Paycode definition

For more information about pay codes, see About paycodes.

Navigate to Administration > Application Setup > Pay Policies > Pay Codes > Pay Code Definition.
Click Tap New to create a new paycode or select an existing paycode and click tap Duplicate or Edit.
Enter or edit the name, short name, and code number.
Select the Type: Standard, Duration, or Cascading.
For Standard pay codes, select:
- Hours pay codes — Adjust either the Multiplier (multiplies the hourly rate for the employee times this amount) or the Add (adds a specific dollar amount as entered to the employees timecard for this code) to the required amount. One or other of these are used.
- Money pay codes — Define a money pay code for activities such as a bonus or commission or to be used as a wage pay code for historical corrections.
- Days pay codes — Select the applicable pay code from the Associate with pay code drop-down list.
For Duration pay codes: (Duration pay codes only use the Hours units.)
- Select the work rule from the drop-down list.
- (Optional) Select Use for Auto-Resolved Exception and select from the following:
- Requires Approval — Select to require manager approval of an auto-resolved exception.
- Unjustified auto-resolved exception counts as worked — Select to have a holiday credit rule count auto-resolved, unjustified time as worked. An Unjustified auto-resolved exception counts toward holiday credit only unless, or until, it is justified. However, if the pay code that is used to justify the missing time has the Justified auto-resolved exception counts as worked check box selected, the exception counts toward holiday credit even though it has been justified.
- Justified auto-resolved exception counts as worked — Select to have a holiday credit rule count auto-resolved, justified time as worked. The exception must be justified to count toward the holiday rule.
- If applicable, select Always process duration as separate shift.
- In the Totals Pay Code Replacement area, select the intermediate and replacement pay codes.
- See Duration paycode configuration options for information on configuration options for duration paycode edit behavior.
For Cascading Pay codes, select:
- Days, and then select the applicable pay code from the Associate with pay code drop-down list.
- Hours, and then adjust either the Multiplier (multiplies the hourly rate for the employee times this amount) or the Add (adds a specific dollar amount as entered to the employee's timecard for this code) to the required amount.
For Tag, select a pay code tag from the list in the Name column. You can add multiple pay code tags. For more information, see Pay Code Tag.
Fill out the fields as necessary in the General tab and the Weighted Average Calculation tab.
Click Tap Save & New or Save & Return.

General tab

In the Suite Wide Options section, determine whether any of the items should turned off. By default, all these items are set to selected when a new pay code is created. The suite-wide options determine where the pay code will be viewable by employees or managers.

Visible in the main area of the Timecard and Schedule, On Hours summary tab in Schedule, My requests, and in associated reports
Visible on Totals tab in Timecard
Visible in Dataviews & Reports
Note: This setting determines the value of the Visible in Dataviews & Reports data column as True or False. This data column can be used to filter Dataviews and reports to include only those pay codes with a value of True.

In the Time and Attendance Options section, determine whether any of the selections (other than the first which is on by default) should be applied.

Visible in Totals columns of Timecard's main area (selected by default)
Edits count towards overtime limits - Select if this pay code should help employees reach overtime goals
Edits count towards Consecutive Day OT - Select if this pay code should help employees reach a consecutive day OT goal
Edits Excuses Absence - Select if this pay code will excuse absence. Pay codes such as Sick, or Vacation are generally set to excuse absence
Edits repeat on scheduled days until canceled - Select if the edit being performed for this pay code should be repeated for the employees scheduled time until manually canceled. An example of this would be a short term disability pay code, or leave pay code.

In the Scheduling Options section:

Add pay code amount to Scheduled Hours Type — Select a Scheduled Hours Type from the drop-down list.

Note: If None is selected, the pay code amount is treated as Productive and is included in the sum of daily scheduled hours.

Add segment tag to open shifts — Select a segment tag to associate with the pay code. When a pay code edit with this pay code is added that results in an open shift being created, the segment tag configured for this pay code is automatically added to all the segments — except for breaks — of the open shift.

This enables open shifts to be tagged, alerting the manager that the open shift was created for a particular reason — such as vacation or sick leave — and needs to be filled immediately.

The segment tag is added to the open shift segments when the associated pay code is added by any method that results in the creation of an open shift, such as:

Add Paycode in the Schedule Planner or Staffing
Enter Time Off in the Schedule Planner
Paycode Quick Action in the Schedule Planner or Staffing
Time-off requests by employees in My Calendar

Edit affects availability to be scheduled — Select if this pay code affects an employee's availability to be scheduled. The system changes the employee's availability on the day impacted by the pay code edit and marks them as unavailable in the Schedule Planner.

When an absence pay code with this option configured is selected in the Add Pay Code or Edit Pay Code panel in the Schedule Planner, two unavailability options — Unavailable Start Time and Unavailable Amount — are displayed to enable the manager to customize the start time and duration of the employee's unavailability.

In the Healthcare Productivity Options section:

Note: Only for Healthcare Productivity. For details, see Configure Labor for Healthcare Productivity.

Select neither option (default) if the paycode is used in both the Timekeeping and payroll systems. Analytics counts the paycode toward hours and money metrics when it is in the timekeeping data or payroll feed.
If the paycode is not used in both systems, select one of the following:
Payroll Only — The paycode is used only by the payroll system and counts towards paycode hours and money metrics when it is in the payroll system feed.
Timekeeping Only — The paycode is used only by the timekeeping system and counts toward paycode hours and money metrics only when it is in the timekeeping data. Analytics does not expect the paycode to be in the payroll system feed.

In the Analytics Adjustment Options section, select Adjust (net) hours and cost for overtime paycode. The adjustment is defined in the overtime paycode.

Example: Add an overtime (OT) adjustment of half of (0.5x) or the full (Reg) (1.0x) base pay rate.

In the Analytics Mapping Category Assignment table:

Note: Only for Healthcare Productivity. For details, see Configure Labor for Healthcare Productivity.

In Paycode Mapping Category, select a mapping category.
Caution:
You can configure mapping categories in either of the following locations:
- Administration > Application Setup > KPI Builder > Mapping Category Definition. For details, see Create a custom mapping category.
- Administration > Application Setup > Pay Policies > Paycodes > Paycode Definition > Analytics Mapping Category Assignment.
To avoid inconsistency or errors, make sure to configure mapping categories in only one of these locations.
(Optional) Select Cost Only Switch to include only cost (money) and exclude hours from the paycode.
To assign another mapping category, click tap the plus sign and select another category.
Caution: Do not create contradictory or counterproductive combinations of mapping categories. Example: Productive and Non-Productive categories for the same paycode.