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Projects, job codes, and pay rates

This article explains how to create job codes for pay rates, which are used when hourly employees' work hours need to be processed and exported to the payroll system.

In BitaBIZ, projects and job codes are used to structure time registrations:

Projects are used as main categories that group job codes and can be targeted to specific employee groups or policies.
Job codes are the specific activities or pay elements that employees select when registering time, and can be linked to a pay rate, such as regular hours, evening hours, or weekend hours.
A pay rate determines how work hours are processed in the payroll system, for example as regular hours, evening hours, or weekend hours. In BitaBIZ, pay rates are linked to job codes via payroll codes (Payroll Type ID), so registered hours can be paid out correctly when exported to the payroll system.

For work hours to be included correctly in the payroll export, job codes must have payroll codes attached and be marked for export to the payroll system. When set up correctly, work hours registered on these job codes can be included in payroll processing.

Setting up projects and job codes for payroll processing

1. Create a project for job codes

Start by creating a project. For example, call the project "Payroll" or "Payroll hours".

The project is targeted to policies that should have access to register hours that are paid out as payroll:

It's not required to create a project—such as "Payroll hours". However, we recommend it, as this allows you to link pay rates to relevant policies (employee groups).

2. Create job codes for pay rates

A. Create one job code per pay rate

You need to create one job code for each type of work hours/pay rate.
The job code name should clearly indicate when it is used, for example:

Regular hours (06:00–20:00)
Evening (after 20:00)
Weekend hours
On-call shift
Mandated overtime

ℹ️ At minimum, you must create one job code.

B. Link the job code to the project

The job code must be linked to the project used for payroll hours.

The job code can also be targeted to one or more departments, if relevant.

C. Activate the job code for payroll export

For hours on the job code to be sent to the payroll system, the following must be filled in:

Enter the payroll code (Payroll Type ID) that your payroll system uses to pay out hours
Tick the box to indicate that the job code should be included in the payroll export

If your payroll system requires a Cost Center ID, enter it here as well.

How job codes with pay rates work when activated

The employee must select the correct job code to register time on.
Time is added to the selected job code using the time registration method enabled on the employee's policy.
Work hours are saved on the relevant job code. The hours are pending approval.
Work hours that have been processed for payroll.

FAQ

Is it necessary to create a project for job codes?

No, it's not required to create a separate project for job codes. However, it is recommended, as projects make it possible to target job codes and pay rates to specific policies (employee groups), giving you better control over who can register which payroll hours.

Read more about projects and job codes here.

Why do I need to create one job code per pay rate?

Each pay rate (e.g. regular hours, evening hours, or weekend hours) must have its own job code, as the job code determines how the hours are processed in the payroll system. If multiple pay rates are registered on the same job code, the hours cannot be separated correctly during payroll export.

What is required for a job code so hours can be sent to payroll?

For hours on a job code to be exported to payroll, the job code must:

Have a Payroll Type ID entered
Be marked so that hours on the job code are included in the payroll file

Without this setup, the hours will not be exported.

Why are some work hours not included in the payroll export?

Work hours can only be exported to the payroll system if they are registered on job codes with pay rates that are marked for payroll.

If time is registered without a job code, it cannot be included in the payroll file.

Read more about export to the payroll system here.

What do we do if payroll hours have already been registered without a job code?

If payroll hours have already been registered without a job code, they cannot be automatically exported to the payroll system.

Instead, you can do a manual export from the report library. See the guide here: Time registration without hour bank – Registration log.

From there, the hours can then be updated manually in the payroll system.

How do we create sick hours so our hourly employees can get paid when sick?

We recommend you choose one of three options. The best option depends on your specific case:

Create a job code for Time registration without hour bank called "Sick hours".
When your employees register hours on this job code, they can be transferred to your payroll system.
Use our standard solution for sick leave.
When your employees register as sick, they can choose to register sick hours with start and end time. Sick hours can be transferred to your payroll system.
Use the custom registration types module to create a registration type called Sick hours. The hours can be transferred to payroll.

Solution	Advantages	Disadvantages
1. Job code “Sick hours” (without hour bank)	- Simple to set up- Easy for employees to understand (registered as regular hours)- Direct integration to payroll system- Minimal change to existing workflows	- Not a “true” absence registration- Lacks overview of sick leave (reporting/statistics)- Risk of incorrect registration (looks like regular work)- No automatic absence flows
2. Standard sick leave solution	- Designed specifically for sickness- Correct absence registration (compliance + overview)- Option for start/end time (precise hours)- Good reporting and statistics- Can be included in HR processes	- Requires a bit more setup/training- Less flexible if your needs are very simple- Depends on employees using the correct flow
3. Custom registration types (“Sick hours”)	- Very flexible solution- Can be tailored to your company's needs- Can be combined with other special types- Still allows payroll transfer and can be set to show Absence status	- Requires setup and maintenance- Can become confusing if many types are created- Less standardized → risk of inconsistency- Reporting depends on setup

Why hasn't an employee registered time on job codes?

If an employee hasn't had access to a job code, this may be why their work hours haven't been registered correctly.

You can find instructions on how to give the employee access to job codes here.

Make sure the employee is linked to the relevant job codes before time registration is done.

Why can't employees select a specific job code?

If a job code doesn't appear in time registration, it's usually because the employee does not have access to the job code.

This happens if the job code has been targeted through projects or departments.

Check the following:

Is the job code linked to a project?
If yes, the project must be available to the employee's policy (staff group), otherwise the job code can't be selected.
Is the job code restricted to certain departments?
If the job code is only assigned to selected departments, other employees won't be able to see it.
Is the employee's policy set up to use job codes?
The employee must have a policy where time registration without hour bank and job codes is enabled.

A job code will only appear if both the employee's department and policy match the setup the job code is linked to.

Create Job Codes for Pay Rates for Payroll