Assigning recurring adjustments to a group of resources

After you create a recurring adjustment, you must assign the adjustment to the applicable resources. The group assignment feature is useful when you want to assign a recurring adjustment to multiple resources at the same time.

You assign recurring adjustments for a group of resources in the Recurring Adjustments - Group Assign window. To access the window, go to Tools > Setup > Recurring Adjustments > Recurring Adjustment Group Assignment.

  • You select assets in the Selected Assets section at the top of the window.

  • You assign recurring adjustments in the Recurring Adjustment - Assignment section at the bottom of the window.

image1 See it in action

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Selecting a group of resources and assigning adjustments

To assign a recurring adjustment to a group of resources, follow these steps.

  1. Go to Tools > Setup > Recurring Adjustments > Recurring Adjustment Group Assignment.

  2. In the Selected Assets section at the top of the window, click Select Assets.
    A list of asset types appears with the following options:

    • Drivers

    • Tractors

    • Trailers

    • Carriers

    • Pay Tos

  3. Select an asset type.
    A scroll window opens for the asset you selected.

  4. Use the scroll window to select a group of resources to which you want to assign the recurring adjustment.

    1. Use the restriction fields on the various tabs to narrow your retrieval results.
      Note: The options on the User Defined, Qualifications and Classifications tabs are defined in the label file. To access the label file, go to Tools > Setup > Edit User Definable Fields.

    2. Click Retrieve.
      The system retrieves resources that match the restrictions entered on all tabs.

    3. Click OK to select the assets listed in the Results grid.

  5. To select resources from different asset types, repeat Steps 2-4.

    This illustration shows resources selected for both drivers and tractors.

    image3

  6. To remove one or more assets from the list, select the asset(s) and click Deselect Assets.

  7. In the Recurring Adjustment - Assignment section, select the appropriate information in each field.

    Note: Your entries are used for all resources in the group. However, after you assign an adjustment to the group, you can modify the amounts for individual resources in the Assign Assets window. To access the window, go to Tools > Setup > Recurring Adjustments > Recurring Adjustment Assign Asset.

  8. When you are finished entering information, click image5 Save.
    The Batch Process Results window opens and displays the results grid.

    image6

    The image7 icon indicates that the process completed successfully for each resource.

    Note: The system does not verify if duplicate assignments exist for a resource. However, you can view a list of all recurring adjustments assigned to a resource in the Assign Assets window. For details, see Viewing a list of assigned recurring adjustments.

    1. To save a text file of the process results, click Save.

    2. To close the window, click OK.

      • The system removes the resources from the Selected Assets section.

      • The system applies the recurring adjustment to the resources' settlements during the Collect process for a selected pay period.

Recurring Adjustment Assignment

Field Definition

Action

Select Assign.

Notes:

  1. The system automatically sets the status to Initial.

  2. These options are used to change an existing adjustment assignment.

    • Unassign

    • Cancel

    • Hold

    • ReOpen

    For details, see Changing an adjustment assignment for a group of resources.

Recurring Adjustment

Select the type of recurring adjustment you want to assign.

Status

Initial displays for new adjustments or ones that have not been applied yet.

Note: For an adjustment applied to a resource’s pay, the system displays one of the following statuses:

  • Drawn
    The deduction has been applied at least once, and it will be applied again in the future.

  • Closed
    The maximum amount has been met for the deduction. As a result, it will not be applied in the future.

  • On Hold
    Application of the deduction has been suspended temporarily. It will not be taken again until you manually set the status back to Drawn.

  • Canceled
    Application of the deduction has been suspended permanently. It will not be applied again in the future.

Adjustment Rate

Specifies the dollar amount or percentage that will be applied each time the recurring adjustment is processed.

Do one of the following:

  • If the recurring adjustment Basis is Flat Rate, enter a flat dollar amount.

  • If the recurring adjustment Basis is % Pay, enter the percentage as a decimal. For example, 10%, is entered as 0.1000.

Note: The Basis field entry for an adjustment appears in the Recurring Adjustment Type section in these windows:

  • Deduction Maintenance

  • Recurring Pay Maintenance

  • Per Diem Maintenance

  • Escrow Maintenance

    image4

To access the windows, go to Tools > Setup > Recurring Adjustments.

Max Amount

If the recurring adjustment is capped by a maximum amount, the maximum is recorded here.

RefType/Num

If applicable, select a reference number type and enter the corresponding reference number.

Issued

Date the recurring adjustment is assigned to the resource.

Defaults to the current date. If necessary, enter another issue date.

Loan Details

These fields are active when you create the recurring adjustment in the Loan Maintenance window.

Field Definition

Frequency

Select the payment frequency, for example monthly, weekly, etc.

Duration(Years)

Select the number of years that the loan is in effect.

For example, if Frequency is Monthly and Duration is 5.0, the system applies the deduction every month for 5 years, resulting in 60 payments.

12 deductions per year x 5 years = 60 payments

Pay To Details

Assigning a deduction to a PayTo activates the Apply Per Resource and Apply to Inactive Resources check boxes.You must select the Settle by PayTo check box on the PayTo’s profile to apply the recurring adjustment for these options.

Field Definition

Apply Per Resource

Select the check box to apply the recurring adjustment to all resources showing trip pay on their PayTo’s settlement.

Apply to Inactive Resources

Select the check box to apply the recurring adjustment to resources showing no trip pay on their PayTo’s settlement.

For example, you could use this option to collect vehicle insurance on a per-pay basis even when the vehicle is not used to complete a trip for a specific pay period.

Notes:

  1. The Apply to Inactive Resources check box applies only when you select the Apply Per Resource check box.

  2. Selecting both check boxes applies the recurring adjustment in the PayTo settlement for all resources associated to the PayTo.

  3. When the check boxes remain clear, the system applies the recurring adjustment to the PayTo.

Process Control

Field Definition

Sequential

Select the check box to set up the system to repay multiple recurring deductions sequentially (one after the other).

The system completes the deduction having the earliest issue date before starting the next deduction.

Sequential deductions require both of the following. The deductions must:

  • Be based on the same deduction type

  • Have a maximum amount recorded

Note: You record a maximum amount when you assign the recurring adjustment to a resource.

Changing an adjustment assignment for a group of resources

After assigning a recurring adjustment to a group of resources, it may become necessary to change the assignment. Use the options in the Action field to Unassign, Cancel, Hold, or Reopen an adjustment assignment.

To change a recurring adjustment assignment for a group of resources, follow these steps.

  1. Go to Tools > Setup > Recurring Adjustments > Recurring Adjustment Group Assignment.

  2. In the Selected Assets section at the top of the window, click Select Assets.
    A list of asset types appears with the following options:

    • Drivers

    • Tractors

    • Trailers

    • Carriers

    • Pay Tos

  3. Select an asset type.
    A scroll window opens for the asset you selected.

  4. Use the scroll window to select the group of resources you want to edit.

    1. Use the restriction fields on the various tabs to narrow your retrieval results.
      Note: The options on the User Defined, Qualifications and Classifications tabs are defined in the label file. To access the label file, go to Tools > Setup > Edit User Definable Fields.

    2. Click Retrieve.
      The system retrieves resources that match the restrictions entered on all tabs.

    3. Click OK to select the assets listed in the Results grid.

  5. To select resources from different asset types, repeat Steps 2-4.

    This illustration shows resources selected for both drivers and tractors.

    image3

  6. To remove one or more assets from the list, select the asset(s) and click Deselect Assets.

  7. In the Recurring Adjustment - Assignment section, enter the appropriate information in each field.

    Field Definition

    Action

    Use this option for an adjustment that is not applied to resources' pay.

    • Unassign
      Remove the recurring adjustment assignment

    Use these options for an adjustment that is applied to resources' pay.

    • Cancel
      Stop processing the recurring adjustment.

      Set status to Cancelled

    • Hold
      Suspend processing the recurring adjustment, temporarily.

      Set status to On Hold.

      It will not process again until you manually set its Action field value back to ReOpen.

    • ReOpen
      Resume processing a recurring adjustment that has an Action field value of Hold.

      Set status to Drawn.

    Recurring Adjustment

    Select the recurring adjustment that requires the assignment change.

  8. Click Save.
    The Batch Process Results window opens and displays a results grid.

    image8

    The Status icons indicate whether processing of the adjustment passed or failed for each asset.

    • The image7 icon indicates that the process completed successfully.

    • The image9 icon indicates that the process failed.

      To view a message regarding a process failure, click image10 Expand.

      The reason for the failure appears in the Messages section of the grid. In this illustration, the reason indicates that the adjustment was already applied to the resource’s pay.

      image11

      1. To expand all rows in the grid, select the Expand Rows check box.

        When you expand the row, you can view the adjustment status, rate and issued date.

      2. To display rows with errors only, select the Display Errors Only check box.

  9. To save a text file of the process results, click Save.

  10. To close the window, click OK.
    The system removes the resources from the Selected Assets section.

    Note: You can view a list of all recurring adjustments assigned to a resource in the Assign Assets window. For details, see Viewing a list of assigned recurring adjustments.