Pay Codes

The General tab displays basic information about the pay code.

Field definitions

• Active: Determines whether the pay code is available to users to select from drop-down menus, such as when submitting a request.

  This setting can be toggled as needed. For example, when setting up a new pay code, you can keep it hidden from users until you are ready. Or you may have seasonal or emergency-use pay codes that are used only in certain situations, and you can make these visible or hidden whenever needed.

  When set to No (inactive), users cannot see or select the pay code. However, the pay code is still usable in other manager and administrative functionality, such as payroll processing, reporting, Retro Calculator jobs, authorization role data access, handling requests and exceptions, replicating pay codes, union code exclusions, etc. An exception to this is on the Schedule screen; a transaction with an inactive pay code cannot be cut, copied, or swapped.

  If a pay code was active and used by users, and then made inactive, the transactions and requests that used the now inactive pay codes are still visible to users but are read-only. Users cannot edit transactions or requests with inactive pay codes.

• Amount (Dollars): The dollar amount awarded with this pay code, when the pay code equation includes an Amount value.

• Attendance Code: The Attendance+ code that is associated with this pay code, if applicable.

• Code: The alphanumeric short name or abbreviation for this pay code.

• Classification: The classification of this pay code, used for reporting purposes (for example, Non-productive, Other, Productive, or Supplemental).

• Description: The label describing this pay code.

• Display Priority: Numeric value that sets the order that these pay codes are displayed on the Time Card Reports and the Hours Worked summary, which is accessible from the Load More option in the Employee Navigator pay period list. The lower the number, the closer to the left of the report/screen the pay category appears.

  Note  

  The Time Card Report can detail up to 9 pay categories in the Clocking Summary section. If more than 9 pay categories are displayed for an employee, the additional pay categories accumulate in the MISC column in the report and are detailed in the Pay Code Summary section of the report.

• Display Type: Indicates the pay category to be displayed on reports and Time Card Screen views (for example, Hours, Dollars, or Units).

• Displayed in Summary: Determines if this pay code is included in the Time Card Report summaries and the Hours Worked summary, which is accessible from the Load More option in the Employee Navigator pay period list.

• Factor Code: The identification code of the factor used in the equation with this pay code. The factor code options that display on the Field Look Up Values depend on the option selected in the Factor Target field.

• Factor Target: The labor distribution where this factor can be assigned for example, job class, position, organization unit, or shift. This Target is selected in the Factors screen.

  For example, if this value is set to Job Class, the options that display in the Factor Code field are those that were set up on the Factors screen with the Target field set to Job Class.

  Tip  

  The identification code of the factor used in the equation with this pay code. The factor code options that display on the Field Look Up Values depend on the option selected in the Factor Target field.

  Note  

  For more information on setting up factors, see Configuration > Time and Attendance > Factor.

• Number: A numeric value identifying this pay code, used with input devices.

• Organization Unit: Select the appropriate code for this field. The number of organization unit levels available and the organization unit names displayed depend upon the corporate structure.

• Overtime Accumulation Method: Defines the method of accumulation of this pay code towards overtime calculations.

• Pay Code Equation Code: The code indicating the equation used for calculating pay for values associated with this pay code. For example, an overtime pay code might have an equation of (Hours x Rate x Factor) while a shift differential pay code might have an equation of (Hours x (Rate + Factor)).

• Type: Determines the category of pay this pay code awards (for example, Hours, Dollars or Units).

The Report Assignments tab displays options for including the pay code in specific categories within reports. A pay code can be included in multiple report assignment categories.

For each option, indicate Yes or No whether to include the information for this pay code in the category.

The LaborView Categories determine which categories this pay code should accumulate into when viewing the LaborView reports. Pay codes can be included in multiple LaborView categories.

For each option, indicate Yes or No whether to include the information for this pay code in the LaborView.

Displays indicator settings for this pay code as they relate to system values, time and attendance, and schedule processing.

Displays parameter settings for this pay code as they relate to system values, time and attendance, and schedule processing.

The User Defined Categories are used to indicate whether hours for this pay code should be included in the specific category on the Time Card Report and Time Card Summary. Pay Codes can be included in multiple User Defined Categories.

For each option, indicate Yes or No whether to include the information for this pay code in the category.

Opens a screen to view edits made to the record.

To add a new pay code, complete the following steps.

1. Navigate to Configuration > Time and Attendance > Pay Code.

2. Under Actions, click Add.

3. Enter the appropriate information to identify this pay code record.

4. Select the LaborView Categories, Indicators, and Parameters tabs and configure the fields on each, as needed.

5. Click Save.

6. As needed, select the Pay Code Sections to continue configuring the pay code.

If a single pay code is needed that is similar to another pay code, the existing pay code can be replicated (copied) and modified. This is easier than creating a new pay code and setting all the indicators and parameters each time.

To replicate an existing pay code, complete the following steps.

1. Navigate to Configuration > Time and Attendance > Pay Code.

2. Search for and open the record of the pay code that is to be replicated.

3. Click the Replicate button in the left pane.

   A copy of the pay code is created.

4. The Code of the pay code must be updated to make it unique within the organization unit.

   The Description can also be changed.

5. Click Save.

   A new pay code record is created with all the same values set up on the tabs and section buttons as the original pay code.

6. Modify any of the settings for this new pay code on the tabs or section buttons.

7. Once all the updates have been made, click Save again to save the record.

Authorized users can use the Replace feature to update multiple selected records at the same time with the same field information or the same indicator and parameter values.

1. Navigate to Configuration > Time and Attendance > Pay Code.

2. Search for all the records to be updated.

   Multiple searches can be done to build a results list.

3. From the search results, select all the pay code records that you want to update.

4. Under Actions, click Replace.

   A screen is displayed with all fields showing as read only.

5. Select the boxes next to the fields to be updated, which enables the fields for editing.

6. Enter the new or updated information in the fields.

7. Select the tabs and update the fields on each, as needed.

8. Optional. To reset all the values back to the previously saved ones, click Reset.

   Note  

   Once the updated fields have been saved, the values cannot be reset to the previous values.

9. Click Save.

   All selected records are now updated with the new information replacing the old information in the selected fields.

Pay codes can be copied from one organization unit to another. The settings on all the sections and tabs of the original pay codes will be copied to the new pay codes. The code, description and/or the number can be modified, if desired, within the wizard. Any other attributes can be modified by opening up the new pay codes.

To copy pay codes to a different organization unit, complete the following steps.

1. Navigate to Configuration > Time and Attendance > Pay Code.

2. Search for pay codes in the source organization unit.

3. Select the box to the left of each pay code that is to be copied.

4. Click Copy in the left pane.

5. Select the New Organization Unit Destination option.

6. Enter the organization unit these pay codes should be copied TO.

7. Click Next in the left pane.

   A listing of the pay codes being copied is displayed.

8. Click Next in the left pane.

   A listing of the pay codes being copied is displayed.

9. Click Finish in the left pane.

   To modify any of the values in the new records, open the records and make any changes.

Pay codes can be copied and added to the same organization unit as the original codes. For example, if the organization unit has a set of pay codes for regular hours and a matching set for on-call hours, these pay codes can be copied and modified without having to create each code individually. All the attributes of the original pay codes are also replicated, including values set up on all sections and tabs.

To copy pay codes within the same organization unit, complete the following steps.

1. Navigate to Configuration > Time and Attendance > Pay Code.

2. Search for the pay codes to be copied within the organization unit.

3. Select the box to the left of each pay code that is to be copied.

4. Click Copy in the left pane.

5. Select the Use Current Organization Unit as Destination option.

6. Click Next.

   A listing of the original pay codes being copied is displayed.

7. Update the Code and Number for each pay code so that they are unique within the organization unit. The Description can also be modified.

   Note  

   The code and number must be updated or else an error message is generated. No pay codes will be copied until all names and numbers are unique.

8. Click Finish in the left pane.

   If any of the attributes of the pay code should be modified, open the copied pay codes and modify them. For example the copied pay codes might require different indicator or parameter settings.