Assigning Codes to Employee Classes
An underused function of employee classes is to automatic assignment—and, therefore, roll-down—of codes to employees in the class. You can assign pay, deduction, benefit, local and state tax codes to an employee class so that employees in the class automatically are assigned to the codes. This is done through the Employee Class Setup window:
Select the employee class and click “Codes.” You can use the drop-down menu to select the Code Type: Pay Codes, Deductions, Benefits, Local Taxes or State Taxes. Then simply select the codes to associate with the class and click “Insert.” To remove a previously associated code, select it in the Assigned Codes column and click “Remove.” The behavior will vary based on whether employees have been assigned yet to the class.
- If no employees exist in the class, and codes are assigned or removed, there will be no effect until you assign an employee to the class. When you choose to default settings from the class, the employee automatically will be assigned to the associated codes. You then can confirm this by opening Cards | Payroll | Pay Codes, Deductions, etc. for the employee.
- If employees exist in the class and codes are assigned using this window, you will be asked if you want to roll down the settings to the existing employees. If you choose to roll down, all employees in the class will be assigned to the codes.
- If you choose not to roll down, only new employees will receive the codes as outlined above.
- If employees exist in the class and codes are removed using this window, you will be asked if you want to roll down the inactivation of the codes that have been removed. If you choose to roll down, the removed codes will be inactivated for all employees in the class.
- If you choose not to roll down, new employees only will receive the remaining codes and existing employees will not be affected.
Here are a couple of things to keep in mind if you are considering assigning codes by class:
- Only assign the most common codes. “Over-assigning” codes—assigning codes to employees who don’t really need or use them—even if they have zero rates or are never used, can cause payroll reports to be longer than necessary when they include the employee’s assigned codes.
- Consider the effect of switching classes. If you regularly move employees from one class to another, you are prompted to default settings to the employee (from the new class). If you choose to default and have codes assigned to the classes, the codes that are not associated with the new class will be inactivated. This may or may not be your desired result.
Assigning codes to classes can speed up data entry and accuracy, but it’s important to understand the impact to avoid undesired outcomes.