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Pay Code
The two-letter Pay Code for all leave taken types is set up on this form. The description of these codes and the Program Elements to which they are assigned are also entered here. An example of an entry on this form would be Pay Code “AL”, Description “Annual Leave” and Element?”. The Program Element codes and Descriptions must be set up in GMS Main, General Ledger, Program Elements before you can enter them in this set up file.
Other items set up on this form are the organization’s OT Rate, CE Rate and CT Rate. The OT Rate establishes the rate of pay at which overtime will be paid, i.e. “time and a half”.
The CE Rate establishes the rate at which employees earn Compensatory (Comp) time. For example, a Comp Time earned rate of 1.0 means an employee would earn 1 hour of available Comp Time for every extra hour worked. The CT Rate establishes a second rate at which employees earn Compensatory (Comp) Time. For example, a Comp Time earned rate of 1.5 means an employee would earn 1.5 hours of available Comp Time for every extra hour worked. Please note that the OT, CE and CT rates defined on this form are agencywide, and are not linked to any other Pay Code that appears on this form.
If you want to set up a pay code for leave without pay, use LP for the code. When entering timesheets, if you enter hours using LP for the pay code, no dollar amount will be calculated. If you want to set up a pay code for military leave, use ML for the pay code and no dollar amount will be calculated.
Note: Should you need additional codes for leave without pay, such as MT for Maternity Leave, create them on this form. Then refer to the Payroll\Timesheet Entry\Adjust section of the Help Manual for further instructions.
Pay Code: Enter a two-letter code for the leave type.
Description: Enter a description for the leave type.
Element: Enter the program element code for this leave type or click in the combo box arrow to select a program element from the listing. Leave program element codes must be 995100-996900 and the codes must be set up under General Ledger/Program Element, as stated above, before you can enter them into this field.
OT Rate: Enter the rate of pay for overtime, i.e. 1.5.
CE Rate: Enter the rate at which Comp Time is earned, i.e. 1.0.
CT Rate: Enter the second rate at which Comp time is earned, i.e. 1.5.
Subtract: If you have a pay code that is not a leave balance type, you can enter the leave balance type pay code under the Subtract column to have amounts subtracted from the specified leave balance.
Note: There are two pay codes set aside for paying unused leave time upon termination. Those reserved codes are AT for annual leave termination pay and ST for sick leave termination pay. Under the Subtract column, enter the pay code that represents the leave balance from which you want those hours subtracted. For example, for AT – annual leave termination pay – you normally would set up AL to be the leave balance you wish to have it subtracted from. When either of those pay codes are included on a timesheet, no leave earnings will be calculated on those hours.
Note: Should your organization direct charge leave costs to programs this form would have zeros in the element fields. If this is the case, all pay codes must have zeros.
Other items set up on this form are the organization’s OT Rate, CE Rate and CT Rate. The OT Rate establishes the rate of pay at which overtime will be paid, i.e. “time and a half”.
The CE Rate establishes the rate at which employees earn Compensatory (Comp) time. For example, a Comp Time earned rate of 1.0 means an employee would earn 1 hour of available Comp Time for every extra hour worked. The CT Rate establishes a second rate at which employees earn Compensatory (Comp) Time. For example, a Comp Time earned rate of 1.5 means an employee would earn 1.5 hours of available Comp Time for every extra hour worked. Please note that the OT, CE and CT rates defined on this form are agencywide, and are not linked to any other Pay Code that appears on this form.
If you want to set up a pay code for leave without pay, use LP for the code. When entering timesheets, if you enter hours using LP for the pay code, no dollar amount will be calculated. If you want to set up a pay code for military leave, use ML for the pay code and no dollar amount will be calculated.
Note: Should you need additional codes for leave without pay, such as MT for Maternity Leave, create them on this form. Then refer to the Payroll\Timesheet Entry\Adjust section of the Help Manual for further instructions.
Pay Code: Enter a two-letter code for the leave type.
Description: Enter a description for the leave type.
Element: Enter the program element code for this leave type or click in the combo box arrow to select a program element from the listing. Leave program element codes must be 995100-996900 and the codes must be set up under General Ledger/Program Element, as stated above, before you can enter them into this field.
OT Rate: Enter the rate of pay for overtime, i.e. 1.5.
CE Rate: Enter the rate at which Comp Time is earned, i.e. 1.0.
CT Rate: Enter the second rate at which Comp time is earned, i.e. 1.5.
Subtract: If you have a pay code that is not a leave balance type, you can enter the leave balance type pay code under the Subtract column to have amounts subtracted from the specified leave balance.
Note: There are two pay codes set aside for paying unused leave time upon termination. Those reserved codes are AT for annual leave termination pay and ST for sick leave termination pay. Under the Subtract column, enter the pay code that represents the leave balance from which you want those hours subtracted. For example, for AT – annual leave termination pay – you normally would set up AL to be the leave balance you wish to have it subtracted from. When either of those pay codes are included on a timesheet, no leave earnings will be calculated on those hours.
Note: Should your organization direct charge leave costs to programs this form would have zeros in the element fields. If this is the case, all pay codes must have zeros.
