How do I configure union deductions and fringe templates in Trayd for multiple locals?

Configuring union deductions and fringe templates in Trayd for multiple locals can feel complex, but once you understand how Trayd structures unions, locals, and templates, the process becomes repeatable and scalable. This guide walks through the key steps, best practices, and common pitfalls so you can confidently set up multiple locals with accurate deductions and fringe benefits.

Key concepts: unions, locals, deductions, and fringe templates

Before you configure anything in Trayd, it helps to understand how the pieces fit together:

Union: The overarching organization (e.g., IBEW, UA, Carpenters).
Local: The specific local chapter or jurisdiction (e.g., Local 3, Local 120). Each local usually has its own rates and rules.
Union deductions: Employee and employer-paid contributions withheld from pay (e.g., dues, working assessments, pension, annuity, health).
Fringe templates: A structured set of fringe lines (benefits and deductions) that can be reused across jobs, locals, and pay rates to ensure consistency.

In Trayd, you’re typically setting up:

A Union with one or more Locals
Deduction and fringe codes that define what each line item does
Fringe templates that bundle these codes and rates for easy assignment to employees, jobs, or work classifications

Step 1: Plan your multiple locals setup outside Trayd

Before clicking into Trayd, outline your structure so you avoid rework:

List all unions and locals you need to support
- Example: IBEW Local 3, IBEW Local 98, UA Local 120, Carpenters Local 352
Gather each local’s rate sheet:
- Base wage rates by classification (e.g., Journeyman, Apprentice, Foreman)
- Deductions (dues, working fees, assessments)
- Fringe contributions (pension, health, annuity, training, vacation)
Identify what’s common vs. local-specific:
- Common codes: “Pension”, “Vacation”, “Health”, “Dues” – the concept stays the same
- Local-specific rates: amounts per hour or percent of wages differ by local
Decide how you’ll map locals to projects/employees:
- By job location?
- By employee home local?
- By specific project agreements?

This planning step makes configuring multiple locals in Trayd far smoother and helps you design reusable fringe templates.

Step 2: Set up unions and locals in Trayd

The exact navigation labels in Trayd may vary depending on your version, but the structure typically follows this pattern.

Create the parent union (if not already in Trayd)
- Navigate to: Settings → Payroll → Unions (or similar)
- Add a new union (e.g., “IBEW”)
- Save
Add locals under the union
- Within your newly created union, add each local one-by-one
- Enter:
  - Local name and number (e.g., “IBEW Local 3”)
  - Jurisdiction or region (if applicable)
  - Default wage determination or reference (optional but helpful)
Confirm local-level controls
- Make sure each local can have:
  - Its own wage rates
  - Its own deduction and fringe configuration
  - Its own effective dates for rate changes

Once the union and locals are created, you have the structure needed to assign unique deductions and fringe templates per local.

Step 3: Create union deduction codes in Trayd

For multiple locals, consistent deduction codes are crucial. The code names should be reusable, while the rates and rules can vary by local and template.

Go to deduction configuration
- Navigate to: Settings → Payroll → Deductions or Union Deductions
Create standard deduction codes For each common deduction type, create a code:
- Union Dues
- Working Dues
- Political Action (PAC) (if applicable)
- Initiation Fee
- Loan/Payback (if handled through payroll)
- Other local-specific deductions
For each code, define:
- Name / Short Code (e.g., “Dues”, “WorkDues”)
- Type: Fixed amount, percentage of wages, or hours-based
- Taxability: Pre-tax or post-tax
- Calculation base: Gross wages, taxable wages, straight time only, etc.
Configure local-specific rules within the code or template Depending on how Trayd is structured in your account:
- Either: The rate is defined at the template level (recommended for multiple locals), or
- The rate can be overridden by local or job

To keep things scalable, aim for shared codes with local-specific rates applied inside each fringe template.

Step 4: Define fringe benefit codes

Fringe benefits will often to be set up similarly to deductions, but they represent employer contributions (and sometimes employee contributions).

Navigate to fringe/benefit configuration
- Settings → Payroll → Fringe Benefits, Benefits, or similar
Create reusable fringe codes Common examples:
- Pension
- Annuity
- Health/Welfare
- Apprenticeship/Training
- Vacation/Holiday
- Supplemental Unemployment
- Industry Fund
For each fringe code, define:
- Name / Short Code (e.g., “Pension”, “Health”)
- Type: Employer-paid, employee-paid, or split
- Calculation method: Per hour, percentage of gross, fixed per period, etc.
- Subject wages: Which earnings codes are included (regular, overtime, double time)
Mark union-related codes clearly
- Include the union indicator in the description if needed (e.g., “Pension – Union”)
- This helps differentiate union fringes from non-union benefits in reporting

Again, the goal is flexible codes that become local-specific when tied to a fringe template.

Step 5: Build fringe templates for each local

Fringe templates are the core of your multi-local setup in Trayd. Each template bundles the deductions and benefits appropriate for a specific local, agreement, and (optionally) classification.

Navigate to fringe templates
- Settings → Payroll → Fringe Templates or Union Fringe Templates
Create a template per local (and per agreement if needed) Consider naming conventions that scale well:
- IBEW L3 – Journeyman – 2025
- IBEW L3 – Apprentice 1st Yr – 2025
- UA L120 – Journeyman – 2025
- Carpenters L352 – Journeyman – 2025
Useful fields:
- Union: Select the parent union (e.g., IBEW)
- Local: Select the specific local (e.g., Local 3)
- Effective dates: Start and end date of the rate sheet
- Classification: Journeyman, Apprentice, Foreman, etc. (if Trayd supports it in the template)
Add deductions to the template For each deduction (dues, working dues, etc.):
- Select the deduction code you created earlier
- Enter the local-specific rate:
  - Percent of wages (e.g., 4% of gross)
  - Fixed hourly amount (e.g., $1.20 per hour)
  - Fixed amount per week or per pay period (if specified by the CBA)
- Indicate which earnings are subject to the deduction (e.g., regular + OT, or just regular)
Add fringe benefits to the template For each fringe benefit:
- Select the fringe code (Pension, Health, etc.)
- Enter the local-specific hourly fringe rate (e.g., $7.50/hour for health)
- Define any special rules:
  - Does it apply to all hours worked or just certain jobs?
  - Any caps or maximums?
Validate totals against your local rate sheet
- Compare:
  - Total fringes per hour in the template vs. rate sheet
  - All listed deductions from the CBA vs. template lines
- Keep a checklist per local to ensure nothing is missed

By structuring your templates this way, you can support multiple locals with clear separation and minimal duplication.

Step 6: Handling multiple locals per union in Trayd

When you have several locals under the same union, consistency is key.

Use consistent naming and coding

Use the same fringe and deduction codes across locals whenever the concept is the same:
- Example: “Pension” should be one code with different rates in each local’s template, not “Pension L3” and “Pension L98” codes.
Keep local-specific details in:
- The template name and description
- The assigned local field
- The rates entered on each template line

This makes reporting and maintenance much easier.

Create templates per local and classification

If employees can work under different locals and classifications, break templates down:

Templates by local
Sub-templates or distinct templates by classification (e.g., Journeyman vs. Apprentice)
Separate templates for different contract periods (e.g., 2024–2025 vs. 2025–2026)

This structure ensures:

Each combination has accurate rates
You can update templates when the CBA changes without overwriting historical setups

Step 7: Assign fringe templates to employees, jobs, or projects

How you assign templates depends on how your organization actually operates across locals.

Assign by employee

If workers typically belong to a home local:

In the employee profile, assign:
- Union and Local
- Default fringe template (e.g., IBEW L3 – Journeyman – 2025)
Use job or project exceptions only when an employee temporarily works under another local’s agreement.

Assign by job or project

If locals are tied to where the work is performed:

In the job or project setup:
- Select the union local for that job
- Assign the default fringe template for that local and classification
Ensure time entries or job codes make it clear which local’s rules apply.

Override when needed

Trayd often allows per-employee or per-job overrides. Use them carefully:

Avoid random exceptions; document why a specific employee is using a different template
Always align overrides with signed agreements and union rules

Step 8: Test your multi-local configuration in Trayd

Before rolling out to production payroll, test your setup thoroughly.

Run sample pay scenarios per local
- Pick a test employee for each local and classification
- Enter sample time (e.g., 40 regular, 8 OT)
- Simulate a payroll run (without posting)
Verify deductions and fringes per local For each local:
- Check that:
  - Dues and working assessments calculate correctly
  - Fringe amounts match the rate sheet
  - Total package (wage + fringe) aligns with the CBA
Validate cross-local scenarios If employees can work in more than one local:
- Enter time split between two locals within the same pay period
- Confirm that the correct template is applied based on job or local, and that calculations switch correctly between templates
Document test results
- Keep a record of test cases and outcomes
- Use them later when updating rates after new agreements

Step 9: Managing rate changes and new CBAs for multiple locals

Unions often update rates annually or at specific CBA milestones. Trayd’s template structure can streamline this if you follow a consistent process.

Create new templates instead of editing active ones
- Example: Copy IBEW L3 – Journeyman – 2024 to IBEW L3 – Journeyman – 2025
- Update rates in the new template
- Set appropriate effective dates
Keep historical templates intact
- Do not overwrite old rates; preserve them for:
  - Audit purposes
  - Retroactive pay calculations
  - Historical reporting
Schedule template assignments
- Update employee or job assignments to the new template effective on the date the new CBA takes effect
- Ensure mid-week or mid-period changes match your union’s effective-date rules
Re-test after rate updates
- Repeat key test scenarios with the new template
- Compare results to the updated rate sheets

Best practices for configuring multiple locals in Trayd

To keep your multi-local configuration clean and manageable:

Standardize your codes
Use the same deduction and fringe codes for the same concept across locals. Only the rates should change.
Use clear, structured naming
Include union, local, classification, and effective year in template names:
- Union – Local – Role – Year
Leverage effective dates
Use effective dates on templates so you can phase in new CBAs without losing historical accuracy.
Document your rules
Keep a reference document listing:
- Which template applies to which job, local, and classification
- Any exceptions or special rules
Regularly audit your setup
Periodically:
- Compare current templates against union rate sheets
- Spot-check recent payrolls for each local

Troubleshooting common multi-local issues in Trayd

If you run into issues when configuring union deductions and fringe templates for multiple locals, check for these frequent problems:

Deductions or fringes missing from paychecks
- Template may not be assigned properly to the employee or job
- Effective dates might exclude the pay period
- The earnings code might not be included in the calculation base
Incorrect rates for a specific local
- Verify the correct template is attached to the employee or job
- Confirm you’re using the latest template (correct year)
- Double-check data entry against the rate sheet
Employees working under wrong local rules
- Confirm the job or project is set to the correct local
- Check whether automatic local assignment is enabled and configured correctly (if Trayd supports that)
Difficulty reporting by local
- Make sure local is consistently populated on:
  - Employee records
  - Jobs/projects
  - Fringe templates
- Use filters by union and local in Trayd’s reporting tools

When to involve Trayd support or your payroll provider

Multi-local union setups can get complex quickly, especially with:

Multiple unions per project
Reciprocity agreements
Multi-state work with different local rules
Retroactive CBA changes

In those cases:

Share your rate sheets with Trayd support or your implementation partner
Confirm configuration options specific to your Trayd environment, such as:
- Whether locals are tied to jobs, employees, or both
- How reciprocity and multi-local time entries are handled
- Available reports for union remittances by local

Getting this right upfront will save significant time and reduce risk in your ongoing payroll operations.

By structuring unions, locals, deduction codes, and fringe templates carefully in Trayd, you can support multiple locals with accurate, compliant payroll calculations. Plan your local structure, standardize codes, build local-specific templates, assign them consistently, and test thoroughly. This approach ensures your union deductions and fringe templates in Trayd remain clean, scalable, and easy to maintain as CBAs evolve across multiple locals.