Pay Code Table

Use this table to add, change, delete, and print Pay Code records. Pay codes are used to maintain each type of pay your organization supports, such as regular and contracted salaries, daily and hourly wages, overtime pay, and special pays. These records enable you to accurately project salary expenses for the budget year.

The Pay Code Table report includes pay codes, titles, pay types, rates, account numbers, subject to FICA and Workers' Comp flags, benefit exemptions, and special pay frequencies. The report's default file name is ppaytabl.rpt.

For the steps for adding, updating, deleting, and printing table records, refer to Table Options and Procedures.

Menu Path: Personnel Budgeting > Reference Tables > Reference Tables > Pay Code Table

Note
If your account structure needs to be changed in accordance with the Every Student Succeeds Act (ESSA), refer to the PowerSchool ERP Human Resources and Payroll Every Student Succeeds Act Fiscal Year-End Checklist for details on updating Deduction, Pay Code, and Tax tables with new year information.

The Pay Code Table Page includes three tabs: General, Taxes/Exemptions, and Payroll.

General Tab

The General tab includes the following fields:

Fields	Description
Pay Code	Code identifying employee pay categories, such as salaries, hourly pay, and overtime. Pay Code records are numbered from 001 through 999. The sequence 090 through 099 is reserved for Leave Without Pay records, which do not apply to budgeting. Character/3
Title	Title or description of the pay code. Character/25
Pay Type	Designates a rate’s pay type, such as hourly or per period. The codes used in this field work in conjunction with the pay methods entered in pay rate records, which reference similar information in terms of how often employees are paid and how their pay is calculated. Select: D - Daily - Calculates pay based on the daily amount entered in the pay rate’s Pay Rate field. H - Hourly - Bases pay on the hours entered on timecards. Personnel Budgeting projects the annual pay using the hours worked and hourly rate from the pay rate record. P - Per Period Rate - Refers to pay for a defined period, such as a weekly or bi‑weekly salary. The following are amount pay types, which cannot be used in Personnel Budgeting and must be converted: S - Special Amount - Used in payroll processing for scheduled employees who receive special pays. In Personnel Budgeting, you can convert these by entering the number of times the pay will be issued in the pay code’s Number of Special Pays field. Then, in the employee rate record, enter the pay codes and amounts for each special pay. A - Timecard Amount - Bases pay on an amount entered on the timecard. In this case, you must change the code’s pay type to P - Per Pay Period. Then, in the employee rate record, enter the number of times the pay is issued in the Pays/Year field and specify the amount in the Pay Rate field. In most cases, you do not need to change the pay code or employee rate record for these types:
Rate	Multiplier for calculating overtime, shift differential premiums, and other percentage increases. The field also allows entering a per unit rate. If regular pay is the only pay that applies, enter 1.0000 (100%). For percentage‑based entries, add the percentage to the regular pay multiplier. For example: Time‑and‑a‑Half Overtime 1.0000 + 0.5000 Enter 1.5 5% Shift Premium 1.0000 + 0.0500 Enter 1.05 For unit pays, enter the amount paid per unit. For example, if an instructor receives $75 for teaching a seminar, enter 75.00. The highest amount that can be entered is 999.9999.
Account	Number identifying the account used for distributing budgeted salary charges. When the budgeted salary is distributed, the account entered here overrides the default distribution from the employee’s Pay Rate Information page. To use the default distribution, leave this field blank.

Taxes Or Exemptions Tab

The Taxes/Exemptions tab includes the following fields. Also note the presence of the Additional Exemptions button, as outlined in the description of the Exempt Deductions field.

Field

Description

FICA

Code specifying whether the pay is subject to FICA and Medicare taxes.

Select:

F - Subject to FICA/Medicare
M - Medicare Only
P - From Primary Rate
N - Not Subject

For details on FICA taxes, refer to FICA Table.

Exempt Deductions

Codes identifying benefits that should not be used in budget calculations because their amounts are determined as a percentage of the gross wages. Only benefits with percentage benefit methods (P - % from table record and R - % from employee record) apply to this section.

Leave the fields blank to allow all percentage benefits to be calculated.
To exempt all percentage benefits, enter an asterisk in the first field.
You can list up to 18 codes in these fields. To enter additional codes, click the Additional Exemptions button to display the Additional Exemptions page. You can select up to 22 codes in this page. Click OK to return to the Taxes/Exemptions tab.

Payroll Tab

This tab includes two additional fields for entering settings used in calculating payroll costs.

Field

Description

Subject to Workers’ Comp

Checkbox indicating whether the employee’s earnings for this pay code are used in Workers’ Comp calculations. Select the box if employee earnings as are subject to Workers’ Comp premiums. Leave the field blank if Workers’ Comp does not apply.

Number of Special Pays

Number of times a special pay is issued during the budget year under this pay code. This field only applies to pay codes that are used to issue special pay, that is, codes with the S - Special Pay pay type. For all other pay types, leave the field blank.

For example, if a special pay is issued once a month during a budget year, enter 12. Budgeted amounts for special pay are calculated by multiplying the pay amount times the number of special pays.