Overview:

Time Codes are used to augment Time-type Activities in several ways, usually to differentiate between normal and overtime, or to apply a specific allowance to the generic allowance activity. They can only be used on Time Activities that allow the use of Time codes. The cost component and Payroll Code of the time entry is overridden by the selected Time Code, if present.

You can use Time Codes during Time entry on any of the Timesheets screens.

Screen Guide:

Initial List

• Time Code is the shorthand code for the line, and serves as a link to edit the Time Code.
• Description is the longer description of the Time Code line.
• Reference is an optional free-text field that can be used as a way to sort codes.
• Payroll Code is the code that will be used for timesheet lines that use this Time Code during Batch Payroll exports.
• Time Code Type shows whether the line is a Time or Disbursement Time Code.

Use the +New Time Code button to create a new Time Code, or click the Time Code field to edit that line.

Create/Edit Time Codes

Header Section:

• Code is the shorthand text used to identify the Time Code and must be unique.
• Description is the full description of the Time Code.
• Reference is an optional field that can contain up to 20 characters.
• Payroll Code overrides the payroll code of the Activity on a timesheet line.
• Time Code Type determines whether this is a Time or Disbursement type of Time Code, to be used in Timesheets or Disbursements respectively.
• Allowance Type allows you to select between Per Hour, Per Day, and Per Week type of allowances.
• Allowance is used to flag this time code as an allowance, meaning any time entries that use this time code will be calculated as allowance quantities rather than hour quantities.
• Use on Crew Timesheets is ticked if you require the time code to be used on /wiki/spaces/DARCH/pages/705527849, otherwise it will not be available.
• Inactive causes the Time Code to be unavailable for future use, but does not remove old data.

Rate/Percent Tabs:

You can choose whether to cause the Time Code to modify costs based on a specified rate or a percentage basis. Allowances are often rate-based while overtime codes are a percentage increase.

• Employee Class allows you to restrict the Time Code cost basis to a specific Employee Class. If there are no classes listed, the cost basis will be applied unrestricted by class.
• Activity works similarly to the Employee Class field, restricting the use of the Time Code to only that Activity. If no Activities are selected, the Time Code is unrestricted by Activities used.
• Cost Fields replicate the Employee Class cost fields, and directly influence either the rate or percentage of the employee's class that uses this Time Code. Remember, if the employee class cost is 0 for any field, you cannot use percentages to modify it. Similarly, if the Activity used in a timesheet does not have a cost field ticked, it will be ignored when the time code is applied. This is in addition to the Activity needing the Use Time Code checkbox to be ticked.
• Payroll Code is used to override the Payroll Code based on individual cost lines, allowing you to specify different payroll codes for the same Time Code but for different Employee Classes.

Next Steps:

Once a Time Code is created, it can be immediately used by timesheet users on their timesheets. If it does not appear, ensure that the Employee Class and Activity fields are set correctly.