Introduction
Job Codes in Empeon Workforce are used to track labor-related records, which can be reviewed through system reports or applied in general ledger (GL) records. Job Codes are structured similarly to Cost Centers in the sense that they track labor-related information, however Job Codes have a few key differences. Job Codes can only be recorded on the employee's time card or in Pay Entry during payroll, as they cannot be assigned directly on the Employee Profile. They can also be added to the system and applied to employees through a Time File Import even if the code is not already set up on the company level.
Essentially, Job Codes can be set up to track any labor-related activity within the organization, especially for items with continuously generated ID's, such as Patient ID's, Customer ID's, or Project and Contract ID's. Job Codes offer more versatility in being able to track infrequent labor circumstances as they arise whereas Cost Centers track things that are much more constant for the employee such as their assigned position, department, etc.
Adding Job Codes
To add a Job Code on the company level so that it can be available to be applied on a Time Card or a payroll record, navigate to the Payroll section within the Company tab and select the Job Codes Card.
The Job Codes Card displays all active Job Codes and provides options to add new ones, either manually by clicking the blue "+ New Job Code" button or through an import. For each Job Code that has been set up, a three-dot menu provides the options to View, Delete, Copy to another company, or Deactivate the code. Additionally, a pencil icon to the left to this menu allows for editing the Job Code.
When adding a new Job Code, the only required field is the Code itself, which can be up to 20 characters. There are additional fields that can be entered if desired:
- Description - Further explanation for the Job Code can be entered here.
- Address - An optional field typically used when the Job Code is tied to a location and associated with a custom calculation or reporting need. Otherwise, the address field can be left blank.
- Location - An optional field primarily used for specific custom calculations in certain industries. For existing Job Codes with data already populated here, leave the information as is. In most cases, for new codes, this field can be left blank.
Applying Job Codes
Job Codes can be applied a couple ways. For clients utilizing our Time and Attendance feature, they can be added as an Allocation Override within the time card.
Job Codes can also be added when entering payroll using one of two ways: manual input or through a Time File Import. When applied via Time File Import, any new Job Codes included in the import will be automatically added at the company level and appropriately assigned to the employees listed in the import template. For more information on Time File Imports, please refer to Empeon's article Time File Imports.
To manually add a Job Code within Pay Entry, first ensure the Job Code column is visible in the table. If it’s not, click the gear icon in the top right of the table header, select "Column Chooser," then drag and drop the Job Code column into the table.
Then once the column is added to the table, a Job Code can be assigned accordingly. For additional assistance with Job Codes please reach out to Empeon's Customer Support.