Setting Up Labor Union Codes

Labor union codes are maintained by the client company and are used for calculations where union benefits and dues are required. The system can prepare reports based on the union for use in properly remitting amounts due to the various locals involved.

The major steps in processing labor union codes are:

• Adding a labor union code
• Applying a labor union code to an employee
• Defining deduction codes
• Assigning deduction codes to the employee record

Adding a Labor Union Code

Set up union codes with the Labor Unions form

To add a union code:

  1. Select Client.
  2. From Client|Change, select Labor Unions.
  3. Complete these fields as required.
    FieldDescription
    Union CodeEnter a new union code, or select an existing code by clicking the Union Code link.
    Union NameEnter the name of the union.

    Union Bill Template

    Select a template for employees that belong to this union. For default bundled clients, this changes the billing amounts.

    Union Deduction Code

    Select a deduction code for reporting. A description displays after a code is selected.

    Custom Option CodeDo not use this field unless directed to do so by the PrismHR Customer Support Team. In that case, enter the custom code provided to you in this field.
    RuleSelect a rule to calculate union dues. For example, Fixed Amount charges the same amount for each pay period.
    Rate/Perc Optional: Enter a rate/percentage to calculate dues if either the Percentage of Wages or Rate x Hours Worked rule was selected.
    Rate GroupEnter a rate group if the rule line should be grouped with others for performing calculations. Any Cap or Min/Max should point to this grouping code.
    Rate GeEnter the Rate Ge (Rate Greater than or equal to) if this rule applies to rates between two points.
    Rate Le

    Enter the Rate Le (Rate Less than or equal to) if this rule is less than or equal to a certain amount.

    Rule Start

    Enter the rule start date. Leave this blank to put the rule into effect immediately.

    Rule End

    Enter the rule end date, if any. Leave this blank if the rule never expires.

    Pay CodeSelect a fringe benefit pay code.

    Rate

    Enter a rate for this fringe benefit. The value multiplied against this rate is determined by the calculation method defined on the pay code.

    Start Date

    		Date when the benefit starts.

    Stop Date

    		Date when the benefit ends.
  4. Enter the Union Address information.

Applying a Union Affiliation to an Employee

Assign a Labor Union Affiliation to an employee with the Assignments panel.

To assign a labor union affiliation to this employee:

1. Click the HR menu.
2. From HR|Change, select Employee Details.
3. Enter an employee by typing their name or ID to display a list of matching employee records. Or, click the field label to open a search window.
4. Select the Work tab, and scroll to the Assignments panel.
5. Select a labor union affiliation and start date.

Creating a Union Dues Deduction Code

Create union dues deduction codes with the Deduction Codes form.

To create a union dues deduction code:

1. Click Back Office.
2. From System|Change select Deduction Codes.
3. Set these fields:
Field Description
Calculation Method Set the Calculation Method to Union Dues Table.
Deduction Type Set the Deduction Type to Voluntary (used for most union dues deduction codes).
4. Enter the rest of the required information for this deduction code. See the PrismHR Payroll User Guide for more information about creating deduction codes.
5. Click Save.

Assigning Deduction Codes to an Employee

Assign a union dues deduction code to an employee with the Recurring Deductions form.

To assign a union dues deduction code to an employee:

1. Select Payroll.
2. From Payroll|Change, select Recurring Deductions.
3. Enter the Employee by either entering the name, Social Security Number, or ID to display a pop-up list of matching employee records. You can also click the field label or press Ctrl+Enter with your cursor in this field to open the search window.
4. Click + and add the union Deduction Code to the table.
5. Enter an Amount for the union dues deduction.
6. Enter the deduction Periods for which this union deduction code will be deducted from the employee's net earnings.
7. Click Save.