Retail - Add, Edit, or Delete a Paycode

Add a Paycode to Enter Time Off

You can add a paycode to enter time off for a day or you can convert a shift to a paycode. In both cases, similar options are available.

Note: You cannot add items on signed-off or locked days.

To convert a shift to a paycode

Use the Paycode  Quick Action to insert default values for a selected paycode, with start and end time that corresponds to the shift you replace:

1. Click Quick Actions to open the Quick Action toolbar.
2. Click Paycode .
3. Select the paycode from the menu.
4. Click the shift you want to replace. (You can optionally click additional shifts to replace them with the same paycode.)
5. Click Paycode  again to deactivate the quick action.
6. Save your changes.

To add a paycode from a glance

Delete a paycode

You can delete paycodes that no longer apply or were entered in error.

Delete a paycode

1. Right-click any paycode in the schedule. The Shift glance appears.

2. Click Delete.
3. Save your changes.
4. Note: You cannot delete signed-off or locked items, or items on signed-off or locked days.
5. Note: If you have many paycodes to delete, save time by using the Quick Actions Delete instead.

Retrieve paycode deleted by mistake

Scheduler does not have an "un-do" command, but there are ways to retrieve an item deleted by mistake:

• Do not save the schedule but click Refresh instead. The software re-loads the last saved version.
• Warning: Refresh removes all changes since the last save.
• If you did save changes and the deleted item was part of a schedule pattern, you can Restore shifts or paycodes.
• If you did save changes and the deleted item was inherited from a schedule group or employment terms group, you can Reinherit shifts or paycodes the item.

Edit a paycode

You can edit a paycode or you can convert a shift to a paycode. In both cases, similar options are available.

Paycode options

• Effective date — Select the Effective Date to define when to apply the paycode.
• Paycode — Select the Paycode. The remaining options are determined by the type of paycode. There are three basic types:
  • Time-based paycodes are based on a value for time (duration).
  • 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.
  • A cascading paycode is in a dependent relationship with another paycode. It can only appear when there are inadequate accruals for the originally selected paycode.
• Start time — Enter the Start Time to define the time of day.
  • Note: For money-based paycodes, this setting only controls where the paycode appears in the gantt view.
• Duration (for Time-based paycodes) — Select a symbolic value to tell 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).
• Amount Hours for Specify Amount enter an amount of hours or for money based paycodes — specify the amount of pay.
• Define overrides:
  • 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.
  • 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 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.
  • In Transfers, select:
    • 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.
    • 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.
  • Comments and notes

If you need to include some additional information, you can create a comment or a note. Click Add 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.

Notes on Durations and Amounts

Units for Duration and Amounts change according to the type of paycode:

• For days (d.dd), enter a number between 0 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 view.