Pay Codes
  • 07 Dec 2023
  • 1 Minute to read

Pay Codes

Article summary

Pay Codes are used to describe the type of work a person does or position they hold like director, assistant director, head teacher, assistant teacher, etc. You’ll also include benefit categories like vacation, sick, unpaid absence, training and so forth.

Getting There

  1. From the Procare Home screen click Configuration > System.


  1. Go to Accounting Management > Employee Data > dbl-click Pay Codes.


Pay Codes / Job Title

  1. To create a new Pay Code:

    1. Name: Click the top (blank) line and enter a name for the Pay Code, like “Admin Assistant”.
    2. GL Account: Assign it to an expense account number from your Chart of Accounts, like “5050.00 Payroll – Administration”.
    3. Overtime: By default, new positions are marked to qualify for overtime pay. If this position does not qualify for overtime (for example, because it will be a benefit, like “Personal Time Off”), then remove the check mark from the Pay OT box.
    4. Active: In most cases, the Active box should be checked, indicating this is a current position that is actively in use and available to assign to employees.
    5. Tap Enter (on your keyboard) until a new blank line appears and continue adding new Pay Codes.
  2. Use the Up & Down arrows to change their order as needed, then click Save > Exit.

Next Steps

  1. Select Benefits Codes from your list of Pay Codes.
  2. Assign Pay Codes to each person.

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