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Location Codes
Details
Standard, location-wide information should be recorded
for a location Code. At least one Location
Code is required for every Company. Location codes correlate to
the "tier one" level, which is the level between companies and
departments.
Location Codes and Contact Resource Codes provide location
information for employee self-service.
When accessed online, the Location Codes table doesn't display it's payment information section.
Constraint: Users
cannot delete a Location record or change the code value if it is assigned
to employees or if it was assigned to employees at the time that payrolls were posted.
Location, Tier 1, and Labor Segment 1 often refer to the
same units and are often completed with the same codes and descriptions,
but each is a separate Validation Table. Most notably, Labor Segment 1
codes are not required to be equivalent to the Location Codes but can
be defined to match.
To make across the board changes to "Tier 1," edit
the related information on the Location Codes Table and save the changes.
Completing or changing a record on the Location Codes Table triggers the
location code data to migrate to the Tier 1 Codes Table. In the organizational
chart, Location Codes correlate to Tier 1 level codes. However, Tier 1
information does not migrate to the Location Codes Table.
Note: For
"Tier 1" of the organization, any changes must be completed
on the Location Codes Table to
avoid potentially orphaning payroll records from the appropriate Location
Codes. The
Tier 1 Codes Table automatically populates based on additions and changes
on the Location Codes Table. This migration is one-way. The codes migrate
from the Location Codes to Tier 1 Codes, but tier 1 information does not
migrate to the Location Codes Table.
Business Scenario
Where applicable, state worksite reporting reports on location
information.
Optionally, bank account payment information can be defined
per Location Code. Multiple location codes are used to separate bank accounts
for payroll payments per unit and avoid multiple Company Code records
with identical EIN numbers. Where no
bank account information is defined on the Location Codes Table record,
payment accounts defined for the employee’s Company Code record are referenced.
Organizations can report by location, and many payroll reports
are grouped by location. For example, the Payroll
Register can be sorted by location by selecting the proper tier
code for grouping. The tier filtering is found on the second tab of the
selection criteria window that displays when you generate the Payroll
Register report.
Fields on the Location Codes
Code
(required). When
adding a new record, enter a Code of ten characters or less with no spaces
or special characters.- Description. When
adding a new record, type a Description of thirty characters or less.
- Active? A code
needs to be marked active to be available and in effect. An active code
has the Active checkbox selected, making the code available and keeping
the code in effect as a valid choice.
General Information/Location Information
- Company (required). Each
location belongs to one Company code. Additional location codes can be
defined where multiple companies in the same system share the same physical
location or building.
- Address
1, Address 2, City,
State, and Zip. The
complete address of the location
is used on reports such as Department of Labor work site reports that
the system provides through state unemployment insurance tax forms.
- Contact. The
location's contact is the name of the primary contact for the location.
This contact is useful to have on record to know should receive reports
or other information regarding the location.
- Phone
and Fax. The
contact information for the location
can include the Phone and Fax numbers.
- Email
Address. The
Email address of the contact person can be recorded on the location code's
record.
TimeKeeper Information
- Supervisor
(required). The
supervisor is the supervisor code that is the leader
of this location.
- Paid
Holiday Policy (optional). If
a paid holiday policy applies to most or all of the location's employees,
the paid holiday policy can be selected.
- Overtime
Policy (optional). The
overtime policy that is normally associated with
employees at this location.
- Rounding
Policy (optional). The
rounding policy code can be used with some custom
implementations and can be defined as needed.
- Week
Begin Day (required). The
work begin day is the standard begin day for self-service weekly timesheets.
Enter a number from 1 to 7, and refer to Work Week
Begin Day for additional information.
- Week
Start Time (required). Enter
the start time for the week, such as 0 and save. Online, the displayed
value is changed to 00:00 format. The location week start time populates
a new hire's Attendance tab, unless the department
has a week start time defined. Refer to Work
Week Begin and End Times for additional information.
- Auto
Punch Time (optional). A
location-wide punch-out time can be entered in Auto
Punch Time; however, this
is not used in standard processing.
- Auto
Punch Min (optional). A
location-wide auto punch minutes can be entered in the Auto
Punch Min field; however, this is not used in standard processing.
- Deduct
Reqd Min (optional). A
minimum time deduction of a certain number of minutes can be entered for
the location in the Deduct Reqd Min
field; however, this is not used in standard processing.
- Auto
Deduct Min (optional). Any
automatic deduction of minutes can be entered in the Auto
Deduct Min field; however, this is not used in standard processing.
- Email
Address (optional). Enter
the Email address of the individual or department who should receive reports
and other information regarding the location.
Payroll Payment information is found on the Enterprise Client version of the Location Codes table.
