Adding a New Quick Code

Quick Codes are used to enter a single code to indicate alternate organization unit, job class, and all other labor distribution information for that work assignment. This saves the employee time and effort at the input devices.

Employees can create any number of quick codes. For example, an employee can create one quick code to indicate when he/she is working as a Charge Nurse in the ICU department. The same employee can create another quick code to indicate when he/she is working as an RN in the Med/Surg department and the charges should be tracked for a specific grant.

To add a new quick code for an employee, complete the following steps.

1. Select the Employee section button in the tool bar.
   • To add a new quick code for yourself, click on the My Timecard button in the left pane.
   • To add a new quick code for another employee, authorized users can use the Employee Search screen to select the employee to add a new quick code.
2. Click on the Quick Code option in the Sections area In the left pane.
3. Click on the Add button in the left pane.
4. Enter an alphanumeric Code to identify this record. This is the value that the employee will select when using this quick code in the Quick Badge screen.

   The alphanumeric short name or abbreviation for this quick code.

5. Enter a Number, which is used to enter this quick code into input devices requiring numeric values, such as a badge reader.

   The numeric identification number of this quick code, used with input devices. This must be a unique number within this employee's quick code records.

6. Enter a Description which describes this record.

   The label describing this quick code.

7. Enter any additional labor distribution information that should be be included when the employee uses this quick code record, such as Organization Unit , Position Code, or Job Class Code. If these fields are left blank, the system uses the values set up on the employee's Primary Home Labor Distribution record.

   The primary home labor distribution assignment specifies the main job class/position of the employee within the Home labor distribution. An employee can only have one effective Primary Home labor distribution assignment effective, but may have multiple Alternate Home labor distribution assignments (same organization unit as the Primary Home but with a different job class/position) and Alternate labor distribution assignments (different organization unit than the Home labor distribution).

   This is set up in the Employee record> Labor Distribution screen by selecting the Primary Home option.

   The code identifying the employee job class assignment (e.g. RN, Cook) to use with the transaction when using this quick code.

   The position to be assigned to the employee with this quick code.

   Select the appropriate code for this field. The number of organization unit levels available and the organization unit names displayed depend upon the corporate structure.

8. Enter the Effective Date indicating when the employee can start using this Quick Code. This is a required field.

   The date this quick code is available for use.

9. If the quick code has a date when it is no longer valid, enter that in the Expiration Date field--otherwise, leave that field blank.

   The date this quick code is no longer available for use, if applicable. If this code can be used indefinitely, leave this field blank.

10. Enter information into any of the other fields on this screen that should apply to clockings when the employee uses this Quick Code. See explanations of fields below.
11. When all the information has been entered in this screen, click on the Save button to save the record.
12. This new record is added to the listing of valid quick codes for this employee. When the employee uses the Quick Badge feature, the code will display in the Quick Code menu.

Approved Hours

The number of hours per pay period that the employee is authorized to work.

Code

The alphanumeric short name or abbreviation for this quick code.

Daily Hours

The number of hours per day an employee is authorized to work when assigned this quick code.

Daily Overtime Hours

The number of hours per day an employee can work before incurring overtime pay, if applicable. If employees are not paid overtime based on daily hours, this field should be left blank or set to zero.

Note: When there is no value provided for this field from the employee download, this value is automatically set to zero. A zero in this field means that the employee overtime is not calculated on daily hours.

Description

The label describing this quick code.

Effective Date

The date this quick code is available for use.

More About Date Value Fields

Employee Category

Indicates the employee payroll category (e.g. salaried, hourly, etc.) to be assigned with this quick code.

Employee Class

The employment classification of the employee (e.g. full time, part time, etc.) to be assigned with this quick code.

Employee Code

The identification code of the employee.

Expiration Date

The date this quick code is no longer available for use, if applicable. If this code can be used indefinitely, leave this field blank.

More About Date Value Fields

Full Time Equivalent

The value comparing the employee's approved hours to the number of hours considered full time.

For example, if an employee is approved for 64 hours per pay period, and full time is considered 80 hours, the employee's full time equivalent (FTE) is 64/80 or .8.

Grade Code

The code of the payroll grade to assign to the employee transaction with this quick code, if applicable.

Grant Code

The code identifying the grant to assign to the employee transaction when using this quick code, if applicable.

Job Class Code

The code identifying the employee job class assignment (e.g. RN, Cook) to use with the transaction when using this quick code.

Lunch Length (Hours)

The amount of time taken for a lunch break, expressed in whole and/or decimal hours. For example, a 30 minute lunch break would be entered as .5 hours.

Number

The numeric identification number of this quick code, used with input devices. This must be a unique number within this employee's quick code records.

Organization Unit

Select the appropriate code for this field. The number of organization unit levels available and the organization unit names displayed depend upon the corporate structure.

Pay Group

The pay group assignment of this clocking, if applicable.

Payroll Group Code

The code identifying the payroll group to assign to the employee transaction with this quick code, if applicable.

Position Code

The position to be assigned to the employee with this quick code.

Project Code

The code identifying the project to assign to the employee transaction, if applicable.

Relief Position

Setting indicating if this position is a Relief position for this employee (Yes/No).

Seniority Code

The seniority code to assign to the employee with this quick code, if applicable.

Seniority Date

The date used to track the employee seniority at the corporation, job, position, etc.

Note: If no date is entered in this field, the system uses the employee Hire Date to determine seniority.

More About Date Value Fields

Seniority Hours

The accumulated number of hours of seniority for this employee, if applicable. This value is only filled in if the organization is tracking seniority hours.

Shift Code

The work shift to be assigned with this quick code.

Skill Code

The competency level achieved by the employee for this position. If a skill level is attached to a position, the employee must meet or exceed the required skill level value to be qualified for the schedule assignment.

Source

An icon indicates the input source of this record.

The following icons are displayed to show the input Source of the record:

Status Code

The status code to assign to the employee with this quick code, if applicable.

Union Code

The union code to assign to the employee with this quick code, if applicable.

Weekly Overtime Hours

The number of hours an employee can work per pay period or per week before incurring overtime pay, if applicable. Note: Assignment parameter settings determine if this value is for a pay period or for a week.

More About Weekly/Pay Period Overtime Determination