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Code Groups

Introduction

Code Groups serve an important purpose in Empeon Workforce; they are used to define specific groups of Deductions, Earnings, or Tax Codes (DET) for reporting and system calculation needs. DET's within a Code Group usually share a common theme or need; they are almost always grouped together based on their shared characteristics or as part of conditions needed for other solutions within Empeon Workforce.  

This article reviews common examples of where Code Groups are applicable and details how to create and maintain them within Empeon Workforce.

Examples of Code Groups

When configuring Code Groups, it's important to have a general understanding of their application need. Below are some common examples of instances where Code Groups need to be created and maintained within Empeon Workforce:

  • Accrual Policies - Code Groups often need to be configured and applied to the accrual policy/bank rules in Empeon. This ensures that the system applies accrual calculations only on earning codes that represent worked hours that should accrue.
  • Overtime Calculations - Code Groups have to be created and maintained in order for Empeon to properly calculate overtime (OT). For more information about how Code Groups are applied to OT calculation solutions, review Empeon's Weighted Overtime article.
  • Payroll Audits - Some payroll audits have an option to use Code Groups as part of the conditions set for the audit.
  • Empeon Reports - There are a few Empeon reports that support references to Code Groups. For example, Code Groups can be pulled into the Custom Transaction Live 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. 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.

Important Note: There is a good chance that at least a few Code Groups will already be setup in Empeon if you are reviewing this for the first time. Often Code Groups are created for custom calculation needs during a company's implementation. If you are not sure of their purpose, it's best to consult with other Workforce Administrators in your organization or reach out to Empeon Client Services for assistance in determining what system functionalities they affect.

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 an option to include Selected Items Only or Selected Items and New Items. Choosing Selected Items and New Items means that any new deduction or earning created will automatically be added to the Code Group. Please note that Empeon does not recommend having the system add deductions or earning codes to Code Groups automatically. In almost all cases, Selected Items Only should be applied since whether new DET's should be included in Code Groups depends on the circumstance.

Maintaining Code Groups

Whenever new deduction and earning codes are added to Workforce, a pop-up window will display reminding the Administrator to review their Code Groups and add the new code, if necessary, to any Code Groups where applicable. 

It's important to understand the purpose of existing Code Groups and only add or remove DET codes to these Code Groups when appropriate.

For example, an Administrator adds a Training earning code in order to properly code when employees' worked hours being used for training needs. Assuming that the Training hours should count towards overtime when hourly employees' total hours go over 40 hours a week, this Training code needs to be added to the existing Code Group(s) being used to calculate overtime.