If you cannot see a specific pay code when creating a leave request, there are three common causes to check. Each cause has a corresponding resolution that you can apply both in the back-office system and the portal to restore visibility of the pay code.
Cause 1: Pay code is not marked as an Allow Leave Requests code
The pay code must be enabled to allow leave requests in both CoreTime (back-office) and the portal. Additional parameters may also need enabling for the pay code to appear on CorePortal screens.
Steps to enable Allow Leave Requests
Back-office (CoreTime):
Go to CoreTime.
Select System Params.
Click Pay Codes.
Search for the relevant pay code.
Select the General Parameters-1 tab.
Enable Allow Leave Requests.
Click Save.
Portal (WFM Admin Dashboard):
Go to the WFM Admin Dashboard.
Click WFM Configuration.
Select Pay Codes.
Search for the pay code.
Select the Leave Request Settings tab.
Enable Allow Leave Requests.
Click Save.
⚠️Important: There is a parameter called Restrict input of this code on the ESS in the General Parameters-4 section of the pay code screen. If this is enabled, it will prevent the pay code from being used in CorePortal or restrict its use to certain days relative to today’s date.
To ensure the pay code appears on various CorePortal screens, make sure these parameters are enabled:
Allow Leave Requests
Allow Future Absences
Allow Absence Details
Cause 2: Employee has not been assigned a personalised pay code group
Employees must be assigned to a personalised pay code group for the pay code to appear in their leave request options.
Steps to assign a personalised pay code group
Back-office (CoreTime):
Go to CoreTime.
Click Pers Data.
Select Pers Maintenance.
Search for the employee.
Go to the Personal Groups tab.
Add a personalised pay code group.
Click Save.
Portal (WFM Admin Dashboard):
Go to the WFM Admin Dashboard.
Click WFM Person Maintenance.
Search for the employee.
Select the Personal Groups tab.
Add a personalised pay code group.
Click Save.
Cause 3: Pay code is set to 'HR Only'
If a pay code is marked as HR Only, it will not appear on the leave request screen for general users. Disabling this setting can restore visibility, but confirm this change internally as it is often intentional.
Steps to disable HR Only setting
Back-office (CoreTime):
Go to CoreTime.
Select System Params.
Click Pay Codes.
Search for the pay code.
Select the General Parameters-1 tab.
Disable HR Only.
Click Save.
Portal (WFM Admin Dashboard):
Go to the WFM Admin Dashboard.
Click WFM Configuration.
Select Pay Codes.
Search for the pay code.
Select the Summary tab.
Disable HR Only.
Click Save.
Granting access to the Pay Codes screen on the portal
If you cannot access the Pay Codes screen under WFM Configuration, follow these steps to gain access:
Go to Security.
Select User Management.
Search for your employee number.
Click Manage Account for your record.
Go to Menu Profiles.
Search for the menu profile named WFM_PAY_CODES_ADMIN and enable it.
Log out and log back into your portal account to see the option.