Time Code Maintenance

This is a five-character code that represents the Time Code.

This is an alphanumeric code.

This field is a description of the Time Code.

This can be up to 15 characters.

Specify whether hours accumulated under this Time Code are excluded from overtime calculations or not. This is dependent on other settings like Daily Overtime Blocks. It is used to stop competing priorities of overtime between Daily Rules and Pay Period Rules to ensure that no double payment of daily overtime hours counting towards pay period overtime. It also considers pay period overtime distribution across segments.

This should be ticked on Time Codes used for overtime hours.

Program Control TOTAL Position 20 if set to Y allows the Time Code to be excluded from overtime calculations when configured as OT by Week on the Pay Period Rule Overtime Specifications screen.

This determines if hours in this Time Code will not be added to absentee totals and checks if the hours entered on the Time Code add to the hours an employee is considered absent.

If left blank, the hours entered will be reduce the number of hours an employee is considered absent.

Example:

If an employee is scheduled to work 8 hours on Monday, but instead receives 8 hours of vacation pay, this would not be considered absent for the day, if the field is set to N. The employee would be considered absent for the day, if the Exclude Hours from Absentee Reporting flag is set to Y.

This specifies whether the system classifies the hours accumulated into the Time Code as non-worked such as sick days.

• When Schedules are rolled as part of the Post Times process, different actions occur to shifts with Time Codes assigned depending on whether they are Worked or Non-Worked.
• Non -Worked time codes will not be rolled forward with the shift.
• Worked time codes will be rolled forward with the shift.

This specifies whether this Time Code will be used to reduce the standard hours if the employee takes leave.

Indicate if the hours accumulated into the Time Code are classed as non-paid or not. This could be unexcused absence, unexcused sick time or unpaid leave etc.

Indicate if Alternate Regular Time is to be used for this Time Code or not.

• This field specifies whether Time Code for Alternate Regular Time will be used or see Alternate Special Days in the Daily Rules.
• Special Time Codes can be assigned in the Daily Rules as Alternate Special Days. This option allows for the assigning of special Time Codes to a Pay Period, to be paid to an employee when they punch in on specified dates.
  Example:

  If paying employees not regularly scheduled to work on a Sunday overtime pay when they are required to work, setup a special day record for Sunday for that Pay Period. Then, anytime an employee in that Pay Period punches in on a Sunday, the overtime Time Code associated with that Special Day record will be applied to the punch record.

Indicate if this Time Code is to be used for making monetary adjustments?

• These Time Codes are used to accumulate monetary amounts, rather than hours.
• They are displayed separately in the Daily Processing Allowances window.

To activate this field and the Split Costed over Work Segments field, you must set Prevar *PRECEDATIME_0000001 Position 1 to 'Y'.

This is used when Cost Method S is configured on the Interpreter Daily Rule. The default option is 'Y'.

Do the hours worked under this Time Code require approval before the hours can be posted and passed to the Payroll? If they do, what level of approval is required?

• If all time records containing this Time Code do not have to be approved, leave the level at zero.
• If any time records containing this Time Code must be approved, select the appropriate level with 9 being the highest level.
• This field can be used to determine if the hours worked (under this code) requires approval, and at what level.
• Assigning the value 0 means no approval is required.
• Any other value will require that a user with a Security Profile with that value or higher will be required to approve the segment of time that earned that Time Code before it will be posted and subsequently exported to Payroll.
  Example:

  • Regular Time Codes REG with no approval could be decided. The Required Level of Approval would be 0.
  • If requiring approval for overtime Time Codes OT, OT2 are set for each Time Code at a higher level of 1.
  • Any time record containing a Time Code that must be approved will be flagged with an A in the adjacent field in the Time Editor.
  • After the time record has been approved, the flag will no longer be displayed and the hours will be posted during the posting process.

   

• The Time Approval Settings window is the set for this functionality to work, and for managers to be assigned a level of security required to be able to approve the transactions.

To activate this field and the Receive Split Costing Results field, you must set Prevar *PRECEDATIME_0000001 Position 1 to 'Y'.

If this field is ticked, then the value of the Time Code will be Split Costed over the worked segments for the day when the Cost Method S is used on the Interpreter Daily Rule and the Prevar *PRECEDATIME_0000001 Position 1 is configured to 'Y'.

This field is used to specify the code that is to be substituted if approval is not granted by the supervisor. When a Time Code is posted that has not been approve at the required level then this time code will replace it.

• If this field is left blank, no hours will be paid if not approved.
  Example:

  • A Time Code which relates to Annual Leave required an Approval Level of 9.
  • The Time Code that relates to Normal Hours has been entered in this field.
  • If an Annual Leave record was entered and either not approved, or approved by an employee with an Approval Level of less than 9, the time would still be paid, but against the Normal Hours Code.
  • If this field is left blank, the employee would not be paid for the time.

To activate this field, Prevar *PRECEDATIME_0000001 Position 1 must be set to 'Y'.

Is the Time Code to be used for call in hours? Call-in hours are hours that are to be applied to special Time Codes which identifies that these hours have been incurred because an employee was called back into work outside of normal hours and as a consequence these hours need to be treated differently.

• Specify whether this Time Code is to be used for call-in hours.
• If ticked, the Call-In button is activated, and this can be pressed to establish details of the Call-in payment.
  Call In Button

  CALL IN

  Minimum Hours (Level 1, 2, 3 and 4)

  The Minimum Hours Level 1, 2, 3 and 4 fields specifies a minimum number of hours an employee is to be paid, when punching in on this pay code. The system automatically calculates the minimum number of hours an employee earns when the Minimum Hours field is not blank. If the time record entered is less than the minimum hours, the difference will be automatically added to the employee's time. This field can be used for employees who are guaranteed a minimum number of hours when the are called in.

  After Working Hours (1, 2, 3 and 4)

  Specifies a minimum of hours an employee must work before he qualifies for the number of hours entered in the corresponding Minimum Hours Level 1, 2, 3 and 4 fields. If the field is left blank, the employee automatically qualifies.

  Time Block (Block 1, 2, 3 and 4)

  Specifies the Time Code in which the call-in hours will accrue. Enter the pay code(s) assigned to all hours that qualify for call-in pay.

  Example:

  If employees are to receive a Time Code of CALIN for the first 8 hours of call-in worked, enter CALIN in the Time Code Block 1 field and leave the Pay on All Hours Over field, beside the pay code, blank. If the employee is to receive a Time Code of CALOT for all call-in hours worked over 8 hours, enter CALOT in the Time Code Block 2 field and 8.00 in the Pay on All Hours Over field next to the pay code.

  Pay on All Hours Over (Block 1, 2, 3 and 4)

  Specifies the number of call-in hours an employee must work in a day to receive call-in pay on the corresponding pay code. The values in these fields override any values in the daily overtime Pay On All Hours Over fields set up in the Daily Rules profile. The call-in program uses the values in the call-in Pay On All Hours Over fields to determine the daily overtime and the entries made in the weekly and pay period Pay On All Hours Over fields to determine weekly and pay-period overtime.

  Reduce Time Code (Block 1, 2, 3 and 4)

  Specifies the Time Code which the call-in hours are deducted from. If left blank, the hours worked on the call-in Time Code are not deducted from another pay code.

  Example:

  If Block 1 Time Code equals CALIN (Call In) and Reduce Time Code equals ONCAL (On Call), then any hours worked under the CALIN Time Code will be deducted from the ONCAL pay code. IF Minimum Hours is non-blank, the system deducts the greater of the minimum hours or the actual hours worked. For instance, if an employee worked 2.00 hours of Time Code CALIN and Minimum Hours equals 4.00, the system would deduct 4.00 hours from the ONCAL pay code.

  Override Premiums

  Specifies whether the system overrides the Time Codes in the Premium Call In Time Code field in the Premium File with the Time Codes in the Time Code fields on this window. Check if the system uses the Time Codes in the Time Code File regardless of any entered in the premium file. Leave blank if the system uses the Time Codes in the premium file.

  New Shift

  This field is available only on call-in and replacement Time Codes. It determines whether time worked, when an employee is called back in, is treated as a new shift or as part of the shift already worked that day. Select Y the hours worked on this Time Code are to be treated as a new shift.

  Set to N if the system treats the hours worked on this Time Code as part of the shift already worked on this day. This option ignores the shift divide and does not cancel any automatic meal deduction that exist on that shift.

  Daily Rule

  This field is available only on call-in and replacement Time Codes where the New Shift flag is set to Y. If this is the case, the Daily Rules field specifies where the hours worked on this Time Code are assigned.

   

  ADJUSTMENTS

  Adjustment Time Code

  Specifies the Time Code to be assigned to any hour/dollar adjustments that occur.

  Hours/Amount

  Specifies either a specific number of hours or dollars to be added each time the call-in Time Code is used. If left blank, the system adds hours/dollars equal to the number of hours worked. If Is This Time Code Used For Dollar Adjustment is not checked, the number entered in this field will be considered a specific number of hours. If Is This Time Code Used For Dollar Adjustment is checked, the number entered in this field will be considered a specific dollar amount. This field can be used for travel time bonuses. You can also set up the After Minimum Hours field to specify a minimum number of hours an employee must work before they will receive the hours/amount entered in this field.

  Minimum Hours

  Specifies the number of hours an employee must work in a day before receiving the amount entered in the hours/amount field.

  Restrict from Auto Lunch Deduction

  Specifies whether any automatic meal deduction should be ignored when processing hours on this pay code. Check to ignore any automatic meal deduction. Leave blank to deduct any automatic meal deduction. Enter the required details and select the Save icon before returning to the main window.

If this Time Code is entered into the system via an external source, such as a time clock, this field specifies how the Time Code overtime calculation is to managed.

• If this field is set to R the Function Key Activity Code field is activated.
  Replacement Button

  The Replacement button allows you to enter the Time Codes that will be paid in addition to the overtime. Time Codes entered in Regular, Block 1, Block 2, Block 3 and Block 4 fields in the pay rule files. The Time Code entered in the Block 1 field will be added to the Overtime Block 1 pay code, the Time Code entered in the Block 2 field will be added to the Overtime Block 2 pay code, and so forth.

  New Shift

  This field is available only on call-in and replacement Time Codes. It determines whether time worked, when an employee is called back in, is treated as a new shift or as part of the shift already worked that day. Select Y - the hours worked on this Time Code are to be treated as a new shift.

  Set to N if the system treats the hours worked on this Time Code as part of the shift already worked on this day. This option ignores the shift divide and does not cancel any automatic meal deduction that exists on that shift.

  If left blank, it will be treated the same as Y where the hours worked on this Time Code will be treated as a new shift.

  Daily Rule

  This field is available only on call-in and replacement Time Codes where the New Shift flat is set to Y. If this is the case, the Daily Rules field specifies where the hours worked on this Time Code are assigned.

  Enter the required details and select the Save icon before returning to the main window.

   

   

This field is used in conjunction with Time Clocks and allows an employee to enter a function code into a Time Clock when swiping their card. This can then be mapped to Time Management using the parameters set in this window.

To activate the Function Key Activity Code, select R in the Override Time Code field.

The recommended valid Activity Codes are between '01' to '98'.

The employee is paid the time at the rate set in the Payroll Interface field.

• Special setup and programming changes must be made to your system to allow the functionality available in this option to be activated.
• Contact the Support Team for assistance.

• Other codes (with the second character being an alphanumeric character such as '3P' ) may or may not work in the clockings import process (transactions.csv file import) and must be tested by a Preceda consultant.

This field enables you to flag a Time Code whether to receive or not any standard pay period overtime distribution.

Ticking this checkbox for a corresponding Leave Time references the values configured in Minimum leave hours per segment and Maximum leave hours per segment fields on the Configuration screen, which will then validate the leave hours entered against this Time Code on ESS Time Recording, Mobile Time Recording and Time Editor (i.e. not My Leave in ESS).

This is the type of the record to be used as a link to Payroll.

This refers to the Preceda Time Code. This is the Time Code that will be used by Preceda to calculate the value of hours.

The choices vary depending on the Payroll Type chosen.

When the selected Hours Type Code is linked with a Flexibility Payment Type, a label will display the corresponding Flexibility Payment Type description (i.e. Half Pay, Double Pay) below the Hours Code prompt list.

If the Payroll Type is 'L - Leave', this field becomes activated and a Leave Reason may be entered or selected.

Indicate if a Calculation Method is to be applied to the selected code when Payroll is processed.

• This must be a valid calculation method established within Preceda People.
• A Calculation Method is a process which allows options for using different methods to calculate overriding rates.

If the Payroll Type selected is 'L- Leave', this field is activated allowing you to indicate if a Doctor's Certificate is required or not and if the leave is to be deducted from leave with or without a doctor's certificate .

If the Payroll Type selected is 'L - Leave', this field is activated enabling you to indicate if the employee will be paid or not irrespective of the Leave Entitlement.

Indicate if the values attached to this Time Code will be passed to Payroll as a negative value.

This field is only available when Preceda Variable *PP_LEAVE_UNITS Position 1 is 'Y'.

Specify the multiplier at which hours are paid on this pay code.

Examples:

Rate	Description
1.00	Straight Time
1.50	Time and a Half
2.00	Double Time
2.50	Double Time and a Half
3.00	Triple Time

 

This is the rate employees will receive when hours are accumulated under this Timecode. This is used on the Reports listed above: Wage Analysis Report, Wage Analysis History Report, Budget vs Actual Report, Budget vs Actual History Report. These are the only 4 areas where this is used.

If left blank, the employee's Base Pay Rate is used.

This is an additional amount of pay employees can receive when hours are accumulated under this Pay Code. This basically adds the value onto the value on the Payroll Code that already exists.

Example: If the Time Code's rate value is set for $10 and you put a differential of 50 and the Amount or Percentage is set to Amount, then the resultant rate will be $60. If set to % then the resultant rate would be $5 ($10 x 50%).

This indicates how the Differential field will be used. If details have been entered into the Differential field, use this field to specify the manner in which the Differential will be used.

If the differential is set to .30 and the base wage rate is $7.00 per hour and the Amount or Percentage is set to A for Amount, then the employee will receive $7.30 per hour for all hours accumulated on this pay code.

Example:

Rate = $10

Differential = 50

Amount or Percentage = Amount

Multiplier = 1.50

 

Rate + Differential (10 + 50) = 60

Result x Multiplier (60 x 1.50) = 90

$90 for each hour under the time code.

 

This directs the reconciliation and/or payroll which rate position to look up on the Effective Dated 'Modern Award Rates' Salary Code.

Only one of the Modern Award fields can be populated in every Time Code record. Thus, if both Modern Award Pay Rate Position and Modern Award Allowance Rate Code are entered, an error message will be displayed.

This directs the reconciliation and/or payroll which rate position to look up on the Effective Dated 'Modern Award Rates' Salary Code in the allowances.

Only one of the Modern Award fields can be populated in every Time Code record. Thus, if both Modern Award Pay Rate Position and Modern Award Allowance Rate Code are entered, an error message will be displayed.

This is used when codes are not mapped to payroll in the Payroll Interface.

This is used to tell the system the multiplier to factor on the Salary Rate and Contract Rate when not linked to an Hours or A/D Code.