Behalf Codes

Behalf codes allow you to give certain users permission to enter time, leave, and other HR details on behalf of users in specific departments. For example, behalf codes are commonly used to allow supervisors to enter or adjust time on behalf of their employees.

The behalf codes you create are available in the Time on behalf, Leave on behalf, and HR on behalf drop-down lists during employee record setup on the Employee Job tab. Typically, all three drop-down lists are set to the same behalf code.

In this topic

Adding behalf codes

To add a new behalf code, follow these steps: 

  1. From the main menu, select Setup > Behalf Codes.

  2. Select Create Behalf Code.

  3. Complete the following fields: 

    Field Description
    Behalf Code Enter a unique name. Behalf codes are typically named by department or group of departments.
    Description Enter a description of the behalf code.
    Inactive For new behalf codes, set this switch to No. If you set this switch to Yes, the behalf code is inactive and cannot be used.
    Admin Code

    If you want this behalf code to extend edit permissions to all employees, set this switch to Yes. Otherwise, set this switch to No.

    Note:  If you set this switch to Yes, department selection is not required and the list of departments is hidden. Skip steps 4 and 5.
    Allow Time Adjustments If you want this behalf code to have access to adjusting time sheets for periods that are already approved, set this switch to Yes. Typically, only the behalf code set up for the payroll administrator is given this level of access.

  4. On the Department tab, select the check box for each department this behalf code should grant time sheet edit access for.

  5. If any specific employees in a selected department should be excluded from the behalf code's edit access, select to expand the department, and then select the check box next to each employee you want to exclude.
  6. Select Save.

Editing behalf codes

To edit a behalf code, follow these steps: 

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

Deleting behalf codes

To remove a behalf code, follow these steps: 

  1. From the main menu, select Setup > Behalf Codes.
  2. On the behalf code you want to remove, select Remove.
  3. On the confirmation window, select Delete.