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Purpose

The purpose of this quick reference guide is to step through the process of managing Employment Costs using Employment Cost Manager. The intended audience for this document is System Administrators / Standard Users. The new Employment Cost Manager UI provides a tool to easily create, expire, clone, and validate the Employment Cost Items from one place, allowing for validation of the relationship between Employment Cost Item records and other related records.

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Steps

Create new Employment Cost Items using Employment Cost Manager To create Employer Cost Item records, follow the steps below:
  1. Click on the App Launcher icon (see Figure 1).
  2. Go to the Employment Costs object by using the Search function (see Figure 2).
Screenshot from QRG Manage Employment Cost Items using ECM
Screenshot from QRG Manage Employment Cost Items using ECM
  1. Choose the required Employment Cost record (see Figure 3).
To learn more about how to create an Employment Cost record, please refer to the QRG Create an Employment Cost record - All record types.
Screenshot from QRG Manage Employment Cost Items using ECM
  1. On the Employment Cost record Page Layout, click on the drop-down arrow and select Employment Cost Manager (see Figure 4).
Screenshot from QRG Manage Employment Cost Items using ECM
Important Notes
(Figure 4)While one Employment Cost Item must be created for every Location record, individual (i.e. state-based) Location records should NOT be populated for the parent Employment Cost record. Instead, a single catch-all Location record, such as All Locations or Any Location, should be created to enable Rate Calculator Templates and Employee Specific Rate Calculators to be identified and related.
  1. A pop-up will appear. On the popup, click the Open Employment Cost Manager button (see Figure 5).
Screenshot from QRG Manage Employment Cost Items using ECM
  1. The new Employment Cost Manager will open. Within the Employment Cost Manager, click on the New button (see Figure 6).
Screenshot from QRG Manage Employment Cost Items using ECM
  1. Populate the following required fields to provide the base details of the Employment Cost Item record (see Figure 7):
    1. Effective Date
    2. Location
    3. Industry
    4. Risk Classification
    5. Payable Calculated Based On
    6. Payable Calculation Rate
    7. Invoiceable Calculated Based On
    8. Invoiceable Calculation Rate
    9. Status
  2. Click Save .
Screenshot from QRG Manage Employment Cost Items using ECM
  1. You will receive a confirmation message when the record is created (see Figure 8):
Screenshot from QRG Manage Employment Cost Items using ECM
  1. A new Employment Cost Item record has been created (see Figure 9).
Screenshot from QRG Manage Employment Cost Items using ECM
Employment Cost Items CAN NOT be deleted or modified if they have related records or are used in other records. Deleting records is not recommended unless absolutely essential.
Create additional Employment Cost Items using the Clone function Once an Employment Cost Item record has been created, more Employment Cost Item records can be created using the Clone feature available within the Employment Cost Manager. It is important to ensure all Locations have an individual Employment Cost Item Record. The system doesn’t allow using the same Location on more than one Employment Cost Item Record. To clone an existing Employment Cost Item record to create a new one, follow these steps:
  1. In the Employment Cost Manager, click the Clone button next to the Employment Cost Item record, as shown in the screenshot below (see Figure 10).
    Screenshot from QRG Manage Employment Cost Items using ECM
  2. A pop-up will appear with the same values copied from the existing record being cloned. You can update the values as required, and once done, click Save (see Figure 11).
    Screenshot from QRG Manage Employment Cost Items using ECM
  3. A new Employment Cost Item record has been created (see Figure 12).
    Screenshot from QRG Manage Employment Cost Items using ECM
    Employment Cost Item records CAN NOT be deleted or modified if they have related records or are used in other records. Deleting records is not recommended unless absolutely essential.
Validate Employment Cost Items and apply to the Rate Calculator Once all the required Employment Cost Item records have been created, and before they can be used in Rate Calculators, the next step is to validate the Employment Cost Items. To do this, follow these steps:
  1. In the Employment Cost Manager, select the record that you would like to validate by ticking the checkbox and click Validate (see Figure 13).
    Screenshot from QRG Manage Employment Cost Items using ECM
  2. A pop-up will appear with further instructions about the validation process. By default, the Exclude Pay Transaction Toggle will be disabled. Click on the Validate button (see Figure 14).
    Screenshot from QRG Manage Employment Cost Items using ECM
Important Notes
(Figure 14)If the Exclude Pay Transaction Toggle is enabled, this will skip the validation of related Pay Transactions and validate only the Employment Cost Item records. This is not recommended and must be used with discretion.Please remember that the processing time will vary depending on the underlying Pay Transactions data. Records related to many Pay Transactions can take a considerable amount of time to validate, so please be patient and ensure to validate only the records you need, as opposed to all records.
  1. You will receive a confirmation message when the validation is complete (see Figure 15).
Screenshot from QRG Manage Employment Cost Items using ECM
  1. After successful validation, select the Employment Cost Items and click Apply to RC (see Figure 16).
Screenshot from QRG Manage Employment Cost Items using ECM
  1. A pop-up will appear. Populate the RCL Line Update Date to retrieve all Rate Calculator records where the Last RC Update Date is before the entered date (see Figure 17).
There are three checkboxes for Location, Industry and Risk Classification . They can be used to filter the Rate Calculator records. To learn more about this, please refer to the Field Description.
  1. Once done, click Proceed .
Screenshot from QRG Manage Employment Cost Items using ECM
  1. From the records retrieved, you can utilise the available filters as shown in the screenshot below to further refine and select the required Rate Calculator record (see Figure 18).
Screenshot from QRG Manage Employment Cost Items using ECM
  1. Select the required Rate Calculator record(s) and click Update Selected Rate Calculators (see Figure 19).
Screenshot from QRG Manage Employment Cost Items using ECM
Important Notes
(Figure 19)Once you apply the Employment Cost record to a Rate Calculator record, the field Last Calculator Line Update Date will be set to Now, and the recalculation will be performed by the next Scheduled Batch Job or by manually going into a Rate Calculator and selecting Calculate.
Update existing Employment Cost Items As mentioned earlier, the existing Employment Cost Item records can not be modified or deleted from the Employment Cost Manager, unless they have been validated and there are NO related Pay Transactions. The option to update an existing record is only suitable when an Employment Cost Item record has been created incorrectly and doesn’t have related Pay Transactions. In all other scenarios, whenever an existing Employment Cost Item record needs to be modified, it must be expired from within the Employment Cost Manager, and then the expired record can be cloned to enter the new details. To expire an existing Employment Cost Item record and create a new clone of the expired record, follow these steps:
  1. In the Employment Cost Manager, select the record that you would like to expire by ticking the checkbox next to it and then click Expire (see Figure 20).
    Screenshot from QRG Manage Employment Cost Items using ECM
  2. Populate the Expiry Date field and click Expire (see Figure 21).
    Screenshot from QRG Manage Employment Cost Items using ECM
  3. On the next screen, tick the required record and click Expire to proceed (see Figure 22).
    Screenshot from QRG Manage Employment Cost Items using ECM
  4. The selected record will expire with the Expiry Date populated as shown in the screenshot below (see Figure 23).
    Screenshot from QRG Manage Employment Cost Items using ECM
  5. The expired record can now be cloned following the steps provided above in this document, under the section Clone Employment Cost Items.
    Employment Cost Item records CAN NOT be deleted or modified if they have related records or are used in other records. Deleting records is not recommended unless absolutely essential.

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Field descriptions

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Further information