Work codes are used to record time-based earnings in the Payrun.
Each Work code defines the type of work being paid and, where applicable, a multiplier to apply to the employee's normal rate.
In the Payrun, Work entries are calculated as:
Units × Rate × Multiplier = Value
For example, 8 hours at $30 per hour using a multiplier of 1.50:
8 × $30 × 1.5 = $360
Create a Work code
First, create a new entry under the Work codes category:
Go to the Codes screen.
Select Work codes.
Click the + button.
Complete the fields as follows:
Enter an Abbreviation.
Enter a Description.
Select the appropriate Classification.
Enter the required Multiplier.
Configure any other applicable options.
Save the Work code.
Abbreviation
The Abbreviation is the short identifier used for the Work code.
It can also be used when importing pay transactions into SmoothPay.
Choose an abbreviation that clearly identifies the type of work being paid.
Description
The Description is the display name of the Work code and is what is shown on a payslip
Use a description that clearly identifies what the Work code represents.
Classification
The Classification tells SmoothPay what type of work the code represents and determines the payroll rules that apply to it.
Available classifications vary between jurisdictions.
For details of the classifications available in your payroll, refer to the relevant:
<Country specific guide>
Multiplier
The Multiplier determines how the employee's rate is multiplied when the Work code is used.
For example:
1.00 = normal rate
1.25 = time and a quarter
1.50 = time and a half
2.00 = double time
The Multiplier is defined against the Work code itself and cannot be changed on the individual Work transaction in the Payrun.
If different multipliers are required, create separate Work codes for each rate.
Example: Create an Overtime 1.25 Work code
To create an additional overtime rate of 1.25:
Abbreviation: OT1.25
Description: Overtime 1.25
Classification: Overtime
Multiplier: 1.25
If an employee earning $30 per hour works 8 hours using this Work code, the Payrun calculates:
8 units × $30 rate × 1.25 multiplier = $300
How multiplied rates are presented on the employee's payslip can be configured separately.
For more information, refer to:
Counts towards TOIL/flexi-time
Select Counts towards TOIL/flexi-time when time entered against this Work code should be included in automatic TOIL/RDO calculations.
Whether this should be selected depends on how the Work code should contribute to the employee's TOIL or flexi-time calculation.
For more information, refer to:
<Automatic TOIL/RDO>
GST rate
The GST rate field is only available when GST calculations have been enabled under Accounting tab in the Settings screen.
Where GST applies, select the appropriate GST rate for the Work code.
For more information about GST configuration for contractors, refer to:
Inactive
Select Inactive when the Work code should no longer be available for new use.
Making a Work code inactive removes it from normal selection while retaining the code and its existing payroll history.
This is generally preferable to removing a code that has already been used in previous pays.