Finding and assigning the correct accounting codes is a big time saving when you are using our time sheet module. RecStaff is very flexible with how these codes can be configured. However, if you have a complex payroll configuration, it can sometimes get confusing understanding how the accounting codes are being generated.
Here is a sample from a payroll period showing codes with several parts.
Where do those parts come from?
Each configuration can be slightly different, but here are the general rules. The rows above the total line usually correspond to worked hours and the codes are drawn from your settings.
When the modules builds that accounting code it
- Looks to see if any job or role code exists on the employee role as defined under your department settings
- Next it checks to see if you have any payroll mappings defined that have an accounting code attached
- Next it checks to see whether the rate being used for the hours has a code attached to it
- Lastly, it checks the payroll grade (if used) has any coding attached to it.
#3 in the sample above comes from any work assignment on the employees shifts.
Rows below the total line are usually shift differentials or other premiums, or shifts that have been assigned a non-default payroll code, often to track OT, PTO, sick leave and so on.
When building the account coding for lines below the total, the system
- Looks again to see if any job or role code exists on the employee role as defined in your department settings
- Next, it checks for any payroll mapping that has been configured
- Next, it checks for any code on the premium setup; premiums are configured under the Payroll Admin menu
- Next it checks for any codes on the rate being used
- Lastly, it adds in the abbreviation of the premium being applied (in this case NS is the Night Shift differential).
In this example, the last part of the code is some text in brackets - item #4 the "(31)" - is the payroll code. Most of your employee's hours will use the default payroll code so we don't bother showing it. We only display it when a non-default code has been applied to some hours, and this will appear in rows above and below the total line.