Schedules

Human Resources > Workforce Administration > Search > Employee > Payroll Data

The grid in this section contains the basic details of an employee's work schedules for all primary and secondary jobs. A work schedule ensures the correct hours, hours codes and pay rates are defaulted in Hours Entry.

Each work schedule corresponds to a row in the grid. The rows are sorted by the schedule type (days first, then cycle), followed by Date Range and Job Title.

Unless a Secondary Job Title has been specified, the Job Title is populated with the primary job position or title, and all schedule detail applies to the primary job.

To open a new Schedule Detail section with fields available for adding a schedule, click the New button, located on the left side of the section header.

To edit a schedule, click the edit icon , located in the far-left cell of the appropriate row. The Schedule Detail section opens below the grid, with the appropriate data enabled for editing.

To delete a schedule from the grid, click the delete icon , located immediately to the left of the Date Rangecell in the appropriate row.

Note: A schedule that has been used in a payroll cannot be deleted.

The following table contains descriptions of the fields in the Schedule Detail section:

Field Description
Start Date Required. Date the schedule goes into effect.
End Date Date the schedule no longer is in effect.
Schedule Type Cycle or Day. The next three fields depend on the selection in this field.
If Schedule Type is Cycle:
Cycle Required. Annually, Bi-Monthly, Monthly, Quarterlyor Semi-Annually.
First Cycle Month

Required. Options based on the Cycle chosen:

Cycle Options
Annually All 12 months
Bi-Monthly January and February
Monthly January
Quarterly January, February and March
Semi-Annually January, February, March, April, May and June
Cycle Day First cycle day. The options available on the drop-down are 1 through 31, Last Day of the Last Check of the Month and First Check of the Month.
If Schedule Type is Day:
Day Required. Sunday, Monday, Tuesday, Wednesday, Thursday, Friday, Saturday, Day 1 through Day 14, First Day of Payroll and Last Day of Payroll.
Frequency Required. Tells how often the schedule is applied to the employee's pay. The options available on the drop-down are based on the code and descriptions set up in the Frequency maintenance table.
Hours Code

Required. The options available on the drop-down come from the Hours Code maintenance table and show the codes and descriptions. 
Hours

Enabled and required if the Hours Code pay type is Hourly, disabled if the Hours Code pay type is Other Amount or Other Percent. The maximum value is 999.9999.
Other Pay Enabled and required if the Hours Code pay type is Other Amount,disabled if the Hours Code pay type is Hourly or Other Percent. The maximum value is 9999.99.
Shift Code

Identifies a particular work shift. Options available on the drop-down are based on the shifts set up in maintenance and show the codes and descriptions.

Separate Check Code and description identifying the type of check to be cut apart from the regular pay-period checks. Options available on the drop-down are based on the Separate Check Code maintenance table.

Override Information

Use this section to override the default grade/step and grad/pay rate amounts within the prescribed minimum and maximum amounts.

Include in Budget Check box.
G/L Organization Determines whether you are using the organization set or the full G/L account when distributing the costs of the employee. Options available on the drop-down are based on a maintenance table and the HR System Setting, Distribute Employee Cost by Organization.
Project Identifies a project to which the schedule hours are booked. Options available on the drop-down come from the Project maintenance table.
Secondary Job Title

Identifies a secondary job to which the schedule hours are booked.

Options available on the drop-down are the titles of any secondary jobs the employee holds as of the Start Date. If the employee does not have a secondary job, the field is disabled.

Grade

Employee's job grade. Options available on the drop-down are based on the current grade codes and descriptions in Grade Steps maintenance.

If the Hours Code is marked as hourly in Maintenance and a step is not attached to the Grade, a Rate entry is required, regardless of the grade type. If a step is attached to the Grade, a Step entry is required.

If the Hours Code is marked as other pay and the Salary box is checked in Maintenance, if a step is not attached to the Grade, the Rate field is disabled and an Other Pay entry is required. If a step is attached to the Grade, a Step entry is required, and the Other Pay field is populated automatically and disabled.

If the Hours Code is marked as other pay and the Salary box is unchecked in Maintenance, the Grade and Shift Rate fields are disabled. If the Hours Code has a default amount, it populates the Other Pay field automatically. If the Hours Code does not have a default amount, an Other Pay entry is required.
Rate/Step

Pay rate or step, depending on whether the Grade selected includes steps.

if the Grade does not include steps, the field is Rate and requires a numeric entry. The minimum value is based on the minimum for the grade, and the maximum value is based on the maximum for the grade; however, if Employee Pay Rate is checked in the Payroll Override Security section of the User-Based Security page, you have the authority to override the minimum or maximum value.

The Rate field holds a maximum value of $9,999.9999. If the Hours Code selected has a pay type of Other Amount or Other Percent, the Rate field is disabled.

If the Grade includes steps, the field is Step, and the drop-down lists the steps.

If you do not want to save your entries, click Cancel. If you are satisfied with your entries, click Save. The data updates, as does the grid.

To save your entries and clear the Schedule Detail section for the entry of another schedule, click Save/New.

To assign user rights to the Schedule section, follow these steps:

  1. Navigate to Maintenance > new world ERP Suite > Security > Users. The User List page opens.
  2. Select (highlight) the user to be given rights to the Schedule section.
  3. Click Permissions. The Permissions page for the selected user opens, showing a grid of application components.
  4. Click the Show Search link in the top-right corner of the page. The Component Name, Application and Company Name search fields display.
  5. In the Component Name field, type Workforce Administration Payroll Data.
  6. Select the Human Resources Application.
  7. Click Search. The grid refreshes to show only the Workforce Administration components.
  8. In the Workforce Administration Payroll Data - Schedule row, check the appropriate processes to assign the user.
  9. Click Save. 
  10. For the authorization to take effect, the user must sign off and sign on the system.