Paycode Values Profiles

A paycode values profile (PCVP) assigns different pay code behaviors to different groups of employees.

When an employee submits a request, or a pay code edit is made in the Schedule or Time Card, the system looks for a PCVP that is assigned to the employee:

  • If the employee has a profile, the system checks and displays the parameters for the paycode for the request.
  • If the employee does not have a profile, the system uses the default parameters that are defined in the request subtype.
  • If the employee has a profile, but the profile does not have the paycode for the request, the system uses the default parameters that are defined in the request subtype.

Examples:

  • Managers can take vacation in full or half days, or hours. The duration source is based on the contract.
  • Employees can take vacation in full or half days. The duration source is based on the schedule.

Changed profiles

  • A Manager PCVP allows managers to take vacation in full or half days, or hours. The duration source is the contract.
  • An Employee PCVP allows employees to take vacation in full or half days only. The duration source is the schedule.
  • An employee has two PCVPs:
    • A Manager PCVP from February to May as acting manager while the usual manager is on sick leave.
    • An Employee PCVP from the start of June to Forever.
    • If the employee requests a vacation in August, the system uses the Employee PCVP that is active at that time.
Note: If you change profiles for employees, the system is not dynamically updated. So you must update profiles manually.

An employee is assigned an Employee PCVP with no start or end date, or an end date of Forever:

  • The employee requests a vacation in August. Because the profile is an Employee PCVP, the paycode edit is for a full schedule day.
  • The employee is promoted in May and is now a manager. Because the new profile is a Manager PCVP, the paycode edit should be for a full contract day.
  • As a result, the August schedule is not consistent.

Edit the FAP and the DAP

Edit the FAP

  1. Go to Main Menu > Administration > Application Setup > Access Profiles > Function Access Profiles.
  2. Select the profile. Click Tap Edit.
  3. Navigate to Manager - Common Setup > Paycode Values Profiles > Edit, select Allowed so that administrators or managers can create, duplicate, edit, activate, deactivate, and delete PCVPs.
  4. Click Tap Save & Return.

Edit the DAP

Configure managers' data access profiles so that they can access the pay codes that they need:

  1. Click Tap Main Menu > Administration > Application Setup > Access Profiles > Data Access Profiles > Pay Codes.
  2. Do one of the following:
    • Click Tap New. Enter a Name.
    • Select the profile. Click Tap Edit.
  3. (Optional) Enter a Description.
  4. Select pay codes from Available. Click Tap the right arrow .
  5. Click Tap Save & Return.

Associate the profiles

Make sure that the access profiles are associated with the relevant people. If you do not have access to People Information, contact the administrator who does have access.

Configure paycode values profiles

  1. Click Tap Main Menu > Administration > Application Setup > Employee Self-Service > Paycode Values Profile.
  2. Do one of the following:
    Tip: Because edits can affect pending requests, create new PCVPs rather than edit current profiles.
    • Click Tap New. Enter a Name .
    • Select one PCVP. Click Tap Edit or Duplicate.
    • Select PCVPs. Click Tap Activate or Inactivate.
    • Select PCVPs. Click Tap Delete. Click Tap Yes to confirm.
  3. (Optional) Enter a Description.
  4. Select a Paycode.
    • You cannot select the same paycode multiple times in a PCVP.
    • Only time-based pay codes are available.
    • Combined money-based, and hidden pay codes are not available.
  5. So that the system derives the start time and calculates the amount of the paycode edit in the schedule, define a symbolic value for each paycode to apply to the group of employees. The symbolic source is used to determine the length and start time of a full-day or half-day absence.
    1. Select a Symbolic Source:
      • Contract — Hours are based on contract terms.
      • Fixed — Define an unchanging number of hours.
      • Pattern — Hours are based on pattern templates.
      • Schedule — Hours are based on the schedule.
    2. Only if you selected the Fixed symbolic source, enter a Fixed Value duration from 0-24:00 hours.
    3. If you selected Contract as the Symbolic Source, select a Contract Type to use for calculating the pay code edit amount associated with a time off request or pay code edit.
      • Contract Definition — Hours are based on the Contract Definition parameters configured in the Employment Terms. The system uses these parameters to calculate the amount of hours of a contract-based day of absence and to determine on which days of a requested time-off date range to place the computed pay code edits. For more information, see Employment Terms.
      • Contract Schedule — Hours are based on a placeholder or reference schedule —typically a schedule pattern rolled out in an Employment Terms group of the Schedule Planner — that an employee has been hired to work. For more information, see Employment Terms.
      • Time Off Rule — Hours are based on averaging a daily amount of hours over a defined look-up period. For more information, see Time Off Rules.
        Note:

        If no PCVP is assigned to an employee, contract-based pay code edits are computed as follows:

        If Time-Off Rules have been set:

        • The computed average daily amount of hours is used as the pay code edit amount of hours
        • The pay code edit is generated on every single day included in the Time-Off Request

        If a Contract Schedule has been defined in the Schedule Planner Employment Terms:

        • The Contract Schedule is the source of reference for both computing the pay code edit amount and placing the pay code edit

        If a Contract Definition has been defined in the Employment Terms:

        • The computed average daily amount of hours is used as the pay code edit amount of hours
        • The placement of the pay code edit amount is driven by the Contract Definition parameters.
    4. If the Contract Type is set to Time Off Rule, select a Time Off Rule. The selected rule is used to calculate the pay code edit amount associated with a time off request or pay code edit.
    5. Select a Holiday and Unscheduled Days Setting to override the setting in Request Subtype for a particular group of employees.
    6. Select at least one duration that the employees can select:
      • Full — Entire shift that day.
      • Half — Half the total time of shifts that day.
        Note: The time off starts only when the first shift of the day starts. For other half-day amounts, click 1st Half, 2nd Half, or Hours.
      • 1st Half — Total time of the first half of the shift that day.
      • 2nd Half — Total time of the last half of the shift that day.
      • Hours — Employees can enter the number of hours.
  6. (Optional) If configured, select a Day Type Equivalence Values set. Only active sets are available.
  7. To define another paycode and symbolic value, click Insert a New Row.
  8. Click Tap Save and Close. The profile is automatically activated.
  9. Assign the PCVP to the employees:
    Note: This assignment does not support effective dating.
    1. Click Tap Main Menu > Maintenance > People Information. Select a person.
    2. Click Tap Timekeeping > Timekeeper.
    3. Select one Paycode Values Profile. Only active PCVPs are available.
    4. To unassign a PCVP, select <None> (default).
    5. Click Tap Save.
    6. Repeat for other people.
  10. Assign the PCVP to Employment Terms:
    Note: This assignment supports effective dating.
    1. Click Tap Main Menu > Administration > Application Setup > Employment Terms > Employment Terms. Select the Employment Terms to assign the PCVP to.
    2. On the General tab, select a Pay Code Values Profile.
    3. Click Tap Save.
    4. Assign the Employment Terms to employees. For more information, see Employment Terms.