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 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.

General Salary Code

You can set up a general salary code for all normal shifts simply by going to Settings > Payroll > General.

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

Salary codes for shift types (sick / vacation / 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 holidays. Go to Settings > Schedule > Shift types and there you can add or modify existing shift types with salary codes to override general salary code.

In the following example, you can see a portal with a lot of shift types that have different salary codes for reference.

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.

Salary codes for 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 restaurant need to be paid a different salary than when they work in the kitchen vs front.

Go to People > Employee Groups and there you can add or modify existing employee groups with salary codes to override the general salary code.

Note: Setting this will override the general salary code for employees in this group.

Setup Salary code for an individual employee

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 her seniority in the company and hence her 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, switch to Groups and Wages tab and there you can assign a Salary Code to an individual employee.

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

Pro tip: For scalability, we generally don't recommend applying a salary code on the employee level but use Employee groups instead.

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