The Pay/Ded Rates Tab contains fields for setting up the various pay and deduction rates that will appear on the employee's check.
Warning: The timecard screen is dependent upon the most current rates in the union file. Therefore, if the rate change has an effective date that falls in the middle of your pay period, you will need to create two batches of payroll for that week with separate week ending dates, one for each set of rates. For example, if your payroll period is from June 27 to July 3 and the new union rates are effective July 1, then the first batch of payroll will consist of entries from June 27 through June 30 (week ending June 30) with the old union rates, and the second batch of payroll will consist of entries from July 1 through July 3 with the new union rates (week ending July 3). DO NOT enter the rate changes until you have fully processed the checks for the first half of the pay period using the old pay rates otherwise all of the entries will be processed with the new rates.
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Copy a Set of Union Codes to Create a New Code |
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Changing or Deleting Union Codes |
1.To create a new union code, select the Payroll > Controls > Union Codes option and then select Add and enter the basic union code information located on the Pay/Ded Rates Tab.
•Union Code - The union code is user defined and AccuBuild will allow up to 999 different numeric union codes with up to 99 different codes within each code (up to five digits plus two decimals: 1010.00, 1010.99, 20101.00, etc). The union codes should be assigned based on the union local or prevailing wage area.
| Each new union code requires the set up of a 'master' code and is established by setting up a code with .00 as the decimal (ie. 11.00 Local 11 - Los Angeles). Separate labor classifications will be set up as 'child' codes (ie. 11.01 Local 11 - LA - Foreman; 11.02 Local 11 - LA - Journeyman) to the master code. The benefit schedule will be automatically copied from the master code into each child code. Union codes sharing the same master code will be printed on one union report. |
•Description - The name of the union is also used as the employee classification description whenever a certified payroll report is printed.
•Effective Date - When setting up a new union code, the Effective Date field will not be activated. AccuBuild will automatically define the rate effective date as April 15, 1987 once the record is saved. Please refer to the section titled Changing or Deleting Union Codes for updating the effective date.
•Department Code - Each union code may be optionally linked to a department code. Department codes are used to define the general ledger accounts and the job cost phase that will be used when posting the payroll expense.
| 2. | The Pay/Ded Rates Tab contains four tabs for the regular and overtime rates. Starting with the Regular Pay Tab, enter the rate information as follows: |
•Hourly Rate - Enter the base hourly rate to be paid to any employee linked to this union code.
| Master Codes (.00) - Unless you only have one classification of labor per union local or prevailing wage area, then the master code should not be set up with the base rate of pay (leave this amount as zero.) |
| Child Codes (.01 - .99) - Enter the base hourly rate. Set the hourly rate to zero if you wish to pay different hourly rates to employees belonging to the same union (child) code. Each employee's hourly rate is then set up on the Employees screen. |
•Vac Rate - Enter the vacation rate to be paid to any employee linked to this union code. If there is no vacation pay for employees belonging to this union, then this field may be skipped.
•Automatic Pay Amounts - The descriptions and taxable status of these fields are defined on the Payroll > Properties > Misc Pays/Deds screen. Only the first three misc pay fields may be used for union pays.
Pays that are withheld - If a union pay is set up to be withheld, which means that it is paid on the check, taxed and then deducted from the check in order to pay the amount to a third party, then it is required that you have the corresponding deduction field available to hold the amount deducted. For example, if Misc Pay 1 is used as the 'Hourly - W/H' field, then Misc Ded 1 must be used to hold the deducted amount. Please take that into consideration when you are setting up your pay accumulators in the Payroll > Properties screen.
oHourly – W/H: The miscellaneous pay amount will be computed at the hourly rate for each hour entered on the timecard screen for the employee. This amount will be added to the gross pay amount and then withheld from the check.
o% of Gross – W/H: The miscellaneous pay amount will be calculated as a percentage of gross pay for each timecard transaction entered for the employee and added to the gross pay amount. The amount will then be withheld from the check. Enter the percentage as a whole number (5% would be entered as '5.0000').
oHourly – Not W/H: The miscellaneous pay amount will be computed at the hourly rate for each hour entered on the timecard screen for the employee. This amount will be added to the gross pay amount but will NOT be withheld from the check.
o% of Gross – Not W/H: The miscellaneous pay amount will be calculated as a percentage of gross pay for each timecard transaction entered for the employee and added to the gross pay amount. The amount will NOT be withheld from the check. Enter the percentage as a whole number (5% would be entered as '5.0000').
oPay Per Day: There are specific business rules that are required in order to use the 'pay per day' feature:
▪Pay Per Day - Withheld: The flat amount will be added to the gross pay amount. The amount will then be withheld from the check. This option will require that you have the corresponding deduction field available to hold the deducted amount. For example, if Misc Pay 1 is used as the 'pay per day' field, then Misc Ded 1 must be used to hold the deducted amount.
▪Pay per Day - Not W/H: The flat amount will be added to the gross pay amount. The amount will not be withheld from the check.
▪These amounts MUST be set up on the Union Table and cannot be set up at the employee level
▪This type of pay will only work with transaction codes that pull the pay rates from the union table which include 21-24 and 121-124
▪These transaction codes are compatible with the Mobile Time Card entries.
▪The pay amounts entered for these transactions must be entered to a job and certified by distributing the time for each day.
▪Whenever any hours are detected on a day of the week, the automatic pay per day transaction will be created and, if multiple entries are made for the same day, only one pay per day transaction will be generated.
•Automatic Deduct Amounts - The descriptions of these fields are defined on the Payroll > Properties > Misc Pays/Deds screen. Only the first three misc deduction fields may be used for union deductions. These amounts will be deducted from the employee's check.
oHourly: The deduction amount will be computed at the hourly rate for each hour entered on the timecard screen for the employee
o% of Gross: The deduction will be calculated as a percentage of gross pay for each timecard transaction entered for the employee. Enter the percentage as a whole number (5% would be entered as "5.000").
▪The deduction will not be calculated on any miscellaneous pays. For example, some unions require that the dues are calculated as a % of gross on the base rate and the vacation pay. The vacation pay would be excluded from this calculation because it is a miscellaneous pay. To work around this, you would need to calculate an hourly rate for the dues calculation. Please refer to the Payroll FAQ document titled 'Union Deduction - % of Gross' for setup details.
oPays that are withheld - If a union pay has been set up to be withheld, which means that it is paid on the check, taxed and then deducted from the check in order to pay the amount to a third party, then it is required that you have the corresponding deduction field available to hold the amount deducted. For example, if Misc Pay 1 is used as the 'Hourly - W/H' field, then Misc Ded 1 must be used to hold the deducted amount. Do not enter the amount or rate to be deducted in this field; AccuBuild will do this for you.
| 3. | Select the Benefit Schedule Tab. This tab itemizes the employee contributions and employer-paid benefits such as health and welfare contributions, pension plan contributions, and apprenticeship training contributions, as required by the union. This schedule is then used in printing the monthly union reports and for pulling any payroll burden rates during the calculation of automatic payroll checks. |
| 4. | The Pay/Deduct Rates Tab and the Benefit Schedule Tab both contain separate rate fields for regular pay and overtime pay. Set up of the union codes will be easier if you complete all of the regular rates on both tabs BEFORE you save the code. AccuBuild will then copy the regular rates to the overtime rate fields which can then be individually edited as needed. |
| (Note: The transaction codes entered on the timecard screen define whether an employee's pay is calculated at regular or overtime rates. If the employee's file contains a union code, and the union code contains specific overtime rates then the system will pull the overtime rates that are in the union code when a transcode 2, 3 or 4 is used. If the union codes does NOT contain specific overtime rates, then the system will calculate the overtime rate based on the regular pay rate in the employee's file.) |
| A screen will be displayed indicating the Source Union Code (group) that will be copied along with two fields for setting up the new union code group: |
•New Union Code: - Enter the new union code group number and description to be created from the original (source) set of union codes. The description field will be copied to the Master Record of the new union group and the copy process will make sure that the new union code group does not already exist.
•Copy Current Rates ONLY – This option is selected by default and indicates that only the current active set of union codes will be copied. If you would like all of the historical rates and codes to be copied based on the historical effective dates, then be sure to uncheck this box.
•Copy Union Codes Button – Click this button to copy the union codes. The codes will be copied and a record count will be displayed indicating the number of records that were copied. When the dialog screen is closed, the new codes will be available on the union codes screen.
