Cost Management - Wages
VERY IMPORTANT NOTES:
*Not all users will have the user access rights to view or add rates.
**Rates must be added for the user to Authorize for payment.
***If your SLA does not include cost management, you will need to add R1.00 rates to authorize the timesheets.
On the Cost Management feature screen, select "Wages" button.
Add Hourly Rate in Single Action
Once you have selected Wages, you will need to select the wage group, South Africa.
The list of active employees will be displayed. You can use the filters to select individual employees by typing their employee code or name into the Filter Employees box and clicking Add and then Run New Search.
You can use the filters to select employee groupings by clicking on the First, Select Grouping filter box and choosing your group type, then click on the second filter box, Then, select your value and choose your group value, then click Add and Run New Search.
In this example, Department is selected and the choices for that group are displayed
Once you have your chosen employee/s, you will click on the tick box to select the employee whose rate you are updating.
Enter the hourly rate, click Tab, enter the daily hours, click Tab - EDMA will automatically calculate the Rate per Day.
Click Tab and enter total monthly/weekly/biweekly hours, click Tab and EDMA will calculate the Rate per Month/ Annum.
*Charge out rates are not active currently.
Once you have filled in the relevant information, you will save it by selecting the date the rate is applicable from.
- New Hires - Rate is saved on the start date of the contract.
- Rate Update - Rate is saved on date of increase/decrease. If the increase is during a pay period, EDMA will split the rate to pay the old rate up to the date the new rate is applicable.
eg. If the pay period runs from 21st - 20th of each month, and the rate is changed on 06th in that period - the OLD rate will be from 21st - 5th and the new rate will be from 6th - 20th.
EDMA will display this by showing two lines for one employee.
Click Apply once you have selected your date and then Save Wages.
EDMA will pop-up with a green flag when successfully saved.
Add Hourly Rate in Bulk Action
Rates can be added in bulk using the EDMA Cost Management Import file.
*It is recommended that you export the HR template for the employees you wish to update rates for. This will take into account all employees in selected filter and it will match EDMA directly.
To download the EDMA Cost Management Template, click on Import Rate List, and click on DOWNLOAD.
The template will need to be completed as below:
- Column A - Employee Code as per EDMA
- Column B - Rate per hour
- Column C - Hours in a day
- Column D - Daily rate (Rate p/hr X Hrs in day)
- Column E - Monthly rate (Rate p/day X avg working days)
- Column F - Hours in week/bi-week/month
- Column G - Yearly rate (rate p/mnt X 12 months)
- Column H - M - Input 0 in all columns
- Column N - Apply date. Date must be written in Text format, in YYYY/mm/DD.
Clear the text in Column L.
Please Note: Date MUST be in TEXT format as shown below
Once your template is completed like below, you can save and Import to EDMA.
You will need to ensure there are no formulas or hidden columns.
To import the file into EDMA, click on Import Rate List again and click on Browse to select the Cost Management template you have saved.
Once it has successfully loaded in the box, click Upload.
EDMA will pop-up with a green flag when successfully saved.
Things to Note:
- If you add the rate on the incorrect date, you can override this by adding the rate again on the correct date.
- If you add the incorrect rate, you can update the rate to the correct rate using the same date as previously.
- You can add a rate increase to future dates, it will sit as pending in EDMA and when that date is active, the rate will become applicable.
- eg. If the employee's rate is due to change on the 1st of the following month, you can add that to EDMA and when it's the 1st, the rate change will become active.
- eg. If the employee's rate is due to change on the 1st of the following month, you can add that to EDMA and when it's the 1st, the rate change will become active.
- If the increase is during a pay period, EDMA will split the rate to pay the old rate up to the date the new rate is applicable.
- eg. If the pay period runs from 21st - 20th of each month, and the rate is changed on 6th in that period - the OLD rate will be from 21st - 5th and the NEW rate will be from 6th - 20th.
EDMA will display this by showing two lines for one employee.
- eg. If the pay period runs from 21st - 20th of each month, and the rate is changed on 6th in that period - the OLD rate will be from 21st - 5th and the NEW rate will be from 6th - 20th.