Setting Up HR Codes
HR Codes is the single setup form for most classification codes used throughout HR. You enter a one-character Code Type, then codes and descriptions for that type. Benefit codes and position codes have their own programs (HR Benefit Codes, HR Position Codes). HR Employment Status is also a separate form — there is no Employment Status code type here.
Before you start
- Decide which code types your processes need (accidents, schedules/leave, drug testing, history events, termination/salary reasons, skills, training, and so on).
- For leave totals on HR Leave Request / Leave Approval: matching PR leave codes must exist before you fill PR Leave Code on a Schedule (C) leave code.
Steps
- Open HR Codes (HR and Payroll → Human Resources → Setup/Maintenance).
- Enter Code Type (1 character — see table below).
- Enter unique Code (up to 10) and Description (up to 30).
- Complete conditional fields when they apply:
- Cert Period (months) — with class completion date, Notifier can flag skill-certification expiry.
- Safety Related — checkbox when relevant.
- Leave Type — enabled only for Type C. Checked = code can be selected as Leave Code on HR Leave Request and HR Multi-Day Leave Request.
- PR Leave Code — enabled only when Leave Type is checked. Links the HR leave code to a PR leave code so leave totals appear on HR Leave Request and HR Leave Approval. Blank = no leave totals in HR.
- Save. Assign codes on the resource forms listed for that type.
Code types
| Type | Name | Typical use | Where used |
|---|---|---|---|
| A | Accident Type | Kind of accident | HR Resource Accident |
| B | Body Part | Injury location (specific or general) | HR Resource Accident |
| C | Schedule | Work schedules (Days, Swing, Graveyard); optionally leave types (vacation, PTO) when Leave Type is checked | HR Resource Schedule; leave forms only if Leave Type is on |
| D | Drug Testing | Test type/reason (Alcohol, Narcotics, Pre-employment, Random, and similar predefined codes) | HR Resource Drug Testing |
| H | History | History phases/events (hire, layoff, grievance, accident, and similar) | HR Company Parameters employment-history events; HR Employment Status History Code when Update Employment History is checked |
| I | Injury Type | Injury category (bruise, burn, concussion, laceration, fracture, and similar) | HR Resource Accident |
| N | Reason | Why terminated or salary adjusted (cost of living, discipline, and similar) | HR Resources (term reason); HR Resource Salary History |
| R | Rating | Performance-review items (attendance, attitude, job performance) | HR Performance Rating Groups; HR Resource Review → Performance Ratings |
| S | Skill | Skills (CPR, welding, and similar) | HR Skills |
| T | Training | Training courses | HR Resource Train |
| U | Drug Test Status | Result/status (Awaiting Results, Negative, Refused, and similar) | HR Resource Drug Testing |
| W | Reward | Rewards (bonus, plaque, certificate) | HR Resource Rewards |
Letters appear on Field Definitions; the About page lists the same categories by name without assigning letters.
Hard rules
- Type N is not employment status — use HR Employment Status for Applicant/Employee/leave/Retired codes. Type N is termination or salary-adjustment reason.
- Type H is history event coding for employment-history logging — not a status list.
- HR leave totals depend on PR Leave Code. HR does not update PR; if PR leave is not kept current, HR leave totals can be wrong, and leave-total changes in HR do not show in PR.
- Leave Type / PR Leave Code apply only to Type C codes.