Special Code

The General tab displays basic information about the special code.

Field definitions

• Active: Determines whether the special code is available to users to select from drop-down menus, such as when submitting a request.

  This setting can be toggled as needed. For example, when setting up a new special code, you can keep it hidden from users until you are ready. Or you may have seasonal or emergency-use special codes that are used only in certain situations, and you can make these visible or hidden whenever needed.

  When set to No (inactive), users cannot see or select the special code. However, the special code is still usable in other manager and administrative functionality, such as payroll processing, reporting, Retro Calculator jobs, handling requests and exceptions, union code exclusions, etc.

  If a special code was active and used by users, and then made inactive, the transactions and requests that used the now inactive special codes are still visible and editable by users. Users cannot select a different inactive special code but can select an active special code to update the transaction or request.

• Clocking Category: Indicates whether the special code must be attached to the In Punch, the Out Punch, Both the in and out punches, or Either the in or out punch in order to process the clocking pair.

• Code: The alphanumeric short name or abbreviation for this special code.

• Description: The label describing this special code.

• Number: The numeric value identifying this special code, used with input devices.

• Organization Unit: Select the appropriate code for this field. The number of organization unit levels available and the organization unit names displayed depend upon the corporate structure.

• Primary: Indicates whether this special code is considered a primary special code (Yes/No). Only one Primary code may be associated with a clocking pair. Multiple Secondary codes may be associated with a clocking pair.

• Special Code Prompt Resource Code: The code for the telephony .wav file for an entered special code. When a special code is entered using the TimeCall system, the user will hear the alternate description of the code as defined by this .wav file, instead of the standard description.

  For example, when a user making a non-productive entry keys the code for PTO, instead of hearing "P-T-O" the user may hear, "Paid Time Off"; or instead of hearing "V-A-C" the user may hear "Vacation", as set up in the .wav file.

The LaborView Categories determine which categories this special code should accumulate into when viewing the LaborView reports. Special codes can be included in multiple LaborView categories.

For each option, indicate Yes or No whether to include the information for this special code in the LaborView.

Displays indicator settings for this special code as they relate to system values, time and attendance, and schedule processing.

Displays parameter settings for this special code as they relate to system values, time and attendance, and schedule processing.

To add a new special code, complete the following steps.

1. Navigate to Configuration > Time and Attendance > Special Code.

2. Under Actions, click Add.

3. Enter the appropriate information to identify this special code record.

4. Select the LaborView Categories, Indicators, and Parameters tabs and configure the fields on each, as needed.

5. Click Save.

6. As needed, select the Special Code Sections to continue configuring the special code.

Authorized users can use the Replace feature to update multiple selected records at the same time with the same field information or the same indicator and parameter values.

1. Navigate to Configuration > Time and Attendance > Special Code.

2. Search for all the records to be updated.

   Multiple searches can be done to build a results list.

3. From the search results, select all the special code records that you want to update.

4. Under Actions, click Replace.

   A screen is displayed with all fields showing as read only.

5. Select the boxes next to the fields to be updated, which enables the fields for editing.

6. Enter the new or updated information in the fields.

7. Select the tabs and update the fields on each, as needed.

8. Optional. To reset all the values back to the previously saved ones, click Reset.

   Note  

   Once the updated fields have been saved, the values cannot be reset to the previous values.

9. Click Save.

   All selected records are now updated with the new information replacing the old information in the selected fields.