Work with paycodes

Paycodes A category of time or money that employees earn, for example, Regular Hours, Bonus, or Sick. organize time (hours or days) or money that you earn, and identify spans of time for payroll purposes.

  • Duration paycodes are schedule- or hour-based and accrue time. For example, they can be used for vacation or sick time.
  • Money paycodes accrue monetary amounts. They can be used for a bonus.
  • Cascading paycodes charge or debit amounts across multiple accrual codes.
  • Cascading paycodes consist of a parent paycode and a number of children paycodes that are related to the accruals that the cascading edit cascades through. Only the parent cascading paycode appears in the timecard body. The cascade itself appears in the Totals tab.

Paycodes can be tracked as productive time or as non-productive time, which does not appear as totaled hours. Productive time can be included or not included in the total scheduled hours.

The way that you add or edit a paycode differs depending on whether you are using the table view or the list view.

  1. Click a Paycode cell, then select a paycode from the drop-down list. Note that you cannot add a paycode to a row that includes a punch The entries on a timecard that mark the beginning (in-punch) or end (out-punch) of a work interval, such as the beginning of a shift or transfer.. To add a paycode, click Add Row and enter the paycode on the new row.
  2. Enter one of the following in the Amount column:
    • For hour paycodes, enter the length of time in the appropriate format.
    • For money paycodes enter the amount.
    • For day-based paycodes, enter the days in the appropriate format.
    • If symbolic amounts Instead of entering a specific amount for a paycode, 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. are configured, you may be able to select Full Sched Day or Half Sched Day, the sum or half of the sum of all shifts during the day.
    • For part-time employees who are assigned an employment term that contains a Time Off rule, you can apply an average of recently worked, contracted, or scheduled time as the amount of a paycode edit for time-off. Enter Full Contract Day or Half Contract Day.
    • For duration paycodes, enter the time associated with the paycode in either of the following ways:
    • Enter the starting time in the In column and the ending time in the Out column.
    • Enter a symbolic amount, such as Full Sched Day or Half Sched Day, in the Amount column.
      • Note: If you enter a symbolic amount in the Amount column, the In and Out columns are disabled. If you enter an In and Out time and then enter a symbolic amount, the In and Out times are deleted, but the totals display using the In and Out times. Click Tap Calculate Totals to calculate the correct amount.
  3. Click Save .
  1. Select the appropriate day.
  2. In the detail panel, click Add Paycode.
  3. In the Amount panel, do the following:
    1. Select a paycode from the Paycode drop-down list.
    2. For hour or money paycodes, enter the appropriate value in the Amount field.
    3. For duration paycodes, enter the time associated with the paycode in either of the following ways:
    4. Enter the starting time in the Time field and the ending time in the End Time field.
    5. Enter a symbolic amount, such as Full Sched Day or Half Sched Day, in the Amount field.
  4. Click Apply and then click Save.

When changing paycodes, note the following:

  • The associated amount on each day is set to blank when you are changing paycode types.
  • Any comments associated with the amounts are applied to the new paycode type.
  • Any transfer associated with a paycode is kept and applied to the new paycode type.
  • If a paycode is changed to another paycode that is already in the week, the paycodes combine as long as the new amount entered is not on a day that the previously entered paycode has an amount (project timecard The type of timecard used by employees who charge time to projects instead of precise in and out times. only).
  • If a paycode is changed to another type and no new amount is entered, the paycode edit is deleted when you click tap Save.
  • If a paycode is changed to another type and then back to the first paycode, the previously entered data is lost and must be re-entered. However, if you click tap Cancel or Refresh before you click Save, the original data is returned.
  • When a paycode is changed to another type and an invalid amount is entered, the paycode edit is deleted when you click tap Save. However, if you enter multiple amounts, the valid amounts are saved when you click tap Save.

  1. Tap the appropriate day.
  2. In the detail panel, tap Add Paycode.
  3. In the Amount panel, do the following:
    1. Select a paycode from the Paycode drop-down list.
    2. For hour or money paycodes, enter the appropriate value in the Amount field.
    3. For duration paycodes, enter the time associated with the paycode in either of the following ways:
    4. Enter the starting time in the Time field and the ending time in the End Time field.
    5. Enter a symbolic amount, such as Full Sched Day or Half Sched Day, in the Amount field.
  4. Tap Apply. and then tap Save.

Delete all amounts for the paycode and click tap Save . You can also delete the entire row when you click tap Delete .

The project timecard is used by employees who charge time to projects and/or paycodes instead of entering precise in and out times.

  • A project is the consolidation of paycode and a transfer. A project always uses the Hours Worked paycode with or without a transfer. The user can also enter a paycode instead of a project. In the timecard, projects appear above the blue line and paycodes appear below the blue line.

    • If you do not add a transfer, your projects are listed as Home.

    If you transfer the project to a different business structure, work rule, cost center, or labor category, the transfer replaces "home" in the project name, for example:

    • ;;CC_Production
    • ;Administration;;; - Development

    You can add, edit, or delete projects in the project timecard.

    The way that you add a project differs depending on whether you are using the table view or the list view.

    1. Click Add New .
    2. In the Project panel:
      1. If you have more than one assignment, select the assignment for this project from the Assignment list.
      2. Select the paycode from the Paycode drop-down list. Hours Worked is selected by default. If you do not have access to Hours Worked, the first selection in the drop-down list is the default paycode.
    3. If necessary, select a transfer from the most recently used Transfer drop-down list or click the arrow to open the Transfer panel, where you can select a business structure, work rule, cost center or labor category.
    4. Click Apply.
    5. Enter the amount on the appropriate day or days.
    6. Click Save
    1. Select a day. The employee detail panel opens with the projects already used are listed in the Project Amount area. To apply time to one of these projects, enter the applicable time next to the project name and click tap Save.
    2. To add a new project, click tap Add Project.
    3. In the Project panel:
      1. If you have more than one assignment, select the assignment for this project from the Assignment list.
      2. Select the paycode from the Paycode drop-down list.
    4. Enter the amount.
    5. If necessary, select a transfer from the most recently used Transfer drop-down list or click tap the arrow to open the Transfer panel, where you can select a business structure, work rule, cost center or labor category. When finished, click Submit.
    6. Click Tap Apply.
    7. In the employee detail panel, click tap Save.
    1. Select a day. The employee detail panel opens with the projects already used are listed in the Project Amount area. To apply time to one of these projects, enter the applicable time next to the project name and click tap Save.
    2. To add a new project, click tap Add Project.
    3. In the Project panel:
      1. If you have more than one assignment, select the assignment for this project from the Assignment list.
      2. Select the paycode from the Paycode drop-down list.
    4. Enter the amount.
    5. If necessary, select a transfer from the most recently used Transfer drop-down list or click tap the arrow to open the Transfer panel, where you can select a business structure, work rule, cost center or labor category. When finished, click Submit.
    6. Click Tap Apply.
    7. In the employee detail panel, click tap Save.

    Note: All the projects listed in the previous pay period are listed by default in the current and next pay periods.

    The way that you edit a project differs depending on whether you are using the table view or the list view.

    If you have charged time to a project and need to apply the time to a different project:

    1. Right-click the project name.
    2. In the Project Actions glance (also known as a contextual callout) Provides information and actions in a dialog box for an item on the screen when the user right-clicks or taps the item.panel, click tap Edit .
    3. In the Project panel, select the new paycode and, as needed, a transfer.
    4. Click Tap Apply

    To change the amount charged to a project, you can just change the amount in the appropriate cel lor add an amount to another day. You can also edit an existing amount:

    1. Right-click the amount, and in the Paycode Actions glance panel , click tap Edit
    2. In the Amount panel, enter a new amount or select a symbolic value The sum of a symbolic source and at least one duration amount that employees can select when they request time off..
    3. Optionally, you can select the Override Accruals Days check box and enter the accrual code.
    4. Click Tap Apply.

    If you have charged time to a project and need to apply the time to a different project:

    1. Select the day that contains the project you need to change. The employee detail panel opens and displays the following information in the Project Amount area:
      • The project and hours charged on that day as well as any exceptions.
      • The projects defined but not yet charged on that day.
    2. To change or apply time to of these projects, enter the applicable time next to the project name and click tap Save. You can also click tap More Actions and select from the following:
      • Edit Project — The Amount panel opens where you can change the paycode, amount, or time, or make a transfer.
      • Delete Project — The project is removed from the list.
      • Add Comment — The Comment panel opens, where you can select a comment from the drop-down list and add one or more notes.
    3. Click Tap Save.

    If you have charged time to a project and need to apply the time to a different project:

    1. Select the day that contains the project you need to change. The employee detail panel opens and displays the following information in the Project Amount area:
      • The project and hours charged on that day as well as any exceptions.
      • The projects defined but not yet charged on that day.
    2. To change or apply time to of these projects, enter the applicable time next to the project name and click tap Save. You can also click tap More Actions and select from the following:
      • Edit Project — The Amount panel opens where you can change the paycode, amount, or time, or make a transfer.
      • Delete Project — The project is removed from the list.
      • Add Comment — The Comment panel opens, where you can select a comment from the drop-down list and add one or more notes.
    3. Click Tap Save.

    The way that you delete a project differs depending on whether you are using the table view or the list view.

    1. Right-click the project name.
    2. In the Project Actions glancepanel, click tap Delete .
    1. Select the day that contains the project you need to delete. The employee detail panel opens and displays the following information in the Project Amount area:
      • The project and hours charged on that day as well as any exceptions.
      • The projects defined but not yet charged on that day.
    2. To delete one of these projects, click tap More Actions and select Delete Project.
    3. Click Tap Save.
    1. Select the day that contains the project you need to delete. The employee detail panel opens and displays the following information in the Project Amount area:
      • The project and hours charged on that day as well as any exceptions.
      • The projects defined but not yet charged on that day.
    2. To delete one of these projects, click tap More Actions and select Delete Project.
    3. Click Tap Save.

    Depending on your environment, you may need to approve timecard changes made by employees before the system applies their changes to their timecard. When an employee edits his or her timecard, you receive a notification and each change request is listed in the Control Center. You can review the changes from the Control Center or directly in the employee's timecard.

    Punch details are visible in the Control Center details panel and in the Pending Changes panel in the timecard to identify the type of edit that was made (punch override, timezone edit, meal deduction edit). Note that timezone only appears if the employee enters a timezone that is different than their default timezone.

    1. Click Tap Control Center .
    2. For each timecard change request, select one of the following:
      1. Approve — After you approve the request, the approval is listed in the employee's Control Center and the edit is visible in the employee's timecard.
      2. Refuse — After you refuse the request, the refusal is listed in the employee's Control Center and the edit is not visible in the employee's timecard.
      3. Go To — Opens the employee timecard with the Pending Changes panel open.
      4. To review the change in the timecard, you can select each employee edit in the Pending Changes panel and select Approve, Refuse, or Approve All.
    3. (Optional) If available, select the Add Comments icon on the toolbar to add comments or notes to the request.
    4. When finished, click tap Apply.
    1. Open the employee's timecard and click tap View Pending .
    2. If there are changes that have not yet been approved, the Pending Changes panel opens, listing the type of change that the employee has submitted — typically Punch or Paycode (including comments or transfers). Next to each type of change, the panel identifies the type of change — Added, Modified or Deleted.
    3. From here, select Approve or Refuse or select Approve All to approve all changes at once.
    4. (Optional) If available, add comments and notes to the request.
    5. When finished, click tap Apply.

    Note: The Audits tab includes a row for when the employee requested the change and another row for when the manager acted on the change (approve or refuse), but the actual edit is only listed as an employee edit.

    Depending on the configuration of your timecard, some paycodes might be preselected. The list of paycodes varies, depending on the timecard configuration.

    Because they are system-generated, preselected paycodes are purple in the timecard, and appear with no amounts. When you add an amount, the paycode turns black, or purple if you add a symbolic amount.

    Preselected paycodes appear weekly for project timecards for the time period selected. For example, if the preselected paycodes are Regular and Hours Worked, both Regular and Hours Worked paycodes appear once for each week in the project timecard.

    Empty preselected paycodes do not appear in an approved or signed-off time period. When a time period has approval or sign off removed, any preselected paycodes that do not have amounts in the time period appear again as preselected paycodes (with no amount).

    Note: The preselected projects might display for the week if some days are not approved or signed-off. If a project partially approved or signed-off, only amounts for non-approved or not-signed off days are editable, but not the project itself