Selecting special pay codes

Special pay codes are an option for those circumstances when your company compensates you for extra hours, or for items not related to hours such as bonuses, uniform allowances, or auto mileage reimbursements. If you are allowed to enter special pay codes, then you can enter a special pay code on any time card line to charge to in addition to the main pay code.

Note: As an alternative to entering special pay codes, your e-timecard administrator can opt to have you enter recognition pay if you are exempt.

You can always select a special pay code from your personal list. Your e-timecard administrator adds codes to your personal list.

You may also be able to select a special pay code from a master list that contains either all company codes or all codes for your employee type. If this is the case, then you will see a Search from Pay Code master (user-defined label) check box on the Look Up Special Pay Code (user-defined label) screen. When you select a special pay code from the master list that was not previously in your personal list, e-timecard automatically adds it to your personal list.

To select a special pay code

  1. On the Edit Time Card screen, enter a job, pay code, and hours.

  2. Enter the special pay code in the Special Pay Cd (user-defined label) field.

  3. If you need to look up the special pay code, click Look Up to the right of the Special Pay Cd field. The Look Up Special Pay Code screen appears.

  4. Enter one or more search criteria. Your choices are: special pay code, special pay code description.

    Hints:     You can enter partial information in a search field, such as S to retrieve all special pay codes that begin with the letter S, or %S to retrieve all special pay codes that contain the letter S. You can leave all search fields blank to retrieve all special pay codes.

  5. If you have access to the pay code master list, then you can click the Search from Pay Code master check box to search from all available special pay codes. Otherwise, your search will retrieve special pay codes only from your personal list.

  6. Click Search to retrieve special pay code records that match the criteria you entered. The search results appear in the bottom section of the screen, which includes a count of the number of records found.

  7. If necessary, scroll to find the special pay code that you are looking for.

  8. When you find the special pay code you are looking for, click Select to the left of it. The Edit Time Card screen reappears with the special pay code that you selected added to the field.

    If you selected a special pay code from the master list that was not previously in your personal list, then the special pay code is now in your personal list. In the future, you will not need to search from the pay code master to retrieve this code.

  9. In the Special Amount (user-defined label) field, enter an amount to charge to the special pay code that you selected.

    Depending on your company setup, you may be able to enter a negative special amount. If so, you can enter negative amounts with a negative sign before the number, such as -5.00.

Note: In order to save your time card, if you enter either a special pay code or amount, then you must enter the other as well.