Work Code: General Field Descriptions

Field Name Work Code ‘General’ Panel Field Description
Work Code Status Enables or disables the selected work code.
Name The long name for this work code. This name appears in the work code menu box of the Add, Edit, Remove, and Approve screen. This field may require payroll considerations when feeding work code data to a third party payroll system. Format: 40 characters maximum.

BEST PRACTICE: Omit special characters when naming your work code.

Note:

The visibility of a work code depends on the Authority assigned to the person and the work code -both must match to access a work code.
Abbreviation The short name of the work code. The abbreviation appears on the Calendar and the Roster after applying the work code. This field may require payroll considerations when feeding work code data to a third party payroll system. Format: 10 characters maximum.

InTouch Timeclock Integration: The abbreviation field is not validated, as such we strongly recommend that abbreviations be unique for non-working and signup type codes. Having duplicate abbreviations will lead to unexpected results when using the InTouch Timeclock.

BEST PRACTICE: Omit special characters when abbreviating your work code.

Note:

We recommend limiting the abbreviation to three characters as lengthy abbreviations will truncate and clutter the Roster.
Color A visual identifier for the selected work code.
Type These options identify the behavior of the work code and the working status for the person when the selected work code is applied. Choices are:
  • Non Working - removes a person from an assignment. This option creates a vacancy on the Roster. Examples: Sick, Vacation, Personal Time
  • Regular Duty - indicates a person is working their normal schedule. This option fills a position. Examples: Straight Pay, On-Duty, Regular Duty, Eves, Mids, Days, Graves, Swings
  • Working - indicates a person is working an additional assignment. This option fills a position. Examples: Overtime, Overtime x1.5, Overtime x2.0, Special Event Overtime, Comp Time Earned
  • Signup - indicates a person is available for extra job opportunities.Examples: Signup, AM Signup, AM Available, PM Signup, PM Available, Available All Day.

Dimensions Integrations: In a Dimensions integration, a nonworking type work code translates to schedule pay code edits. A regular duty type work code translates to a shift with segment. Signup type work codes are not pushed to Dimension.
Send as Segment with Tag Sends a non-working type work code to Dimensions as a Segment with Tag. Tag is optional and based on configuration. The default behavior is to send a non-working type work code as a pay code edit. Field appears when selecting a non-working type work code. Applicable in a Dimensions Integration only.
Note:

Merge Adjacent Working Period is not supported with Send as Segment with Tag.
Send as Pay Code Edit Sends a working or regular duty work code to Dimensions as a Pay Code Edit. The default behavior is Segment; or On-Call when configured. Field appears when selecting a working/regular duty type work code. Applicable in a Dimensions Integration only.
Note:

Merge Adjacent Working Period is not supported if Send as Pay Code Edit is selected.
Work Code Category Assigns a Work Code Category to the selected work code.
On-Call Designates the selected work code as On-Call, and triggers the use of a Dimensions schedule tag mapping to either a working or regular duty type work code from this application. Also, provides visibility of the On-Call flag from schedule to pay. Dimensions requires the selection of a Work Code Category of type On-Call to create a tag required for the integration. Available as of application version 7.0.
Include in Integration Includes the selected work code in a Dimensions integration.
Payroll Code

A field to enter a payroll code identifier to map the selected work code to the corresponding payroll code. Max 30 characters. This field is:

  • Required - for working, regular duty, and non-working type work codes that are passed to a payroll system.
  • Optional - if you are not feeding a payroll system.

Data in the Payroll Code field displays in the following reports: Payroll, FLSA, and Exceptions.

Dimensions Integrations: Customers using the Dimensions application have either selectable Pay Code items or <none> as an option. If <none> is chosen, then the work code in this application is excluded from the integration.
Account (Label) This is an optional field used to capture an additional payroll identifier, such as a cost center or a project number. Format:50 characters maximum as of application versions 7.0.1; 30 character maximum prior to 7.0.1.

>>> See Account Field Technical Details at the end of this field reference table for more information. <<<

Note:

The Account value of a working work code will not be overridden by the Account value passed from a non-working work code.

Dimensions Integration Information: Options for Dimensions integration are either selectable Cost Center items or <none>. Account data in this application passes to a Dimensions Cost Center Transfer; however, authorized users can still add a cost center to scheduled items, in positions, work codes, events, and so on in this application.

Cost Centers are retrieved from Dimensions using the Workforce Dimensions Data Import Task, and then stored in this application as of version 7.1.14+, 7.2.5+, and 7.3.1+. For additional information see topic, Workforce Dimensions Data Import Task. As of application version 7.5 the Account (Cost Center) field is available in the Detail Code Value Group.
Minimum Hours Limits the number of hours that can be entered for the target day using this work code. The hours specified must be equal to or greater than the amount of hours entered in this field.
Maximum Hours Limits the number of hours that can be entered for the target day using this work code. The hours specified must be equal to or less than the amount of hours entered in this field.
Wage Factor This a multiplier used to pass cost information for the selected work code to the Cost Report. Requires Pay information to be supplied in the Person's Profile.
. Suppress Vacancy Defines whether a non-working code creates a vacancy on the Roster. Choices are:
  • Yes - Suppresses any related vacancies on the Roster; for example, a non-working work code by default creates a vacancy, if this is set to Yes the vacancy is not created
  • No- Does not suppress a vacancy on the Roster; for example, a non-working work code by default creates a vacancy, if this is set to No a vacancy is created.
  • Dynamic - Select to allow the Vacancy Strategy associated with the position to determine whether or not to suppress the vacancy. Vacancy Strategies factor in minimum staffing levels before suppressing or creating a vacancy. Default setting.
Suppress Assignment Automatically suppresses the shift assignment on the Roster using this work code when checked. The default is false, meaning not checked. When checked, the Suppress Assignment Vacancy check box enables. This check box enables when work code type Regular Duty or Working are selected.
Suppress Assignment Vacancy Enables when Suppress Assignment is checked above. Select this check box to automatically suppress the shift assignment vacancy on the Roster when applying a nonworking type work code to this work code.
Assignment Duration Minimum % This field enables when Suppress Assignment is checked. Indicates the minimum percentage that the exception code's length must match in order for authorized users to access the Suppress Assignment and Suppress Assignment Vacancy check boxes using this work code.


Format: 0-100. Default: 100

The default of 100 means the duration of the exception must be at least as long as the assignment. When calculating length between the new and original times, the new time is compared to the total of contiguous hours derived from one or more assignments for the same person. For example, suppose that a person is working on two assignments - one from 6am-10am, and another from 10AM-2PM. If the person’s second assignment is changed from 10AM-2PM to 11AM-3PM, then the new time is evaluated to be four hours, and the original time is evaluated to be eight hours. This is because the sum of the person's contiguous assignments is eight hours. Duration minimum percent uses Greater than or equal to logic.
Note:

Durations are based on the shift duration, this means shift break calculations are factored if the shift contains a break
Enable Assignment Overlap Check This check box enables when Suppress Assignment is checked. Select this check box to perform an overlap check between assignments and determine the default state of the suppress assignment check boxes. Default is set to False.
Assignment Overlap Minimum % This field enables when Suppress Assignment is checked. Indicates the percentage that the exception code must overlap the assignment in order for the modification of the assignment to occur. Zero implies that any code added including non-overlapping work codes will suppress the shift assignment. When calculating the overlap between the new and original times, the new time is compared to the total number of contiguous hours derived from one or more assignments for the same person. For example, suppose that a person is working on two assignments - one from 6AM-10AM, and another from 10AM-2PM. If the person is moved to a single vacancy that runs from 8AM-4PM, then the overlapping period is evaluated to be 8AM-2PM. In other words, the person's first assignment time is considered in the overlap calculation because it is contiguous. Format: 0-100. Default: 0. Percentage overlap uses Greater than logic to determine suppress defaults.
Paybacks By These options define how to track shift trades between two users:
  • <none> - this code does not track paybacks.
  • Count - tracks the number of instances that were traded using this code.
  • Hours - tracks the total number of hours that were traded using this code.
Approval Approval settings are:
  • Yes - this code requires approval for personnel who can not approve others or self.
  • No - this code does not require approval.
  • Dynamic- determined by the Dynamic Issue. A Dynamic Issue can automatically approve this code when certain supervisors enter this code for their command staff. Default setting.
Where Controls the ability for users to indicate work location preferences when signing up for extra work. Choices are:
  • Yes - personnel must specify which Unit or event location they want to work.
  • No - does not allow personnel to specify Unit preferences when signing up for extra work. However, personnel can sign up for the Date and possibly qualify for any event on that date. Default setting.
  • Optional - personnel can either indicate a work location preference or not.
Account* (menu box) Dynamically enables the Account field for additional data to be entered into the staffing record, such as cost centers and project codes.
  • Yes - Enables the Account field and requires data. Data is either manually typed or passed into the Account field by definition from various levels of the organizational structure.
  • No - Disables the Account field and prohibits manual data entry or overrides. Values defined in the organizational structure are passed into the Account field.
  • Optional- Enables the Account field with no data requirements.

>>> IMPORTANT: Read the Account (label) field description and the Account Field Technical Details section below this table.

Detail Codes Displays a dynamic value next to the work code. Detail code free-text is limited to 10 characters. Options are:
  • <none> - Disables the detail code field. Default setting.
  • <Yes - optional> - Enables the detail code field allowing for optional data entry.
  • <Yes>- Enables the detail code field and requires users to enter certain data.
  • Dynamic Value Group - Enables the detail code field and requires users to either select a Dynamic Value OR allows users to enter certain data.
Note:

For customers using Dimensions, a Detail Code is a Comment in Dimensions. Free form text detail codes are not valid in Dimensions. A note is only valid in Dimensions if a detail code exists for the same pay code. As of application version 7.5, Labor Category and Labor Category entries can be preset on a Dynamic Value Group in the Codes section in Setup.
Earliest Start Time: Populates the default start time for this code and prevent users to enter a start time before the Earliest Start Time indicated. See Default Time Mode application behavior. Format: hh:mm:ss
Latest End Time: Populates the default end time for this code and prevent users to enter an end time after the Latest End Time indicated. See Default Time Mode application behavior. Format: hh:mm:ss
Default Time Mode Populates the From and Through fields for this work code using the time values in Earliest Start Time and Latest End Time.


Application Behavior: Suppose the user works Monday through Friday from 8AM - 5PM. The Earliest Time is set to 7AM and Latest End Time is set to 3PM.

Default Time Mode is NOT checked - if the user enters this code on a Saturday (non-working day), the default times returned are as indicated in the Earliest Start and Latest End Time field 7am-3pm.
List Plan Override Use to override the position’s List Plan. Choices are:
  • <none> - The List Plan attached to the position determines how the vacancy is filled. Default setting.
  • Select a List Plan to override the position’s list plan when this work code creates a vacancy. Rarely used.

Account Field Technical Details

The Account field is available in several areas of this application. It is important to understand the behavior of the account field when in use.

When used with work code property, Pass Account to Working, this Account value is passed to the working work code from thenon-working work code that created the vacancy. The Account value appears in the following reports: Payroll, FLSA, and Exceptions. If this field is left blank, then this information is not passed to these reports.

For example, Account data in a work code will override Account data on any of the Organizational levels in Setup. Account data is returned in this order:

  1. Work Code
  2. Position
  3. Unit
  4. Station
  5. Region
  6. Agency
  7. Institution

Authorized users can override Setup values when the Account* menu box is set to Yes or Optional.

For example, suppose the Account field on the General panel of the work code in Setup is set to EEE, and the Account* menu box on the Behavior panel of the work code in Setup is set to Optional. In the Organization area Account 777 appears in Unit 2.

End Result: The application returns EEE.

However, since the Account* menu-box is set to Optional the EEE could be changed to 555 as an example. Resulting in a staffing record with an Account value of 555.

For reporting purposes, targets are:

Moreover, suppose the Account Name in the work code is blank, this means the application returns the account name of 555.

For reporting purposes, targets are:

Parent topic: Setup Codes