Time Code

Time codes are what end users enter to classify the time that they are reporting. Time codes can be used to classify hours worked as billable, non-billable, sick, vacation, overtime, etc. Time codes are required by Time, however if your organization does not use time codes, a single Time Code Group/Time Code combination can be set up and then hidden (see General System Options for more information on hiding Time Codes).

As of version 7.5, the following time codes will no longer show up as an available time code to clock in/out:

-Holiday

-PTO pay codes

-Allow Future Entry and Time In/Out Hours Only (time codes set up with these options)

Time Code Setup

1. Expand Time by clicking on the arrow .
2. Click on Time Code 
3. Click on Add 
   1. Time Code* - Enter a unique identifier for this time code (Max Length: 20 Characters).
   2. Name* - Enter a name of the Time Code (Max Length: 100 Characters).
   3. Time Code Group* - Select which Time Code Group this Time Code belongs to from the drop down menu.
   4. Type*- Select the type of time code
      1. Direct/Billable -Time charged to this time code will be billable. The user must select a WBS/OBS when charging to this time code.
      2. Direct/Nonbillable -Time charged to this time code will be non-billable. The user must select a WBS/OBS when charging to this time code.
      3. Indirect/Nonbillable -Time charged to this time code is non-billable and users cannot select a WBS/OBS.
   5. CRE* - The cost rate equivalent. Allows you to set an hourly equivalent for this time code. For example: if setting up an overtime time code and company policy sets overtime to time and half, enter 1.5 here.
   6. Restrict Access* - Select whether the time code is restricted or not
      1. Yes - The time code will only be seen by users who are assigned to it. (Remember to assign the time code, otherwise no one will be able to access it).
      2. No - The time code is available to all users.
   7. Allow Future Entry* - Select whether users can log and charge time to this timecode for future dates
      1. Yes - If users can record their time for future dates 
      2. No - If users should not be able to record their time for future dates.
   8. Holiday Time Code*: This is used to auto populate timesheets with holidays. This option does not have an effect if Auto populate holiday is not enabled in General System Options and the holiday dates need to be set up under Organization → Location Holiday setup, for the instructions please visit Holiday Table
      1. Yes: This is a holiday time code.
      2. No: This is not a holiday time code.

   9. Allow Hours Entry (Applies to Time In/Out Period): If Time In/Out is set up as part of a reporting period, Yes must be selected on the time codes that only require hour entries - ex. Vacation

   10. 'Yes' must be selected in order for a user to use the "Request" for time off (Leave Module). If this box is unchecked, when the user goes to request time off the drop down in the "Time Code" will be empty and the request cannot be completed. 

                                                                                                    

   11. PTO Restrict Increment: Allows you to specify the exact increments (such as 4 hour or 8 hours) in which PTO can be recorded.  When it is enabled, then you could set the increments by location in the PTO Restrict Increment tab
   12. 
   13. Description: Enter any further details about this time code (Max Length 255 Characters).
4. Click on Save

Time Code Assignment

Time code assignments allow the administrator to limit time codes to certain users. In order to limit which users can see time codes, the time code must be both restricted and assigned. Failure to do both will not have the desired effect.

Time Code Assignment Setup

1. After the Time Code has been created and saved, on the bottom of the screen you will see some additional tabs.
2. Click on Assignment
3. Click on Add
4. Fill in the following fields:
   1. Operating Unit: If the time code is restricted to a Operating Unit, select it from the drop-down menu.
   2. Department: If the time code is restricted to a department, select it from the drop-down menu. (If restricting it to a department, an operating unit must be specified).
   3. Employee ID: To assign time code to a specific employee, select the user from the drop-down menu
   4. Location: If the time code is restricted to a user's location, select the location from the drop-down menu.
   5. Part Time: Select whether or not the time code will be assigned to full time or part time employees. If it will be assigned to both, select All.
   6. Exempt: Select whether or not the time code will be assigned to exempt or non-exempt employees. If it will be assigned to both, select All.
   7. Employee Type: To assign the time code to a specific employee type, select it from the drop-down menu.
   8. Start Date: Select the date for this assignment to begin.
   9. End Date: Select the date for this assignment to end.
   10. Reporting Type: To assign the time code to a specific reporting period, select it from the drop-down menu.
   11. Field ID: If a time code needs to be assigned based on an additional (non-standard) field associated with an employee record
   12. Value: select an actual value in the additional field, based on which the assignment needs to be set
5. Click Save