Add a paycode

Select the assignment for which the paycode is to be applied.

The employee's default assignment — which is the highest ranked assignment that you have access to through your organizational set in your Employee Group and based on the selected location — is pre-selected when adding a paycode. However, if you add a paycode that overrides a scheduled shift, the paycode is automatically applied to the assignment associated with the shift.

When editing a paycode, the existing assignment associated with the shift is pre-selected.

If Whole Day is selected and a specific shift was not pre-selected:

• The paycode edit amount will be the sum of all the shifts on the day.
• The paycode start time will be the start time of the first shift on the day.
• All shifts on the day will be overridden and changed to open shifts.

If Whole Day is selected and a specific shift was pre-selected:

• The paycode edit amount will be the sum of all the shifts on the day.
• The paycode start time will be the start time of the selected shift.
• All shifts on the day will be overridden and changed to open shifts.
• If you select Override Shift > Partial Shift, all intersected portions of shifts will be overridden. If you select Override Shift > Whole Shift, all shifts are overridden. However, if the Duration is set to Full Schedule Day, all shifts on the day are overridden regardless of whether Override Shift > Partial Shift or Override Shift > Whole Shift is selected.

If Selected Shift is selected:

• The paycode edit amount will be the amount of the selected shift.

  In the Add Paycode panel, all shifts on the day are listed. You can select a different shift if desired.

• The paycode start time will be the start time of the selected shift.
• The selected shift will be overridden and changed to an open shift. All other shifts are left intact.

• If you select Override Shift > Partial Shift, only the portion of the paycode edit that intersects the selected shift will be overridden. If there is no intersection, no override occurs.

• 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 paycode 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 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 paycode is first applied. Typically this is when there are inadequate accruals for given paycode. The missing accruals are then removed from the accruals for the cascading paycode.

• 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).

• If the paycode edit replaces a shift, select Override shift. Example: Set a Vacation paycode to override a shift.
• You can override a whole shift or a partial shift.

  Whole Shift removes the shift and replaces it with the paycode.

  Partial Shift creates a segment within the existing shift or segment and replaces that part of the shift with the paycode.

  Note: If an employee has more than one scheduled shift during a day, a paycode edit overrides only the first shift that day. To change this default override, your system administrator can configure paycodes to override all shifts on a day.
• If Override Shift is selected, Create Open Shift is also selected by default.

  When you apply a paycode 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 paycode. If you do not want the system to create an open shift clear the Create Open Shift option.

• If you want to apply the paycode 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 paycode to a day containing a shift, do not override the shift.

Select Assign Breaks to have breaks automatically added in the shift based on the employee's configured Automated Break Placement rules.

(Optional) Enter the number of consecutive days to Repeat the paycode. This value is in continuous days and does not skip holidays or weekends.

• For absence paycodes that have been configured to affect an employee's scheduling availability, two unavailability options display that enable you to customize the start time and duration of the employee's unavailability.

• Note: These options are available only when the pay code definition configuration has the Edit affects availability to be scheduled option selected in Application Setup > 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 Paycode panel displays that selected time as the paycode 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 paycode 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 paycode was created is restored.

Example

• Employee's availability on the day exists: Preferred Available 12 AM to 12PM
• Paycode with unavailability is created on the same day: Unavailable Start Time = 12 AM; Unavailable Amount = 14 hours.
• Paycode is subsequently deleted: The paycode 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 paycode was created, then the employee's previous availability that was in place when the paycode was created is not restored and the availability override is retained.

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 personalized note to the comment.

• Business Structure — 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.

  Depending on your access rights, the jobs that display when you select Add Business Structure in the Transfer panel may only be employee-centric organizational jobs. These are the jobs that are included in the employee's transfer set, any additional jobs specified in the Manager Additions (configured in People Information), and the employee's primary job. This ensures that you select a job that is applicable for the employee.

  Note: If you selected multiple employees, the list of available jobs that displays are those that are included in the job transfer set of the first selected employee and any additional jobs specified in the Manager Additions. If you choose a job that is not in a selected employee’s job transfer set or Manager Additions, that employee is not transferred.

• Payer Cost Center — Select New, then select or search for and select a cost center. Access to perform a Cost Center transfer must be enabled.

• Labor Category — Select the labor category that you want to transfer, select or search for the labor category entry. Access to perform a Cost Center transfer must be enabled.