Creating a New Award
Payroll > Global Setup > Awards (Union)
Select Add
Create the Award code and Name
Save
Select the new award by clicking on the Award Hyperlink
Main Tab
Award Summary allows you to establish basic information for a specific award.
There is the ability to assign a default GL, contract, cost code and cost head for an award. The default costing will be used when a pay item has ‘award’ set as first entry in default cost order under the costing tab.
Award Branch can be linked to Pay Calculation and used to invoke company security for award.
Award Calculations
Award calculations allows you to establish calculations for a particular award. Memo hours will participate in award calculations. If memo hours are to be excluded, use a separate earning category for these hours and add this earning category as an excluded earning category for the calculation.
Not commonly used in Australia as Calculations are usually on contracts.
Award Rates
This allows you to establish and maintain pay rates for specific award/skill level combinations for applicable earning categories. Rates are based on the various skill levels within the award.
These rates will be used on award contracts for employees who have been associated with a particular award.
Wild cards can be used (*) to match any characters.
Field | Description |
Skill Level Pattern | Skill level code to match to or wildcard |
Skill Level Description | Skill level description |
Earning Category | Earning Category for the award rate |
Earning Category Description | Earning Category Description |
Field | Description |
Autoflow | Set to ‘timecard’ for it to autoflow or set to ‘refer’ to indicate that only the rate value is to be used. |
Effective Date | Date the rate is effective from |
Regular Rate or Amount | Rate or amount to be assigned for the earning category |
Dormant | Whether the earning category is dormant |
Pay Calculations for Award
Allows you to see all related Calculations linked to an award in one location.
Employee record can be added here via the award or directly into the employee pay calculation.
Manually Amending Award Rates
Select the award by clicking on the Award Hyperlink
On the Union Rates Tab
Select Add
Select skill level or enter a wild card
Assign a Earning Category code
Select the Autoflow type
Enter new effective date
Enter the revised amount or rate for the earning category
Save
Bulk Load Award Rates
ADD New
On implementation award rates for skill levels will need to be loaded to enable rates to be used with employee timesheets.
Select the award by clicking on the Award Hyperlink
On the Award Rates Tab
Select the Bulk button at the bottom so that the button is highlighted
Click the Add button
A new window will open and an export.xml will be downloaded to PC..
Open the xml document. This will hold the column’s that need to be populated for Award rates for the specific skill (shaded columns are not mandatory as these are descriptions only)
As a minimum you only need to populate the above fields which are highlighted.
Within the spreadsheet, for each skill pattern apply the rate required with an effective date to be applied from. If the rate is to be applied for all skill levels on the award use the wildcard (*).
Highlight the data in the excel document by clicking on the cell in top right corner and copy the data.
Select the Bulk button at the bottom so that the button is highlighted
Click the Add button
A new window will open
Paste the new data into the new window
Save
The new rates will appear against the Award
You can also extract using BULK OPEN to then reload old record and mark then as Dormant.
COPY Existing
Awards rates increase on an annual bases and COINS offers the bulk functionality to load all the new rates simultaneously.
Select the award by clicking on the Award Hyperlink
On the Union Rates Tab
Select the Bulk button at the bottom so that the button is highlighted
Click the Copy button
A new window will open and an export.xml will download to PC.
Open the xml document. Current skills and rate will be displayed.
Within the spreadsheet, you can use apply % change/amount to the rate required and amend the effective date for the revised dates to be applied from.
Filter your excel to only display new rates in which need to be reloaded back in
Highlight the data in the excel document by clicking on the cell in top right corner and copy the data.
Select the Bulk button at the bottom so that the button is highlighted
Click the Add button
A new window will open
Paste the new data into the new window
Click Save
New lines with the new rates and effective dates will be inserted into the Union Rates tab
Use the filter to review data and check upload has been successful.
NOTE: If you try to load data that already exist within a award i.e. same effective date. You will receive an error message advising that the record already exist. The load will stop and you will need to check your excel file and resolve any errors or duplicate entries before repeating upload. No data will have been upload if an error occurs the function will cease altogether.
NOTE: Old EBA rates will need to be maintained for reporting/auditing.
Never delete old rates mark them as dormant.