Assignment - GL Account

GL account assignment codes allow you to control the GL accounts that employees can select when they enter time. Employees may need to select specific GL accounts during time entry if:

  • They work in multiple positions or departments.
  • They need to enter time against capital projects that are tracked with specific GL accounts.

To ensure employees see only relevant GL accounts when they enter time, create a GL account assignment code for each group of employees that needs to enter time against a specific set of GL accounts. Then, assign the appropriate code to each employee who requires one on the Employee Job tab in the GL Accounts field.

Having employees select a GL account during time entry increases distribution accuracy by allowing time to be distributed to GL accounts based on exact hours worked rather than by a distribution percentage.

Note:  During time entry, employees may also need to enter time against GL account codes representing equipment. These equipment codes are automatically imported to HRISMyWay through the synchronization routine and do not require any setup in HRISMyWay.

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Effects on time entry

When an employee enters time, a field called GL Account may appear on the Add Time window. This field appears if you have assigned a GL account assignment code to the employee on the Employee Job tab. If this field does not appear, or if it appears and the employee selects the option None, their time is still distributed to one or more GL accounts based on a hierarchy of GL account and cost center defaults in iCity. For example, if there is an earnings distribution code on the employee's profile in PA1010 in iCity, that earnings distribution is used to distribute the entered time. Otherwise, the GL account specified in the GL No field in PA1010 is used. If neither is available, iCity refers to GL accounts on applicable pay codes, departments, and so on.

If a supervisor enters time on behalf of an employee, values that appear in the GL Account field when they enter that time are based on the GL account assignment code assigned to the supervisor on their Employee Job tab—not on any GL account assignment code assigned to the employee they are entering time for. The GL accounts that appear during time entry are always reflective of the Employee Job tab setup of the user who is actually entering time.

Adding GL account assignment codes

To add a GL account assignment code, follow these steps:

  1. From the main menu, select Setup > Assignment > GL Account.

  2. Select Create Assignment Code.

  3. Complete the following fields: 

    Field Description
    Assignment Code Enter a unique name. This name will appear on the Employee Job tab in the GL Accounts field.
    Description Enter a description.

  4. In the table containing GL accounts and descriptions, select the check box for each GL account to include in this assignment code.

    You can use these features to locate GL accounts quickly and confirm your selections: 

    • Entering text in the Search field filters the list as you type. Delete the text you entered to clear the filtering.
    • Select the Display only accounts selected switch to toggle between showing all GL accounts and showing only selected GL accounts. If there is text in the Search field, all selected GL accounts may not appear. Clear the Search field to ensure all selected accounts are shown.
  5. Select Save.

Editing GL account assignment codes

To edit a GL account assignment code, follow these steps: 

  1. From the main menu, select Setup > Assignment > GL Account.
  2. On the assignment code you want to edit, select Edit.
  3. Modify the available fields as required.
  4. Select Save.

Deleting GL account assignment codes

To delete a GL account assignment code, follow these steps: 

  1. From the main menu, select Setup > Assignment > GL Account.
  2. On the assignment code you want to delete, select Remove.
  3. On the confirmation window, select Delete.