The Payroll Setup > Payroll Reasons screen is where you can configure custom reason codes that you can later link to feature areas in Payroll, such as off-cycle pay runs, rejected pay runs, and checks. You can set up reason codes to provide more context about why you or someone else took a particular action, for example, specifying the reason for an off-cycle pay run as Retro Pay. The following are a couple of examples of cases in which you can set up reason codes:
- In the case of rejected pay runs, you can use this screen to set up custom reason codes for rejected pay runs so that these reason codes are available if you select a reason for a rejected pay run.
- In the case of checks, you can set custom reason codes for various check types, such as additional, manual, onsite, and auto-void checks. After you set up a reason code for a particular feature area, a Reason drop-down list is available in the dialog box of the feature that corresponds to your custom reason code.
When you go to the Payroll Setup > Payroll Reasons screen, a grid layout lists both custom and system payroll reason codes. You can add a custom reason code and assign it a unique name, description, and reference code. Then, you can link the reason code to a system category. If you link the reason code to a system category, you can indicate the countries and features for which you want to make the code available.
| Column | Description |
|---|---|
| Reference Code | A unique identifier (XREF code) that corresponds with the payroll item, such as bonus1 for a bonus payment |
| Category | The system-defined reason category from the drop-down list that best matches the custom payroll reason |
| Country | (Optional) The countries for which a reason can be used. Skip this field to make the reason available for all countries. |
| Correction Reason | An indicator to show if the reason is intended to correct or adjust payroll information, such as missed pay or a refund |
| Use with | An indicator that shows the feature areas that pertain to a payroll reason. This setting controls whether a payroll reason is included in a selection list in that feature area. For example, in the dialog box for new or edited off-cycle pay runs in Payroll > Pay Run Management, if you designate a reason as Off-Cycle Pay Run in Payroll Reasons, a Reason drop-down list is available in the dialog box in which only the reasons that you mark as Off-Cycle Pay Run are available as selections. If you select other feature areas in addition to Off-Cycle Pay Run, the payroll reason is selectable from the Reason field in the specified feature areas. |