Overview
Work Codes can be added to Talexio and assigned to employees or shifts. The purpose of these Work Codes is to pay the employee for the hours at a specific hourly rate that is different from their normal basic hourly rate. This article explains how to create and assign Work Codes and the impact they have on Payroll.
Permissions
To create Work Codes, or to add a Work Code to a Shift Template, users require the Manage Time and Attendance Settings permission, which should be set on a Global level.
To assign Work Codes to an employee's position, users require the Manage Employment Position History permission over the relevant employee(s).
To assign Work Codes to a shift, users require the Manage T&A Working Schedules permission over the relevant employee(s).
Creating Work Codes
Before Work Codes can be assigned to employee positions or shifts, they need to be created in Talexio. This is to create standardisation across all employees and shifts. The steps are shown below:
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Go to Settings, click on the Work Codes tab and click + Add Work Code.
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In the box presented, you will need to input the Work Code details.
- Name - This is a label for the Work Code, which may identify when/why this Work Code would be used.
- Work Code - This is the code you will assign to the Work Code and would be used in bulk templates.
- Click on Add to save the Work Code and repeat the steps to add additional Work Codes.
Assigning Work Codes to Employees
The process for assigning Work Codes to employees is shown below:
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From the employee's profile, click on the Employment tab and click on the edit button of the position to be updated.
- Click on the Remuneration Package tab and under the header Additional Hourly Rates, click + Additional Hourly Rate.
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Click the toggle to show Work Code, select the Work Code from the dropdown and then add the hourly rate to be used.
If more Work codes are to be added, repeat the process from Step 2 to add as many as needed.
- Click Save, and the Work Codes will be added to the position and can be used for the duration of the position.
The process of assigning Work Codes in bulk to multiple employees is outlined in this article.
Using Work Codes as an Employee
When Work Codes are assigned to an employee's position, they can select the Work Code when clocking in using the online punch clock. The hours clocked and approved against this Work Code will then be included in the employee's Payslip according to the specified hourly rate of the Work Code.
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Work Codes can be added to a punch clock device for employees to punch in against. After the employee clocks in to the device they will need to select the relevant Work Code. The hours clocked and approved against this Work Code will then be included in the employee's Payslip according to the specified hourly rate of the Work Code.
Work Codes are added to the device but cannot be assigned to employees from the device. This means employees can punch in using the Work Code, even if the Work Code is not assigned to them in their employment position on Talexio.
Assigning Work Codes to Shifts
When creating a Shift Template or an ad-hoc shift in the Working Schedule, there is an option to include the Work Code in the shift.
This means that the approved hours clocked against this shift will be added to the Payroll according to the hourly rate of the Work Code set in the employee's position.
Work Codes included in Payroll
For the approved hours linked to Work Codes to show in the employee's payslip, the relevant Time & Attendance setting to use the Basic and/or Overtime hours in payroll must be enabled.
When creating the Payroll, the hours clocked and approved linked to the Work Code will show in the employee's payslip under the Overtime & Extra Hours section. You will see the breakdown of the hours, the hourly rate according to what is specified in the employee's position and also what percentage this rate is in comparison to the employee's basic hourly rate.
This information is also reflected on the PDF version of the payslip that the employee would receive:
Additional Hourly Rates as Work Codes can also be used in the Overtime & Extra Hours section as the hourly rate for any hours added. You will need to untick the Auto button and select it from the dropdown.