Salary codes in Planday are used to identify and report different types of shifts that an employee has worked on if you plan on using payroll or accounting software in conjunction with your portal.

Shift codes have a hierarchy when placed in different areas of your portal. A general salary code can be set for all shifts that cover all the hours and this is sufficient under most circumstances. A salary code can be set on each employee group - this will overrule the one set in general. In rare cases, a salary code can also be set on each individual employee's wage. This will overrule the one on the employee group and the general one.

⚠️ Please keep Salary codes simple and avoid using special characters or punctuation marks as that may interfere with your integration module. You may use alphanumeric values for example Under18 or Full-time to set as salary codes but avoid using complex naming conventions such !partTime&(u18*) €FullTimer%100Pay

Setting up a general Salary code

You can set up a general salary code for all normal shifts simply by going to Settings > Payroll > General and scrolling down to the Salary codes section.

In this example, a salary code of 1000 has been set for normal hours worked per shift and 2000 for fixed salary employees.

Set Salary codes on Shift types to report sick, absence, overtime

Another place you can assign Salary Codes is on specific shift types. This is helpful when you want to distinguish hours as overtime, unpaid leave, sick, or absence. Go to Settings > Schedule > Shift types, click on an existing shift type to edit and add a salary code to override the one set in general.

In the following example, you can see that all shifts marked with overtime of 1.5x will be reported under salary code 1500 so that the accounting software can distinguish those hours from the normal hours.

Note that Planday will only report the hours for that shift type, not the rate.

Apply Salary codes to Employee groups

Setting up salary codes for Employee groups can be useful if you want to differentiate the hours for a group of employees or job roles. For example, employees in a clinic need to be paid a different salary than when they work in the reception vs other administrative roles.

Go to People > Employee groups and there you can add or edit existing employee groups with salary codes to override the ones set in the general salary code.

Assign a Salary code to employees individually

There might be situations where you need to differentiate a single employee's hours separate from the rest of the group. For example, a worker gets paid a separate rate due to their seniority in the company and hence their hours must be reported separately in your payroll. Setting an individual salary code for this person would be the way to go so it overrides the general salary code and any of the group rates that they might have.

Go to People > Employees > click the edit employee button on an employee you wish to change > switch to the Employment tab. There you can assign a Salary code to this employee by editing their employee group relation.

Note: This will override the general salary code and the Employee groups salary code.

💡 For scalability, we generally don't recommend applying a salary code on the employee level but apply via Employee groups instead.

Still have questions? Reach out to our support team via chat if you need help regarding this feature.

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