Summary

The Union Unit Maintenance window is used to create and maintain union units. Union units are indirectly attached to employee records and add validation to the Employee Maintenance window ensuring that employees meet the requirements set up on the union unit. For example, if you have a deduction that removes union dues from paychecks that should be attached to all employee records that belong to a specific union unit, you can attach the deduction to the union unit as a required deduction. When the union unit it attached to the employee record, the Employee Maintenance window will verify that the deduction is attached to the Deductions tab of the employee record.

Most of the information on the Union Unit Maintenance window can be set up as required or available. Information that is set up as required is required on all employee records attached to the union unit. For example, if all employees that belong to a union unit must use a specific shift code premium, add the shift code premium to the union unit as a required value. When the union unit is attached to an employee record, the Employee Maintenance window will verify that the shift code premium is attached to the employee record. If the shift code premium is not attached to the employee record, you will not be able to save the Employee Maintenance window.

Information added to a union unit but not set up as required is considered available. For example, if employees in a union unit must use one of three accrual codes, attach all three accrual codes to the union unit but do not set any of them as required. When the union unit is attached to the employee record, an accrual on the employee record must match one of the accruals set up on the union unit. If you had set up all three accruals as required, all three would be required on the employee record. This feature only works if the Always eligible toggle is not checked on the maintenance window of deductions, benefits and other payroll information. If the Always Eligible toggle is checked, the union unit validation will not be applied and attaching the payroll information to the union unit will have not function.

Union units are not attached directly to employee records using the Employee Maintenance window. Union units must first be attached to plans (HR> Maintenance> Plan), the plan must be attached to a position (HR> Maintenance> Position), and the position must then be attached to the employee record (PR> Maintenance> Employee> Open an employee> General tab> Position field).

Step by Step

1     View the union units/unions.

• Open the Union Units window (HR> Maintenance> Union Units).
• Highlight a union unit and press ENTER or click the Modify icon to view or modify the selected union.
• Highlight a union unit and press DELETE to delete the selected union unit.
  • You cannot delete unions that are attached to employee records.
• Press INSERT or click the Create icon to create a new union unit/union. This will open the Union Unit Maintenance window.

2     Create or modify a union unit.

• The General tab is used to create a union unit code and enter miscellaneous information on the union unit.
• The Union Code 1 field is used to select a union code. Union codes are created and maintained using the Union Code Maintenance window (HR> Maintenance> Union Code) and allow you to group union units together. For example, if a union negotiates for all line workers but creates separate contracts for truck drivers and service workers, you can set up the union as a union code 1 and then create a separate union unit for the truck drivers and the service workers.
• The Description field is used to enter a description of the union unit.
• The fields on the General tab are user defined fields used to enter user defined information. The field labels of these fields can be set up using the Miscellaneous Field Labels window (SS> Maintenance> Miscellaneous Field Labels> HR Union Unit table).
• The Deductions, Benefits, Premiums and Accruals tabs all function in the same way. Attach records to these tabs to define which information should be attached to the employee records that are attached to the union unit. The records attached to these tabs can be set up as required or available. Information that is set up as required must be attached to employees records that are attached to the union unit. Information that is attached to the tabs but not set up as required will be available for use on the employee record but not required.
  • For example, if a deduction is used to charge a union due and it should be attached to all employees that belong to the union unit, attach the deduction to the Deductions tab and check the Required toggle. When the union unit is attached to the employee record, the Employee Maintenance window will verify that the deduction is attached to the employee record.
  •  If a record is attached to the union unit but not set up as required, it is considered available. For example, if employees in a union unit must use one of three accrual codes, attach all three accrual codes to the union unit but do not set any of them as required. When the union unit is attached to the employee record, an accrual on the employee record must match one of the accruals set up on the union unit. If you had set up all three accruals are required, all three would be required on the employee record.
• The Pay Codes, Rate Codes, Shifts and Grades tab function differently than the other tabs because there is no Required checkbox on the tab. Information added to one of these tabs is set up as available and will not be required on the employee record. For example, if a pay code does not have the Always Eligible toggle checked and is attached to a union unit, the pay code is not required but it can be attached to the employee record (it is available for use). If there is different pay code attached to the employee record and it is set up as always eligible, you will not be forced to change the pay code on the employee record to match one of the available pay codes on the union unit. If the pay code attached to the employee record is not set up as always eligible, you will be forced to change the pay code on the employee record to a pay code set up as available on the union unit or a pay code that is set up as always eligible.
• Click the Save icon when complete to save the union unit.