Rates Book Templates

Managing and using rates book templates

Rates book templates are a time-saving tool for creating new operations. They can also be used to add positions to existing operations. Positions, pay, charge, and WIC rates are included in the template which can then be applied to operations.

This article will cover:

• How to create a new rates book template
• Adding positions to an existing rates book template
• Editing or deleting a template
• Updating rates of an existing template
• Using a rates book template in an operation

Create a new rates book template

To add a new rates book template:

1. From the main menu, navigate to Awards & Agreements > Rates Book Templates.
   
   
   
2. Decide how you're creating your new template:
   • If you're creating a new template from scratch, select Add Rates Book
   • If you're creating a new template from an existing one, select Copy to the right. 
   
3. Enter a Name for the template. 
     Tip: Make sure you name the template something easily identifiable. You don't want to get it mixed up with other templates. 
4. Set up your toggles before adding any positions. 
   • Auto Calculation - With this enabled, all pay rates will populate for you based on the award configuration. 
   • Show Base Chargeout Input - With this enabled (default), the charge-out rates for permanent positions will be visible and editable. Disable this toggle if you only hire casual employees. 
   • Disable Min rate check - With this enabled, the system will allow you to save the template with rates lower than what is configured for the award. This is only recommended for custom position configurations and is not designed to allow for paying less than award rates. 
5. Click the Position drop-down and then select a position to add. You can type into the position input to quickly locate the positions you're looking for. 
   
   
6. Once positions are added you can then enter the pay and charge rates to the positions. With the Auto Calculation toggle enabled, the pay rates will have come through automatically for you.
   • If you did use the auto calculation toggle and want to make slight adjustments to some rates, disable the toggle before doing so. With the toggle enabled, any change to pay rates will update all rates on that position based on your edit. 
7. Add in a Workcover rate for each position. The WIC rate input is found at the bottom of each position.
   
   
8. Once all position details are completed, click Save at the bottom.  

Add a new position to an existing rates book template

If you create new positions in your award you'll have to add more positions to the template for it to remain useful and up-to-date. 

To add a new position to an existing rates book template:

1. From the main menu, navigate to Awards & Agreements > Rates Book Templates. 
   
   
   
2. Select Edit to the right of the template you want to add positions to. 
   
   
3. Set up your toggles before adding any positions. 
   • Auto Calculation - With this enabled, all pay rates will populate for you based on the award configuration. 
   • Show Base Chargeout Input - With this enabled (default), the charge-out rates for permanent positions will be visible and editable. Disable this toggle if you only hire casual employees. 
   • Disable Min rate check - With this enabled, the system will allow you to save the template with rates lower than what is configured for the award. This is only recommended for custom position configurations and is not designed to allow for paying less than award rates. 
4. Click the Position drop-down and then select a positions to add. You can type into the position input to quickly locate the positions you're looking for. 
   
   
5. Once positions are added you can then enter the pay and charge rates to the positions. With the Auto Calculation toggle enabled, the pay rates will have come through automatically for you.
   • If you did use the auto calculation toggle and want to make slight adjustments to some rates, disable the toggle before doing so. With the toggle enabled, any change to pay rates will update all rates on that position based on your edit. 
6. Add in a Workcover rate for each position. The WIC rate input is found at the bottom of each position. 
   
7. Once all position details are completed, click Save at the bottom.  

  Note: Adding new positions to existing rates book templates will not automatically add the positions to any operations. Please see the accordion Using your rates book template for an Operation below. 

Edit or delete a rates book template

To ensure that your rates book templates remain useful, you'll need to keep them updated. To do so, there are several actions you may need to take. 

• Add a new position to a rates book template - see the accordion above.
• Remove a position from a rates book template
• Update pay or charge rates
• Update WIC rates
• Delete a rates book template

Edit a rates book template

1. From the main menu, navigate to Awards & Agreements > Rates Book Templates
2. Select Edit to the right of the template you are looking to make changes to.
3. Locate the position you would like to edit or remove. 
     Tip: Press Ctrl + F and search for the position name to quickly find it. 
   • To remove a position from the template, click the X to the left of the position. 
     
   • To update pay or change rates, click into the value you'd like to change and update it. 
       Tip: If you're updating all the pay rates of a position, you can turn on the Auto Calculation toggle, change one value and then press TAB. This will update all the rates for this position based on your update. 
     
     
     
     Note: If you're making changes to multiple positions it may be easier to do so in Excel. Please see the Update rates of a rates book template accordion below for more information.
   • To update WIC rates, at the bottom of the position, click into the Workcover selection and choose the desired rate. 
     
     
     Note: This method is appropriate if you're changing the rate selection. If you're looking to edit or increase the rate of the selection please refer to this article. 
4. Scroll to the bottom of the template and Save.
   Tip: Press PgDn (page down) to quickly navigate to the bottom of the page. 

Delete a rates book template

1. From the main menu, navigate to Awards & Agreements > Rates Book Templates
2. Select Delete to the right of the template you are looking to remove.
   
   

Update rates of a rates book template

There are two methods for updating the rates of a rates book template.

• Manually via an edit - This is ideal for when you need to make a very small number of changes. See the above accordion.
• In bulk via an import - This is ideal for when you need to make a large number of changes. 

Update rates via import

1. From the main menu, navigate to Integrations > CSV Import. 
2. Select Award Rates Book Template (From Export) from the drop-down. 
3. Select Export Templates. This will export all your rates book templates in a single file. 
   
   
4. Open the downloaded Excel file and make the required changes.
   
   • In Excel, make sure you filter your data! Chances are you'll be increasing many positions and rates to the exact same value. Use the filters to allow you to make the changes in bulk. 
     
     In the below example, we have filtered by Template name (to identify and work on a single template), position name (looking only for the level 1 positions), and rate label. This will allow you to update the rates quickly that are the same. You would then cycle through all the rate labels for those positions before changing the filtered position. 
     
     
   
5. Once finished, save your changes in Excel and return to foundU.
6. Select Choose File, locate your updated rates book template file and select Open.
7. Select Import CSV.

Use a rates book template in an Operation

With a rates book template created, this can be applied to new or existing operation rates books to quickly apply positons & rates. 

To apply a rates book template:

1. Navigate to Operations > Approved Operations.
2. Click on the title of the Operation you're wanting to update. 
3. Select Card > Rates Book and click Edit. 
   
   
4. Select the Rates Book Template from the drop-down to apply.
   • All positions that are not currently in the operations rates book will be added. 
   • Any positions that exist in the rates book already will be skipped.
   
5. Scroll to the bottom of the page and Save.

  Note: If a position exists in a rates book already, it will not be re-added via the template. Applying a rates book template will also not update any of the rates of an existing position. If you're looking to update the rates of existing positions, please refer to this article.