From the Payroll screen, select the Maintenance menu and then Pay Codes.
Note: If desired, to access the Pay Code File from Negotiations (if applicable), select the Payroll menu from the Negotiations screen and then Pay Codes.
At the Pay Codes screen, enter the ID of the pay code to change in the Pay Code ID field. If the ID is not known, click the down-arrow button or the Find button to select the correct one.
Make the desired changes to the pay code.
If the Active field was unselected (a checkmark does not appear in the box) for a contract pay code and there are employees with balances on that contract, a message will appear asking to continue; click Yes to make the contract pay code inactive (the employees will not be paid the remaining balances), or click No to keep the contract pay code active.
Note: An inactive pay code cannot be added to an employee in the Employee File or an entry cannot be made in the Pay Period Entries, Time Cards, or Employee Absences options.
For the account number(s) in the Default Expense Accounts List, complete the blank line (indicated with an asterisk) at the bottom of the list to add a new account number, or click the Delete button located to the left of the desired account number to delete one (when prompted to delete it, click Yes).
After all the changes have been made, click the Save button.
If the ID for the pay code was changed, a prompt will appear verifying whether or not to change the ID or add a new one. To change the ID for the pay code, click the Change button. To not change the ID and revert to use the original ID, click the Revert to Original button. To add a new pay code with the specified ID that is a duplicate of the current pay code, click the Create New button.
Note: If adding a new pay code by clicking the Create New button, the new pay code will automatically have the Gross Earnings column selected on the Pay Codes screen in the Balancing Information option; if needed, make changes as necessary.
If any deductions or taxes in the Cross References List were selected (or unselected), the system will prompt to add (or remove) the cross reference for the pay code and the specified tax or deduction for all employees. To add (or remove) the cross reference to all employees, click Yes; otherwise, click No. Click Yes to All to add (or remove) all the selected cross references to all employees or click No to All to not add (or remove) all the selected cross references to all employees.
If the supplemental rate is selected (or unselected) for an income tax (only applicable for FIT and SIT) by clicking the box under the Supplemental Rate column located to the right of the tax ID and description in the Cross References List, the system will prompt to change the supplemental rate selection for the tax and pay code for all employees. To change the supplemental selection for all employees, click Yes; otherwise, click No. Click Yes to All to change the supplemental selection for all employees along with any other cross reference changes for all employees or click No to All to not change the supplemental rate selection and also any other cross reference changes.
Note: This prompt will not appear if Yes to All or No to All was selected in the previous step.