Summary
This article will explain how to add a new Workers Compensation Code and then associate that code with and add a Job Code so that you can use it on a job order.
This is a two part process. You must FIRST add the Workers Compensation (WC) Code. Then you must assign that WC Code to a Job Code.
NOTE: If you already have the correct WC Code in your system, you can skip Section 1 and go directly to Section 2.
Section 1 – Adding a WC CODE.
You must first add the appropriate WC Code and rate to the correct state. Start by going to Maintenance\System Setup.
Choose the State\Workers Compensation tab at the top center of this page:
From this screen, Choose the state in question by clicking on it. Click the tab on the right titled Workers Comp Codes.
From the Workers Comp Code screen you then add your new code. Simply click the NEW button.
Fill in the blanks.
- Code - The actual WC Code as supplied by your Workers Compensation Insurance Carrier.
- Current Rate - The WC Rate (should have been supplied by your INS Carrier)
- Previous Rate - The previous WC Rate. (On a new WC Code, set the Previous Rate to the same value as Current Rate.)
- Description - Just that, a description for the WC code. (i.e., Clerical)
- G/L Account - The General Ledger posting account for the WC. (This is normally WC Liability Account or just Liability Account.)
Once they are all filled in, you can Save the record.
Keep this screen open and proceed to the next section if you are also adding a Job Code to go along with this WC Code.
Section 2 – Adding the JOB CODE
The next step in the process is tying that WC Code to a Job Code so that you can then use it on the Job Orders. You will start in System Setup. Go to the Job Codes at the top of the screen.
The first screen you see is the GROUP screen. Think of this as the category for the different types of jobs that you will have. For example, in the screen shot below, Clerical is highlighted. Under the Clerical GROUP, you can have many different jobs, i.e., 10-Key Operator, Receptionist, Data Entry Clerk, etc.
For an existing database, you may already have a series of groups established. If not, you can add them here by clicking the New button and filling in the blanks. (The Description field is what you see elsewhere in the system and is the important field. The code is simply a behind-the-scenes identifier.)
To add Job Codes, simply click to select (highlight) the Group that you want to add the codes to. Once you have selected it, you will then click the Job Codes tab on the right-hand side of this screen.
Here you see the list of codes that have been established thus far under the CLERICAL GROUP.
This screen is where you can ADD new codes. To add a new code, simply click the New button and fill in the blanks. (As before, the description is what you see in the system and the code is just an identifier.)
Filling in the blanks, click save and you are done adding the new Job Code.
Once you have added your new Job Code, you MUST associate it with that WC Code you had previously established under states. This is the most important step of the process and if it is not don,e you cannot use the Job Code on Job Orders.
To do this, once the new code has been added, select it in the blue grid by clicking on it. Then select the Workers Comp Codes tab on the right-hand side of the screen.
The screen will look like this. The first thing to do is verify that you are in the correct FEIN (Entity. If you only have One FEIN, by default you will always be in the correct Entity. If you have more than one, make sure you are in the correct one.
Now you will be adding the WC code to the Job Code you just added. To do this, find the state where you added the WC Code and click the PLUS sign next to it to expand it as such. You will see the WC Code you just added. In our case, '8888 - New WC Code Description'.
Now that you have expanded it, it is as simple as DOUBLE-CLICKING the WC Code and that adds it to the Job Code. It will appear on the left-hand side of the screen. The WC Code has now been added to the Job Code.
You are finished entering the codes so you can simply exit out of the screens at this point.
ONE FINAL STEP – Log out of TempWizardTM and log back in. You will then be able to use this Job Code on your Job Orders.
