Jack Wiebe

Modified on: Tue, 18 Sep, 2018 at 11:17 AM

Future Dated Rates

Future Dated Rates can be used to automate the work of managing yearly position raises.

Table of Contents

1. Future Dated Rate for an Employee
- 1.1. Future Dated Rate Setup
2. Future Date Rates for Many Employees

1. Future Dated Rate for an Employee

If the future dated rate will only affect one employee, it should be setup through the Employee Profile of that employee.

We’ll go over the steps to add a fixed rate future dated rate from the Employee Profile now.

Open the Canadian Payroll > Employee Profile > Employee Profile.
Select the employee to add a future dated rate for, from the Employee drop-down.
Open the Earnings > Future Dated Rates tab of the Employee Profile.
Press Insert, at the bottom of Future Dated Rates, which will open the Insert – Future Dated Rates form.

Now that we’ve inserted a new future dated rate for the employee we need to set it up as required. We’ll do that in the next section.

1.1. Future Dated Rate Setup

The future dated rate that we are going to setup next will apply a new hourly rate to the employee on a specified Effective Date.

Select the Earning Code to apply a new rate for.
Pick the Effective Date for the new rate.
Enter the new hourly rate into the Rate field.
Press OK to save the future dated rate for the employee.

Caution: Effective Date

If the Effective Date is not the start of a pay period, the system will show a warning before creating the future dated rate.

(If you press No on the warning, an option to use the closest employee pay period for the Effective Date will be displayed.)

If you choose to use a future dated rate which does not start on the beginning of pay-period you should keep the following in mind:

For salaried employees the rate change will not be pro-rated for individual days.
For hourly employees the rate will only be applied to the days after the Effective Date, to the end of the pay period.

Don’t forget the Units!

Don’t forget to select Hours from the Units drop-down to the right of the Rate field.

Notes:

Reason and History Comment: Reason and History Comment are both optional.
History Option: History Option determines when the rate change will be entered into the Employee History.

2. Future Date Rates for Many Employees

If you have to setup a future dated rate for more than one or two employees you may want to use the Generate Future Dated Rates function, instead of entering each future dated rate on the Employee Profile of every affected employee.

Caution

Future Dated Rates will only effect the master earning codes for employees. If an employee has a Position assigned to them, the Rate Source must be set to Master to be effected by the Future Dated Rate.

The Generate Future Dated Rates function works by

filtering employees using filters and selections,
selecting the Earning Codes to apply future dated rates to,
generating the future dated rates for the filtered employees.

Filtering

You can filter by Pay Group, Salary or Hourly Status, as well as further selections such as Union Code, Location Code, Position, or Defaults Group.

We’ll go over the steps to generate an increase of 10% for all salary employees who are located in Calgary and part of a part-time pay group now.

Open Canadian Payroll > Payroll Data Entry > Future Dated Rates > Generate Future Rates.

2.1. Future Rate Definition

The Future Rate Definition tab will be opened by default when you first open Generate Future Dated Rates. From this tab you can setup the effective date, which employees to include, as well as how to save the generated future dated rates.

We’ll go through the steps of setting up the Future Rate De

From Effective Date select the date when the new rate will go into effect.
Filter salary employees by enabling the Salaried option.
Enable Auto Pay Earnings.
Select the Pay Groups for the part-time employees.
Enable Save As: Future Dated Rates to add the generated future dated rates to the selected employees once they have been generated.
Open the Selections tab next by pressing Next.

Caution: Auto Pay Earnings

When Auto Pay Earnings is enabled only those Earning Codes with the Generate automatic earning – Salaried or Generate automatic earning – Hourly will be available during the Earning Codes selection.

Notes:

You can either select salaried or hourly and only employees with that designation will be considered when generating the future dated rates only.
If the Effective Date is not on the start of a pay period for the select Pay Group, a warning will be displayed and allow you to replace the Effective Date with the nearest pay period start for that Pay Group.

2.2. Selections

Selections allow further filtering on the employees using the Union Code, Position, Location, Default Group.

Note:

Choosing All for a selection will match any employee for that selection, effectively disabling it.
Choosing Selected allows one Default Group; or Union, Position, or Location Code to be selected.

We’ll use the selections tab to further filter the employee to only those that are working from the Calgary location.

Enable the Selected option of the Location selection.
Select the Location Code for the Calgary location now.
Open the Earning Codes tab next by pressing Next.

2.3. Select Earning Codes

From the Earning Codes tab you are able to select which codes to generate future dated rates for.

Percent of Basic

Most of the time you will probably only want to generate a future dated rate for Regular Earnings, and allow the other codes to be updated according to their percent of basic.

Check each Earning Code to apply a future dated rate to.
Open the Earning Calculation Method tab next by pressing Next.

2.4. Earning Calculation Method

From the Earning Calculation Method tab you can control exactly how to generate the future dated rate for each Earning Code that was selected previously.

You can choose to have the existing rate replaced by a new future dated rate entirely,
Or you can choose to create the future dated rate as a percentage of the current rate.

We’ll setup the Regular Earnings code that was selected previously to generate a future dated rate as a 5% increase of the existing rate.

Select the Regular Earnings Earning Code.
Setup the Earning Calculation for the selected Earning Code by pressing Modify.
Select the Pay Basis for the new rate.
Enter the Increase Amount for the new rate.
Save the new Earning Calculation by pressing OK.

Notes:

Pay Basis: The Pay Basis can be selected to generate a new rate (Hours, Days, Periods, …), or generate a rate from the existing rate using the Percent Pay Basis.
Increase Amount: The Increase Amount will be added to the current Earning Code value.

Shortcut:

Check the Apply as Default to all Earning Codes option to apply the current Pay Basis and Increase Amount to every Earning Code listed in the Earning Calculation Method tab.

2.5. Generate Future Dated Rates for Selected Employees

Preview the generated future dated rates and affected employees by pressing Generate.
Review Before Continuing
You should take a moment to review the Results listing now to ensure that only the employees you intended to give future dated rates to have been included.
1. To save the future dated rates you must press Continue and a confirmation box will appear. This is the last chance to cancel before the generated future dated rates are added to the affected employee’s Employee Profile.
2. Once you have confirmed that the future dated rates are correct press Yes on the confirmation box to finish.

Note:

The generated future dated rates can be viewed from the Employee Profile of the affected employees.