Pay Codes Table
The Pay Code table determines if pay codes are eligible for Time Entry, how employees access pay codes in Time Entry timecard pages, and how many supervisor approval levels are required for the time entered against each pay code.
The Time Entry System references employee Pay Rate and Leave records to determine the pay codes that appear when employees log in to the Time Entry timecard page.
This page focuses on the Pay Code table as it directly relates to Time Entry.
Menu Path
From the Human Resources menu, select Reference Tables. From the Payroll menu, select Pay Codes.
Time Entry Pay Codes
There are three categories of pay codes to consider when setting up Pay Code records for Time Entry:
Pay Codes associated with employee Pay Rates: You should define these pay codes so that they display by default upon Time Entry login.
Pay Codes associated with Leave Codes: These pay codes must be associated with the appropriate leave codes in both the Pay Code and Leave Code tables. Employees access these pay codes in Time Entry using the Add Other Time button, as long as the pay codes are linked to the leave banks.
Pay Codes that are not tied to leave codes but are available for all employees who use Time Entry: Employees access these pay codes through the Time Entry timecard page's Add Other Time button.
Pay Codes Tied to Pay Rates
Time Entry displays pay codes for pay rates based on the following settings:
On the General tab, set the pay code's Pay Type field to H - Hourly, D - Daily, or U - Per Unit Rate.
On the Payroll tab's Other Payroll Factors section, set the Time Entry Allowed field to Y - Assoc (Associated) Time Entry, and assign the required supervisor approval level for the pay code in the Approval Level field.
As long as employees have the pay code defined in an active Pay Rate record, the pay code is available by default when they log into Time Entry Record.
Pay Codes Tied to Leave Codes
Time Entry allows employees to record their leave time against a leave code based on the following setup:
The leave code must be tied to a pay code in both the Leave and Pay Code tables.
On the General tab, set the pay code's Pay Type field to H - Hourly, D - Daily, or U - Per Unit Rate.
On the Payroll tab's Other Payroll Factors section, set the Time Entry Allowed field to Y - Assoc (Associated) Time Entry, and assign the required supervisor approval level for the pay code in the Approval Level field.
The pay code and, indirectly, the leave code are available for all employees who have the leave code defined in their Leave records. To charge time against the leave bank, the employee uses the Time Entry timecard page's Add Other Time button.
Any Other Pay Codes
You can set up a pay code for all employees if the pay code is not tied to a leave code or pay rate.
On the General tab, set the pay code's Pay Type field to H - Hourly, D - Daily, or U - Per Unit Rate.
The Time Entry Allowed field must be set to O - Other Time Entry.
The required supervisor approval level must be set in the Approval Level field.
The pay code is available for all employees using Time Entry. It is accessed through the Time Entry timecard page's Add Other Time button. For related details, refer to the following section in Payroll Tables: Pay Code Table.
Maintaining Pay Codes in Human Resources
Under Human Resources, select Reference Tables
Under Payroll, select Pay Codes.
In the Search Criteria section, enter criteria identifying the records to list, and then Select Find. To run an advanced search, use the Advanced button.
In the List section, select the desired record, and then Select (OK).
Select the Payroll tab to display the Other Payroll Factors section.
In the Time Entry Allowed field, select the desired field
Select Y - Assoc Time Entry to allow the pay code to be associated with either a pay rate or a leave code
Select O - Other Time Entry to allow this pay code to be display to everyone or only those employees in specified departments.
Selecting N - Not Time Entry will deny the pay code from being used in the Employee Timesheet system.
In the Approval Level field, set the approval level required by a supervisor to approve a record with time using this pay code.
If the supervisor's approval level (as defined in user maintenance) is greater than or equal to the paycode approval level, the system allows full approval of the timesheet.
If the supervisor's approval level is less than the pay code approval level, the system marks the timesheet with the supervisor's approval level.
You cannot post the timesheet until approved by a supervisor whose approval level is greater than or equal to the pay code setting.
Select Department Links to display the Department Linking page.
Link departments with an Employee Timesheet pay code and restrict its use to specified departments.
The Time Entry Allowed field must be set to O - Other Time Entry to enable this option.
Linking pay codes to leave codes
Under Human Resources, select Reference Tables.
Under Payroll, select Leave Codes.
In the Search Criteria section, enter criteria identifying the records to list, and then Select Find.
In the List section, select the desired record, and then Select OK.
In the Leave Data section, Select Pay Codes to display the Linked Pay Codes page.
On the Linked Pay Codes Page, link a pay code to a leave code. This will allow the Employee Timesheet system to access the employee leave bank and determine what pay codes can be used by an employee.
The Time Entry Allowed field in the paycode must by set to Y to enable this option.