Adding a New Pay Code & Bill Code

When adding new Pay Codes and Bill Codes there are several areas of the system that need to be updated.  The below instructions list these areas.

Step-by-step guide

PART ONE

Rates & Rules Maintenance > Pay Code:

1. Navigate to Rates & Rules Maintenance > Pay Code
2. Search for Pay Code to ensure Pay Code does not already exist
3. Click the + symbol to add a new Pay Code  The following needs to be entered:

• Name - must be unique
• Pay Code Type. Options are;
  • Ordinary
  • Over time
  • Allowance
  • Leave
  • Reimbursement
• Unit Type. Options are;
  • Hour(s)
  • Unit(s)
• P/L Export Account - this is needed for the finance integration
• Sort Order - determines the order the Pay Code will appear in lists, and could also be used to determine the order in which it is displayed on the Payslip
• Included in Job Rate Estimate - only tick this if the Pay Code is to be included in the Job Rate estimate within the Pay/Bill section on the Job Order

3. Navigate to the Oncosts tab and click the + symbol to link the relevant Bill Oncosts

4. Select the relevant Bill Oncost from the Name dropdown list and enter and the applicable start date in the Validity Dates field

If the Pay Code Type is Allowance, a secondary tab will need to be completed:

• GST Exempt
• Tax Type. Options are;
  • Taxable
  • Non-Taxable
  • Quantity Threshold - is selected you will be prompted to also enter a validity start date and threshold value
  • Amount Threshold - is selected you will be prompted to also enter a validity start date and threshold value
• Description
• Include in Gross Earnings
• Show on Payment Summary
• Display on Pay Slip

5. Navigate to top of screen and click Save icon 

PART TWO

Rates & Rules Maintenance > Bill Code:

1. Once the Pay Code is entered it must be linked to an existing Bill Code or a new Bill Code added.
2. Navigate to Rates & Rules Maintenance > Bill Code
3. Click the + symbol to add a new Bill Code 

• Name - must be unique
• Description
• Bill Code Type. Options are;
  • Ordinary
  • Over time
  • Allowance
  • Leave 
  • Reimbursement
• Unit Type. Options are;
  • Hour(s)
  • Unit(s)
• P/L Export Account
• Active tick box
• Sort Order

4. Using the Pencil icon, link the Bill Code to the applicable Pay Code.

5. Navigate to top of screen and click Save icon 

Rates & Rules Maintenance > Bill Oncosts:

As a final check go into the Bill Oncost maintenance.  You need to check each bill oncosts to ensure the pay codes display in the linked Pay codes box.

Rates & Rules Maintenance > Pay Code Group:

Go to Pay Code Group Maintenance in Rates & Rules Maintenance and check to see if you need to link any of the new pay codes to an existing group or create a new pay code group.  If this is needed:

Add pay code to existing pay code group:

• • Enter validity end date - this should be the 'Last Timesheet End Date' displayed in the header.
  • Select the + to add a new validity start date
  • Select the Pencil - a screen will appear displaying all active pay codes
  • Tick all applicable pay codes and save

Adding a new pay code group: 

• • Select the + to add a new pay code group
  • Enter a name - must be a unique name
  • Enter description
  • Select the + and enter a validity start date
  • Select the Pencil - a screen will appear displaying all active pay codes
  • Tick all applicable pay codes and save

Pay Maintenance > Pay Code Group: 

(This is a different Pay Code Group to that in Rates & Rules listed in point 6 above).

To ensure the correct wage costs, such as superannuation/payroll tax/workers compensation are calculated and reported for the business, any new pay codes need to be linked to the applicable Pay Code Group.

Add pay code to existing pay code group:

• • Enter validity end date - this should be the 'Last Timesheet End Date' displayed in the header.
  • Select the + to add a new validity start date
  • Select the Pencil - a screen will appear displaying all active pay codes
  • Tick all applicable pay codes and save

Adding a new pay code group: 

• • Select the + to add a new pay code group
  • Enter a name - must be a unique name
  • Enter description
  • Select the + and enter a validity start date
  • Select the Pencil - a screen will appear displaying all active pay codes
  • Tick all applicable pay codes and save

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