Add a pay code

Use the Pay Code Quick Action A tool that allows simple schedule edits to be made more easily, particularly when the same action must be taken on several items to insert default values for a selected pay code, with start and end times that correspond to the shift you replace:

1. ClickTap Quick Actions to open the Quick Action bar.
2. ClickTapPay Code .
3. Select the pay code type from the menu.
4. ClickTap the shift you want to replace.
   • The pay code automatically replaces the entire duration of the shift with a pay code of the same duration.
   • The system automatically creates an open (unassigned) shift with the same start and end times as the replaced shift.
5. Click Tap additional shifts as needed to replace them with the same pay code.
6. ClickTapPay Code again to deactivate the quick action.
7. Save your changes.

Note: You cannot replace an empty cell, a shift segment Parts of shifts that are assigned to a job in the business structure, either primary or transfer jobs., a locked shift or a shift during a locked or signed-off day.

Use the Pay Code action that is available from different glances to access all options for creating a pay code.

1. Right-clickTap an employee, a shift or an empty date cell. The corresponding glance (also known as a contextual call-out) Provides information and actions in a dialogue box for an item on the screen when the user right-clicks or taps the item. appears.
2. ClickTapPay Code . The Pay code panel appears.
3. Depending on which entity you first right-clickedtapped, different options are available. Default options appropriate to the context are provided. Modify any default option as required:
   • Effective date – Select the Effective Date to define when to apply the paycode A category of time or money that employees earn, for example, Regular Hours, Bonus, or Sick..
   • Paycode type – Select the Paycode type. There are two basic types:
     • Time-based paycodes are based on a value for time (duration). This time may be interpreted or converted to an amount of money at some point, but the base variable is always time, not money. Example: An employee misses a scheduled shift because of illness. A time based pay code ties the amount of pay to the number of hours of work missed.
     • Money-based paycodes are defined as an amount of money. This amount is not tied to time. Example: An employee receives a fixed amount of money as a bonus.

     The following terms may apply:

     • Symbolic amounts Instead of entering a specific amount for a pay code, a symbolic amount lets users enter a value such as full day, which translates to the number of hours in your shift. Other default symbolic amounts include half day, 1st half day, and 2nd half day. can be used to define time values based on shift length.
     • A cascading paycode is in a dependent relationship with another paycode. It can only appear when that pay code is first applied. Typically this is when there are inadequate accruals for given pay code. The missing accruals are then removed from the accruals for the cascading pay code.
   • Start time – Enter the Start Time to define the time of day.

     Note: For money-based pay codes, this setting only controls where the pay code appears in the Gantt view A type of bar chart that shows a schedule in a calendar view with employees, groups, and jobs; summary totals; and a vertical "today" line..

   • Time-based paycodes – You must define a Duration. Selecting a symbolic value The sum of a symbolic source and at least one duration amount that employees can select when they request time off. tells the system to automatically calculate the duration.
     • Full or Half Schedule Day – The sum or half of the sum of all shifts during the day. Selectable even if the employee has no shifts; if so, the amount is 0:00. Full Schedule Day accounts for breaks, shift differentials, and overtime.
     • Full or Half Pattern Day – The sum or half of the sum of all shifts of all patterns associated with the employee on that day. The Amount dynamically updates after changes to the pattern. Selectable even if the employee is not associated with a pattern; if so, the amount is 0:00.
     • Full or Half Contract Day – The sum or half of the sum of all shifts of all contract groups associated with the employee. The Amount dynamically updates after changes to the contract group. Selectable even if the employee is not associated with a contract group; if so, the amount is 0:00. Full Contract Day accounts for breaks, shift differentials, and overtime.

     Specify Amount allows you to enter a duration as Amount Hours (hh:mm).

   • Money based paycodes – Specify the Amount of pay.
   • Define overrides
     • If the pay code edit replaces a shift, select Override shift. For example: Set a Time Off pay code to override a shift.
     • You can override a whole shift or a partial shift.
     • Whole Shift removes the shift and replaces it with the pay code.
     • Partial Shift creates a segment within the existing shift or segment, and replaces that part of the shift with the pay code.

     • Note: If an employee has more than one scheduled shift during a day, a pay code edit overrides only the first shift that day. To change this default override, your system administrator can configure pay codes to override all shifts on a day.

     • If Override Shift is selected, Create Open Shift A shift that is scheduled for a job, but no employee is assigned to work it. is also selected by default.
     • When you apply a pay code with Create Open Shift selected, the system creates an open shift with characteristics identical to the shift or the portion of a shift that was replaced by the pay code. If you do not want the system to create an open shift, clear the Create Open Shift option.
     • If you want to apply the pay code in addition to the shift, clear the Override Shift option.
     • Override Shift is selected by default. Your system administrator can set this option to be cleared by default. To add a pay code to a day containing a shift, do not override the shift.
   • Custom unavailability

     For absence pay codes that have been configured to affect an employee's scheduling availability, two unavailability options are displayed that enable you to customise the start time and duration of the employee's unavailability.

     Note: These options are only available when the pay code definition configuration has the Edit affects availability to be scheduled option selected in Application Set-up > Pay Policies > Pay Code Definition.

     • Unavailable Start Time – Displays the time that the employee's unavailability begins.

     If there is a scheduled shift on the day, the default value is the shift Start Time. If there is no scheduled shift on the day, the default value is 12:00 AM.

     To specify an Unavailable Start Time other than the default, enter a value from 00:00 to 24:00.

     For unscheduled days, when in the Gantt View viewing a 48-hour period, if you click on a specific time in the schedule cell, the Add Pay Code panel displays that selected time as the pay code Start Time and the Unavailability Start Time.

     • Unavailable Amount – Displays the duration (HHH:mm) from the Unavailable Start Time that the employee is unavailable for scheduling.

     The default value is 24:00 hours.

     To specify an Unavailable Amount other than the default, enter a value from 0 to 168 hours.

     Availability Restoration and Overrides

     When you delete an absence pay code for an employee, the unavailability that was created with the Unavailable Start Time and Unavailable Amount options is removed and the employee's availability that was in place when the pay code was created is restored.

     Example

     • Employee's availability on the day exists: Preferred Availability 12 AM to 12 PM
     • Pay code with unavailability is created on the same day: Unavailable Start Time = 12 AM; Unavailable Amount = 14 hours.
     • Pay code is subsequently deleted: The pay code with related unavailability is deleted and the original availability – Preferred Availability 12 AM to 12 PM – is restored.

     However, if an availability override was done on the affected dates after the pay code was created, then the employee's previous availability that was in place when the pay code was created is not restored and the availability override is retained.

   • Comments and notes

     If you need to include some additional information, you can create a comment or a note. Click Tap Comment to choose a configured comment from the list that appears and add it to the Paycode. Type in the Note text box to add a personalised note to the comment.

   • In Transfers, select:
     • Business Structure Represents the logical structure of an organization as it concerns staffing. It contains a hierarchy of locations that contain jobs to which an employee may be assigned. – Select New, then select or search for a location transfer from the Business Structure. Access to perform transfers in the Business Structure must be enabled.

     • Payer Cost Centre – Select New, then select or search for and select a cost centre. Access to perform a Cost Centre transfer must be enabled.

     • Labour Category – Select the labour category that you want to transfer, select or search for the labour category entry. Access to perform a Cost Centre transfer must be enabled.

4. (Optional) Enter the number of consecutive days to Repeat the pay code. This value is in continuous days and does not skip holidays or weekends.
5. (Optional) select Comment to choose a Comment from the list of configured comments, and add it to the pay code. Type in the Note text box to add a personalised note to the comment.
6. ClickTapApply.
7. Save your changes.

Units change according to the type of pay code:

• For days (d.dd), enter a number between -1 and 1, or select a symbolic value.
• For money, enter a positive or negative number.
• For hours (hh:mm), enter a positive or negative number, or select a symbolic value.
• For cascading days, enter a number between 0 and 1. Not available from the By Employment Terms Legal contracts between employer and employee. When scheduled to work hours differ from the hours in their contract, the pay rules of the employees determine the impact on pay. view.