The ExponentHR system uses codes to track various types of employment, payroll and HR related information within your organization. Some examples of these codes are as follows:
Department
Division
Location
Earnings Code
Deduction Code
EAN Reason codes (Voluntary Termination, Pay Rate, Job change, etc.)
HR Contacts (visible in the Personal View Company Directory)
Employer Contribution Codes
The Company Codes utility allows you to view, print, and edit the codes currently used by your organization, and add new codes as needs arise. The ability to access and modify this information is critical to a dynamic organization.
Note: To give an employee access to create and edit company codes, you must give them access to the Company Codes Management functional utility. See Related Help Topics for more information.
Codes in ExponentHR fall into three categories, listed below.
Note: The codes listed below are only examples, and may vary in your organization.
View-Only codes are codes that you cannot change. You may view and print these codes for reference. Codes that fall into this category include:
Tax Codes
Editable codes are codes that you may view, print, edit, and add new codes as necessary. Changes you make to these codes are reflected in the ExponentHR system immediately after you make them. Codes that fall into this category include but are not limited to the following:
EAN Reason codes (e.g. Voluntary Termination, Pay Rate, Job change, etc.)
Bonus Plan Codes
Pay Grades
Recruiting Source
Worker's Compensation Codes
Worker's Compensation Rates
HR Contacts
Union Codes
Status Change Reason Codes
Job Codes
Employer Contribution Codes
Segment Codes (Department Codes, Division Codes, Project / Cost Center codes, etc)
Location Codes
Shift Codes
Earnings Codes
Deductions Codes
Executive Level Codes
Editable with Approval codes are codes which you may view, print, edit, or add; however, any changes you make require approval by ExponentHR, similar to EANs, before they are effective. Codes that fall into this category include:
Segment Codes (Department Codes, Division Codes, Project / Cost Center codes, etc)
Location Codes
Shift Codes
Earnings Codes
Deductions Codes
Executive Level Codes
ExponentHR provides a robust Online Help system that explains how to create and maintain Company Codes used by your organization. To view our context sensitive help, log into ExponentHR, open the Management View, navigate to Company Codes, and click the Online Help button in the top-left corner of the screen.
You may also open the About Company Codes page from the Online Help Table of Contents to learn about the overall process behind Company Codes.
We cannot delete Company Codes because they are used by records in our system. Instead, we allow you to inactivate any Company Code that is no longer in use. Inactivating a code prevents it from being used in any future records, which accomplishes the same goal as deleting it. Instructions on inactivating Company Codes are included in ExponentHR’s Online Help.
We are unable to delete Company Codes because these codes are referenced by employee records in ExponentHR. We must keep all Company Codes in the system (even if they are no longer in use) because deleting a code could corrupt existing data that referenced the Company Code in question. Instead of deleting Company Codes you no longer need, we allow you to inactivate those codes instead.
Many Company Codes are used by sensitive systems such as payroll and employee records. Other codes may require manual input by ExponentHR staff before they can be properly incorporated into our system. To ensure that new Company Codes are implemented in your organization as efficiently as possible, ExponentHR staff need to process changes to certain codes before they go ’live’ in the system.
Most code approvals take place automatically after you submit the code change. If there is a problem with approving the new code, ExponentHR staff will contact you and explain the problem.
If you have any questions about using Company Codes in your organization, you may click the Online Help button in the top-right corner of the screen to view context sensitive help which may answer your question. If your question is not answered in our Online Help, you should contact the ExponentHR Enterprise Services Team online or by phone.
To contact ExponentHR support online, log into ExponentHR, click the Online Help button in the top-right corner of the screen, and select Customer Service to send your question to us as an e-mail message.
To contact ExponentHR support by phone, call us toll free at (866) 612-3200 during our business hours (8am-7pm) Central Standard Time.
For more detailed information on working with company codes, click on any of the Related Help Topics below.
Related Help Topics:
Giving Employees Access to Functional Utilities
Changing State Worker's Compensation Rates