HE: How to Configure Earning Codes

Use this workflow to set up payroll categories (e.g., "Vacation," "Sick," "Bonus") and map them to your 3rd party payroll system.

Before you begin...

• Requires "Edit Settings" permissions.
• If you use a 3rd party Time & Attendance system (like ADP), you must create earning codes here that match your external system to ensure accurate reporting.
   

1. Access Earning Code Setup

1. Hover over the Username Menu and select Settings.
2. Under the Time & Attendance section, select Earning Code Setup.
   
3. Select the Hotel you wish to configure.
    

2. Add a New Earning Code

1. Click Add New Earning Code.
2. Earning Code Name: Enter the name as it should appear on timecards (e.g., "PTO").
3. Import/Export Mapping: Enter the code your payroll system uses to identify this pay type (e.g., "VAC" or "EARN01"). This is required for payroll exports.
4. Tips/Gratuities: Select "Yes" if this code represents tips (this usually excludes the code from labor reporting automatically).

3. Configure Exclusions

1. Exclude from Labor Management: Select Yes for non-worked hours (e.g., Vacation, Sick) so they do not count against your Labor Plan productivity (Wins/Losses).
2. Exclude from OT: Select Yes if these hours do not count toward weekly overtime thresholds (e.g., Sick time is usually excluded from OT calculations).
3. Exclude from ACA: Select Yes if these hours should not count toward Affordable Care Act eligibility.
4. Is this Overtime: Select Yes if this earning code is a type of overtime or doubletime. (Example: Doubletime, Overtime, Holiday OT)
5. Zero Out Hours: You can make all hours values set to 0. They will not be available anywhere in the system.
6. Zero Out Wages: You can make all wages values set to 0. They will not be available anywhere in the system.
7. Click Save