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Overview
Job Codes are the primary mechanism used to track hours worked and pay rates within our timekeeping system. the Office timekeeping system. In addition, Job Codes must be assigned to any Employee who will be clocking in/out at the POS. Use Case |
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Accessing the Tool
To access Job Codes, select Employees across the top toolbar, and choose Job Codes.
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The primary functions associated with managing Job Codes are embedded in the Job Code setup screen, which can be accessed by double-clicking on an existing Job Code (to edit an existing code), or clicking the New button (to create a new code).
Create New Job Codes
To create a new Job Code, navigate to the Job Codes Grid, then perform either of the following to launch the Job Code setup screen:
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Begin setup by populating the General Information at the top of the screen.
General Information
1) Enter a Name and Description (optional) for the Job Code.
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Once General Information is populated, proceed to the Employees tab at the bottom portion of the setup screen.
Employees
The Employees tab displays a list view of all employees with the Job Code.
Although it is recommended to add/remove employees to/from the Job Code within the individual employee profile, this can also be done here by simply checking or unchecking the flag next to the Employee’s Username.
Rate
To add an hourly Rate to an employee, click to select the employee in question (will be highlighted in blue when selected), and in the Rate field, type the appropriate dollar amount.
Ledger
To add an Expense Payroll Ledger to an employee, click the ledger lookup and select the appropriate ledger. The Expense Payroll Ledger is simply for reporting purposes, it will not produce any type of Journal Entry.
Save and Close
Lastly, click Save & Close to complete the setup of the new Job Code.
Apply/ Remove Job Codes within Employee Profile
As previously mentioned, it is recommended to add/remove employees to/from the Job Code within the individual employee profile.
To do so,
1) Navigate to the Employee Module on the left user menu and select Manage Employees.
2) The Manage Employees grid will launch. Double click the applicable Employee to add/remove the Job Code.
3) Select the Job Codes tab on the left pane. Next, Select the Employee’s applicable Job Codes.
4) Although it is best practice to add the Rate and Expense Payroll Ledger at the Job Code level, they can be added on an individual basis here.
- To add a Rate, click to select the Rate field and type the appropriate dollar amount. This rate will be on an hourly basis.
- To add an Expense Payroll Ledger, click the ledger lookup button (three dots) and select the appropriate ledger. The Expense Payroll Ledger is simply for reporting purposes, it will not produce any type of Journal Entry.
Best Practices
While the functionality exists to automatically subtract minutes worked from an employee’s shift (for lunch, etc), ensure you are familiar with your State’s labor laws prior to determining whether it is appropriate for your Club’s use.
Assign Hourly Rate and Ledger Expense accounts within the Job Code setup screen (rather than the Employee Profile screen), to improve comparability and visibility across employees within the same Job Code.
FAQs
Q. How can I ensure employees can clock-in/out at the POS, but not access any other POS features?
A. Check the Only Allow Clock in/Out at POS Terminal option in the Job Code. When checked, all functionality except clocking in and out is restricted for Employees assigned to the Job Code.