee Specific Rate Calculators are created from a Template, the Employment Costs can still be modified to add or remove Employment Costs at the Employee Specific Rate Calculator level. As an example, a Template may contain a Superannuation Oncost, but the Employee Specific Rate Calculator is applied to an Assignment with a Contractor that does not attract Superannuation. To add an Employment Cost from an Employee Specific Rate Calculator:

1. Select the Rate Calculato r tab on the Assignment and then Employment Costs Setup .
2. Locate the Employment Cost lookup and select the + button .
3. In the pop-up window, click Select on the Employment Cost to be added (See Figure 12.)
4. Select the Save button.
5. Wait for the Scheduled Jo, or click the Rate Calculator Lines tab and select the Calculate Lines button to generate the Rate Calculator Lines with the new oncost.

To exempt an Employment Cost from an Employee Specific Rate Calculator:

1. Select the Rate Calculator tab on the Assignment and then Employment Costs Setup.
2. Locate the Employment Cost to Exempt and click the Make Exempt toggle (See Figure 13).
3. Click Save .
4. Wait for the Scheduled Job, or click the Rate Calculator Lines tab and select the Calculate Lines button, to generate the new Rate Calculator Lines exempt of the oncost.

Margin/Markup Rates Employee Specific Rate Calculators are always created with a relationship to the Template Rate Calculator as its parent, along with the same value defined on the Update with Parent checkbox (see Figure 14). When created, the Employee Specific Rate Calculator will inherit the same Employment Costs, Margin/Markup records, Pay Rate Records, and Pay Rate Loading records defined on the Parent Rate Calculator, regardless of whether the Update with Parent is checked or not. When Update with Parent is checked on an Employee Specific Rate Calculator, any new or updated Margin/Markup or Pay Rate records on the Parent Rate Calculator will automatically apply to the Employee Specific Rate Calculator. Rate Calculator Rates Employee Specific Rate Calculators will always inherit the Interpretation Rule defined on the Assignment. This means if a Template has no Interpretation Rule or a different Interpretation Rule, the Pay Codes on the Pay Rate and Margin/Markup (if Define Markup Margin Per Pay Code is enabled on the Template) may not yet be included. It is important that all Pay Codes are assigned a Pay Rate and, optionally Margin/Markup record so that each has Rate Calculator Lines created, preventing issues during Timesheet Interpretation. To include any missing Pay codes:

1. Select the Rate Calculator tab on the Assignment and then Rate Calculator Rates .
2. Select the missing Pay Codes, or create a new block if required (See Figure 15).
3. Select the Save button.
4. Wait for the Scheduled Job, or click the Rate Calculator Lines tab and select the Calculate Lines button to generate the new Rate Calculator Lines with the missing Pay Codes.

Repeat this for Margin/Markup if the “Define Markup Margin Per Pay Code is enabled” is checked. Rate Calculator Lines Assignment Rates are only created when Rate Calculator Lines are created from Employee Specific Rate Calculators. After the Rate Calculator Lines are created or updated, the product automatically creates the required Assignment Rates, resulting in a 1-1 relationship between the Rate Calculator Line and the Assignment Rate. For more information, please refer to the QRG Rate Calculator Functionality - Key Information. Delete an Employee Specific Rate Calculator If an Employee Specific Rate Calculator is not required, the Delete button enables the removal of the Employee Specific Rate Calculator and all related records from the Assignment, and can reinstate the Assignment with all its original values. To delete an Employee Specific Rate Calculator:

1. From the Assignment record, select the Rate Calculator tab and click on the Employee Specific Rate Calculator’s name (see Figure 16).

2. Click on the Edit button to open the Rate Calculator Manager (see Figure 17).

3. Click on the Delete button (see Figure 18).

4. Click on the Delete button in the pop-up window to confirm the deletion of the Rate Calculator (see Figure 19).

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Field descriptions

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Further information