The Payroll Codes section in the Admin Console lets you manage the codes that appear on timesheets and in payroll exports. Each code controls how time is classified (e.g. basic hours, overtime, sickness) and how it is reported to payroll and reporting tools.
This article covers:
An overview of the Payroll Codes page
How to add a new payroll code and what each setting means
The Payroll Codes page
To open the Payroll Codes page:
Go to the Admin Console.
Select Payroll Codes from the left-hand menu.
You will see a table listing all existing payroll codes for your organisation.
Columns on the Payroll Codes page
Each row in the table represents a single payroll code, with the following key columns:
Code - The short label for the payroll code (e.g.
Basic,OT1,Sick). This is what appears on the scheduler, timesheets and exports.Description - A longer, human-readable description of the code (e.g. Basic, Overtime, Sickness). Use this to make it clear to managers and payroll teams what the code is for.
Type - Shows whether the code is a Presence or Absence code:
Presence – used when an employee is working (e.g. basic hours, overtime, premiums).
Absence – used when an employee is not working, but the time still needs to be tracked (e.g. annual leave, sickness, maternity).
Pay Rate - Shows how the code is valued for payroll:
Employee rate – uses the employee’s standard rate.
Alternate rate – uses an alternative rate (for example, a premium or reduced rate).
Fixed rate – uses a fixed amount that does not depend on the hours worked.
Multiplier - uses a multiplier of the user's pay rate e.g. 1.5x the employee's standard rate.
In the top‑right corner you will also see an Add Payroll Code button, which opens the form for creating a new code.
Adding a new payroll code
To create a new payroll code:
Go to Admin Console → Payroll Codes.
Click Add Payroll Code in the top‑right corner.
A New Payroll Code window will open.
Required Fields
Code - The short identifier for the payroll code.
Keep it brief and consistent with your naming conventions (for example,
Basic,OT1,Sun_Prem).This appears on schedules, timesheets and exports.
Description - A clear, descriptive label that explains what the code is used for (for example, Basic hours, Sunday premium, Sickness).
This helps managers and payroll quickly understand the purpose of the code.
Presence / Absence - Choose whether the code should behave as:
Presence – for working time (paid working hours, premiums, overtime, etc.).
Absence – for non‑working time (annual leave, sickness, maternity, etc.).
This affects how the time is treated in reports and some scheduler views.
Pay rate settings
The Payrate section controls how the time attached to this code is valued for payroll.
Payrate (dropdown) - Select how the code should be costed:
Employee rate – uses the employee’s standard rate.
Alternate rate – uses an alternative rate (for example, a premium or reduced rate).
Fixed rate – uses a fixed amount that does not depend on the hours worked.
Multiplier - uses a multiplier of the user's pay rate e.g. 1.5x the employee's standard rate.
Payrate (amount / currency box)
When using an Alternate rate or Fixed rate, enter the appropriate value here (for example, an hourly rate or a fixed amount).The currency shown will match your organisation’s payroll configuration.
Additional options & reporting flags
The checkboxes below the pay rate control how the code behaves in duration calculations, reporting and exports:
Use as default - Makes this the default payroll code for its type (for example, the default Presence code).
This code contributes to overall record duration - When disabled this code can be added to a timesheet record as "other" and its duration won't contribute to the overall duration validation.
This code is an additional payroll code - When enabled this code can overlap other payroll codes and will be considered an 'Additional Payroll Code' in timesheets.
Include in cost payroll codes breakdown - Controls whether this payroll code's cost is included in cost calculations and cost breakdowns. If unchecked, the payroll code's cost is treated as 0 regardless of the rate, it effectively makes the code "free" in cost reporting.
Include in worked payroll codes breakdown - Controls whether this payroll code counts towards total worked hours. Only relevant for presence (non-absence) codes. When checked, the hours logged under this code are included in worked-hours totals on timesheets.
Include in user payroll codes breakdown - Controls whether this payroll code appears in the User Payroll Code Breakdown report. When unchecked, the code is filtered out of that report.
Exclude from Payroll Exports - When checked, this payroll code is excluded from payroll export files sent to external payroll systems. Useful for internal-only codes that shouldn't flow to third-party payroll providers. Cannot be toggled on default payroll codes.
Saving your new payroll code
Review the settings to make sure the Type, Payrate and checkboxes match how you want this code to behave in payroll and reporting.
Click Save to create the payroll code.
The new code will now appear in the Payroll Codes list and can be used on the scheduler and timesheets, depending on your configuration.
If you do not want to keep your changes, click Close to exit without saving.