Location codes are used when referring to business locations used by your organization.
To complete the fields for a new location code:
1. On the Management Navigation Menu, click Settings > Company CodesSettings > Company Codes.
The Company CodesCompany Codes page displays.
2. Select Location Codes from the Code TypeCode Type drop-down box.
A list of all existing location codes displays in the CodesCodes table.
Note: You may additionally filter which existing codes are listed by selecting options from the Status Filter and Sort By drop-down boxes. Some codes offer additional filtering options.
3. Click the Add New CodeAdd New Code button.
The Add Company CodesAdd Company Codes page displays.
4. Enter a name for the location code in the Code text box. This is the name employees will recognize this location by when using it in ExponentHR.
5. Enter a description of the business location represented by the code (for example, Dallas Office) in the Description text box.
6. The G/L Map Value field is an optional coding value that is used instead of the standard code value on any associated payroll general ledger files.
Note: This may be especially useful when the G/L requires a lengthy or complex code value, making it very easy to maintain a simplified code value that is visible to employees/managers in ExponentHR without any need to alter your general ledger formatting requirements.
7. Select the Active status from the Status drop-down.
Note: Giving a code a status of Inactive will add the code to the system without making it available to managers. The code will not be available until you change it to Active.
8. If the location in question in your organization's headquarters, select Yes from the Headquarters drop-down box. Otherwise, leave the box set to No.
9. If you do not want the new location included in your company directory, select No from the Include in Directory drop-down box. Otherwise, leave the box set to Yes.
10. Enter the street address, city, state, zip code, and country associated with the location in the Address text boxes.
Note: You may click the Select button to select a county.
11. For organizations doing business in Minnesota, state employer requirements can include reporting state unemployment wages by worksite location. To help accommodate this specific need, insert the associated reporting number in the State Worksite # field (assigned when the worksite is registered with the state), which will be used when breaking out the unemployment wages for each MN location with an entered reporting number.
12. If necessary, enter the phone numbers associated with the location in the Phone text boxes.
13. Enter the name, phone, and title of the payroll contact in the Payroll Contact text boxes.
14. Select the payroll shipping location associated with this location from the Payroll Shipping Location drop-down box.
Notes:
Changes to the Payroll Shipping Location take effect 24 hours after the associated EAN completes
If the Payroll Shipping Location should be the same as the new location you are adding, select the "This Location" option.
For Work-at-Home locations, select whichever location is designated as headquarters.
15. Click the SubmitSubmit button.
The Confirm Code Additions page displays.
16. Enter any notes in the Change Notes text box.
17. Click the ApproveApprove button.
Result: The Company Codes page displays a list of location codes. The location code you just created is added to the Pending EANs table. After ExponentHR reviews and approves the new location code, it will appear in the Location Codes table.
Note: Click the Cancel button to return to the Company Codes page without creating a new code.