Creating a Department Structure

From the main "Admin" tab, click on the "Department Structure" link located under the Company section of the screen. The "Department Setup" screen opens.

1. If departments have previously been set up, your current departments are displayed in a tree-diagram. If none exist in the system, the main "top level" department is displayed with your company name.
2. Click on the icon to create a new department.
3. Select "Active" or "Inactive" from the Status drop-down menu. Inactive departments are not used by the system, but are retained for later re-activation.
4. Enter a Name for the department, as you would like it to appear in the program.
5. Select the Pay Code that you would like hours assigned to this department to be assigned to from the drop-down menu.
   Note: Only Base Pay Codes that have been specified as "Worked" hours are available for selection.
6. If you would like to assign this department to a Minimum Hours Policy, make the desired selection from the drop-down menu.
   Note: Minimum Hours Policies must set up as "Departmental" to appear in this list.
7. The Export Code is used when exporting departmental hours to an external payroll program. Some payroll programs require a specific setup for this option. Ensure that you are aware of your payroll programs requirements.
8. If  your employees will be specifying departmental information with their punches at the time clock (or any other method of punch entry), the Number is the Department Number that will be used for this department. The "Next Available Number" field displays the next number that is not currently in use by the system.
9. If this is a sub-department, the Parent field allows you to select the main department that this sub-department is assigned to. Select a department from the displayed tree-directory, or click on "Search" to search for a specific department level.
   Note: Main departments are always assigned to the "top level" department (your company name is displayed by default).
10. Click on the [SAVE] icon to save the department information.

Each department displayed in the main tree-directory is a link. Click on the link to edit department information. Click on the icon to add a sub-department to the displayed department. Click on to remove the department from the system.

Department Levels

This section of the screen allows you to label and color-code the parent/child levels used by the department structure. This functionality is intended to help with ease-of-use, and lessen confusion regarding the parent/child levels that your department structure is comprised of.

The default levels are displayed below the department structure itself. Click on the "Edit Department Levels" link.

• The Positions column displays the levels position in the structure. For example, position "1" is used for top "parent" level departments. "2" denotes departments that are "child" levels of "1." Level "3" is for child levels of "2," etc.
• The Color column displays the color that each department level will be displayed in. This helps you to visually keep track of the different parent/child levels.
• The Name column displays a name for each level ("Location," "Department," "Sub Department," "Position," etc.).

To create a new position, select the Position number, the desired Color, and enter a Name for the level. Click on the [ADD] icon to add the level to the structure. Click on the icon to remove a level.

Related Topics

• Refer to Base Pay Codes for information on creating a "Worked" Pay Code for use with departments.
• See Minimum Hours Policies for instructions on creating a "Departmental" policy for use with departments.