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Job Codes for Pay Rates

This article explains how to create job codes for pay rates, which are used when hourly paid 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 for payroll:

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 pay rates that employees select when registering time, and are 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 (Pay 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 code rates attached and be marked for export to the payroll system. When set up correctly, work hours registered on these job codes will be included in payroll processing.

Setting Up Projects and Job Codes for Payroll Processing

1. Create a Project to Target Pay Rates

Start by creating a project. For example, name the project "Payroll" or "Payroll Hours".

The project is targeted to policies that should have access to register hours that are processed for payroll:

It's not required to create a project—such as "Payroll Hours". But 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 hours (after 20:00)
Weekend hours
On-call shift
Mandated overtime
Weekday supplement
Weekend supplement
Payroll hours

ℹ️ You must create at least one job code. For example, Payroll Hours.

B. Link the Job Code (Pay Rate) to the Project

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

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

C. Activate the Job Code (Pay Rate) for Payroll Export

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

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

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

How Job Codes as 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 via the time registration method enabled on the employee's policy.
Work hours are saved on the relevant job code. The hours are awaiting 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) and give you better control over who can register which payroll hours.

Read more about projects and job codes here.

Why should there be 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 Pay 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 paid employees can get paid during sick leave?

We recommend choosing 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 the need is very simple- Depends on employees using the correct flow
3. Custom registration types (“Sick hours”)	- Very flexible solution- Can be tailored to company 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 can't employees select a new pay rate or job code, such as weekday or weekend supplements?

If employees can't see new job codes used for pay rates or supplements in time registration, it's usually because the setup doesn't match the employees' policy, project, department, or access to Time Registration without hour bank.

Check the following:

Check the employees' policy
Are job codes enabled on the policy the employees are assigned to?
Check the job code's project
Is the job code targeted to the employees' policy through a project?
Check the job code's department
Is the job code targeted to the wrong department?
If the job code is limited to a department the employees don't belong to, they won't be able to see or register on the job code.
Check access to time registration
Do the employees have access to Time Registration without hour bank?
If employees don't have access, they may not be able to register on the job code.

If employees still can't see the job code, you should compare the setup with an employee where the job code appears correctly, and check for differences in policy, department, project, and access.

Example:
If you've created new supplements such as weekday supplement, evening hours, normal hours, or weekend supplement, and employees can't register on them, first check if job codes are enabled on the employees' policy, and if the job code is correctly targeted via project and department.

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

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

You can find guidance on giving 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 via projects or departments.