Dayforce uses pay codes to mark or describe what an employee was doing for a segment of time. For example, time spent working, on a break, off sick, or on vacation are all recorded with different pay codes.
The Assign Pay Code Rule is used to search employee time and attendance records for eligible time and assign that time a specific pay code and pay category. The rule’s configuration defines what is considered eligible time and what pay code it assigns to that time. The rule is flexible and can cover a variety of situations for which you need to assign a specific pay code, different from the one previously recorded in Dayforce, to segments of eligible time.
Assigning a pay code to eligible time is a useful way to highlight that time and call the attention of managers who review time and attendance records. Because pay codes can be configured as exceptions, so that when they occur they're flagged on the timesheet managers use to review time and attendance information, you can configure the rule to use an exception pay code and assign it to the situation you want to highlight.
For example, if managers need to review and approve any overtime employees earn, you could use the Assign Pay Code Rule to assign an exception pay code to any overtime employees earn. That way managers see the overtime, approve it, and save the timesheet, at which point the employees are paid for the overtime. In this example, you would configure the overtime employees can earn as the eligible time in the rule’s configuration, and select an appropriate exception pay code to assign to the time.
| Setting | Description |
|---|---|
| Paycode to Assign | Select the pay code the rule assigns to eligible pay details. |
| Pay Category to assign | Select the pay category the rule assigns to eligible pay details. |
| Assign when each eligible paycode/paycategory segment mins are < | You can configure the rule to only assign the pay code and pay category to an instance of eligible time that is less than a specified number of minutes long. For example, enter 120 and the rule only applies the pay code and pay category to eligible time that is less than two hours in duration. |
| Paycode Eligible | Select which pay codes mark eligible pay details. Only pay details with one of the selected pay codes can be assigned the rule’s pay code. Leave blank and the rule doesn’t consider pay codes when looking for eligible pay details. |
| Paycode Ineligible | Select which pay codes mark ineligible pay details. Pay details with one of the selected pay codes can't be assigned the rule’s pay code. Leave blank and the rule doesn’t consider pay codes when marking pay details as ineligible. |
| Paycategories Eligible | Select which pay categories mark eligible pay details. Only pay details with one of the selected pay categories can be assigned the rule’s pay code. Leave blank and the rule doesn’t consider pay categories when looking for eligible pay details. |
| Paycategories Ineligible | Select which pay categories mark ineligible pay details. Pay details with one of the selected pay categories can't be assigned the rule’s pay code. Leave blank and the rule doesn’t consider pay categories when marking pay details as ineligible. |
| Departments Eligible | Select which departments mark eligible pay details. Only pay details recorded against one of the selected departments can be assigned the rule’s pay code. |
| Jobs Eligible | Select which jobs mark eligible pay details. Only pay details recorded with one of the selected jobs can be assigned the rule’s pay code. |
| Projects Eligible | Select which projects mark eligible pay details. Only pay details recorded with one of the selected projects can be assigned the rule’s pay code. |
| Dockets Eligible | Select which dockets mark eligible pay details. Only pay details recorded with one of the selected dockets can be assigned the rule’s pay code. |
| Paycodes Adjust | Select which pay codes mark eligible pay adjustments. Only pay adjustments with one of the selected pay codes are assigned the rule’s pay code. Leave blank and the rule doesn’t assign the pay code to pay adjustments. |
| Assign Paycode and Paycategory to Premiums | Select this checkbox and the rule assigns its pay code and pay category to eligible pay details, even if they're marked as premiums. Clear the checkbox and the rule doesn’t assign its pay code and pay category to premiums. |
| Included Shift Trade Statuses | Select which shift trade statuses mark eligible pay details. Only pay details recorded with one of the selected shift trade statuses can be assigned the rule’s pay code. |
| Excluded Shift Trade Statuses |
Select which shift trade statuses mark ineligible pay details. Pay details with one of the selected shift trade statuses won’t be assigned the rule’s pay code. |
| Apply pay category multiplier rate | Select the checkbox to apply the multiplier rate associated with the pay category specified in the Pay Category to Assign setting to the hours. For example, the setting can be used to support unpaid hours for time banking, by applying a pay category multiplier with a rate of zero to the hours. |
| Apply rate | Select this checkbox to apply the rate specified in the Fixed Rate Value field to the pay code affected by the rule. |
| Fixed Rate value | Enter the overtime rate in dollars per hour that you want to apply to the pay code affected by the rule. |
| Respect Job Rate worked |
Select this checkbox to use the job rate of the worked assignment instead of the base rate when calculating premiums for qualifying rest periods. Note: When the Respect Job Rate Worked checkbox is selected, the rate entered in the Fixed Rate Value field is ignored. |
| Reset original rate |
Select this checkbox and Dayforce uses the rate assigned in this rule when performing calculations for FLSA overtime. For example, an employee’s base rate is $10, but the Assign Pay Code Rule is configured to pay them at a rate of $15 per hour for time worked at a particular pay code. With this checkbox cleared, Dayforce would use the employee’s base rate for that time segment when calculating FLSA overtime. With this checkbox selected, Dayforce uses the $15 rate in calculations. |
| Affect scheduled shifts with pay codes |
This setting allows the rule to be applied correctly for employees who have multiple shifts on the same day. When no pay codes are specified here, the rule only works for single shifts in a day. For example, if any pay codes are schedule not worked, no shifts for the entire day are paid because all of the shifts are converted to schedule not worked. When pay codes are specified here and an employee works multiple shifts in the same day, the employee can be paid for the additional scheduled shifts while not being paid for a “schedule not worked” shift occurring on the same day. Users can specify one or more pay codes that cause Dayforce to consider each pay summary on the day according to its associated schedule. The Assign Pay Code Rule only runs for those pay summaries for which another pay summary associated with the same schedule has one of the pay codes specified in the Affect scheduled shifts with pay codes setting. Leaving the Affect scheduled shifts with pay codes setting empty causes the setting to be disabled. Note: Items not associated with a schedule are unaffected by the Assign Pay Code Rule. There must be an associated schedule for this setting to work. |
Assign Pay Code Rule Example
Employees receive overtime for a variety of reasons, such as daily overtime and weekly overtime. To call the different types of overtime to the attention of managers looking at their employee’s timesheets, all of these types of overtime are gathered under an overtime pay code that is marked as an exception.
Example: Configuration
- In the Paycode to Assign drop-down list, click OTException.
- In the Pay Category to assign drop-down list, click OT Flat.
- In the Paycategories Eligible setting, click Daily OT, OT Flat, and Weekly OT.
Example: Results
An employee works a shift starting at 7:00 AM and ending at 10:00 PM, which contains two unpaid meal breaks. After eight hours of work, the employee receives overtime for their worked hours. The rule searches for these hours and marks them with the OTException pay code:
This pay code is configured as an exception, so the employee’s shift is marked with the warning icon (
) on the timesheet.