What are Code Groups?
Code Groups are used to define specific groups of Deductions, Earnings, or Tax Codes (DET) that are applicable for specific reporting and system calculation needs elsewhere within Empeon Workforce.
Examples of Code Groups
Here are some common examples within Empeon Workforce where Code Groups can be applied. When configuring Code Groups, it's important to have a general understanding of their application need.
- Accrual Policies - Code Groups often need to be configured and applied to the accrual policy/bank rules of the plan. This ensures that the system applies accrual calculations for specified Earning Codes that should count toward the accrual.
- Overtime Calculations - Code Groups have to be created and maintained in order for Empeon to properly calculate overtime (OT).
- Payroll Audits - Some payroll audits have an option to use Code Groups as part of the conditions set for the audit.
- Empeon Reports - Some Empeon reports reference Code Groups which can be added to the report for review.
Creating a Code Group
To set up a Code Group, navigate to the Payroll section within Company tab, and select the Code Groups Card.
Within the Code Groups Card, any Code Groups that have been previously set up will show here and can be maintained accordingly using the Edit button or the three-dot menu. There is also a blue button in the top right of this screen labeled "+ New Code Group" that will facilitate the creation of a new Code Group.
In most cases, there will be at least a few Code Groups already set up, if you are reviewing this for the first time. Often Code Groups are created for custom calculation needs during each company's onboarding phase. If you are not sure of the purpose for any Code Group that has already been set up, it's best to consult with other Workforce Administrators in your organization or reach out to Empeon Customer Support for assistance.
When creating a new Code Group, first identify an appropriate Code and Description for how it will be used elsewhere within the system.
Next, there will be three checkboxes for Earnings, Deductions, and Taxes. By checking the box associated with each category, a search box will appear, allowing for the ability to manually search, or look-up, individual codes to add to the Code Group.
Finally, before saving, there is a field for Include in this Group with two options: Selected items Only or Selected and new items.
In almost all cases, this should be set to Selected items Only in order to ensure that all DET Codes assigned are the only codes applied to the Code Group.
Choosing Selected and new items will mean that any new DET Code that is created on the company-level, after the Code Group has been established, will automatically be added to the Code Group.
As new DET Codes are added to the system, it is best to update the necessary Code Groups manually.
Maintaining Code Groups
Whenever new DET Codes are added to Empeon Workforce, a pop-up window will display with a reminder to review existing Code Groups, should the new code being added, need to also be included within any Code Group that has been set up.
Example: A Workforce User adds an Earning Code for Training in order to properly code when employees' worked hours are being used for training needs. The Workforce User recognizes that Training hours should count towards overtime and therefore knows to update the Code Group that is assigned to the system's overtime calculation.
For help and support relating to the ongoing maintenance of Code Groups, please do not hesitate to reach out to Empeon Customer Support.