If you see the message "You are not authorised to use this pay code" when entering hours in Maintain Hours, Timesheet Input, or Core Time, one of three separate access settings is usually the cause. Work through the checks below in order to find out which one applies.
Check whether the pay code is set to Display Only
A pay code marked as Display Only can be viewed but not entered by most users. This commonly affects newly created pay codes, because only users with a specific access privilege can enter hours against them.
đNote: This is why a new pay code can often be entered by HR or payroll staff but not by other staff, because those users already have the Maintain Display Only Pay Codes privilege enabled.
Option 1: Grant the user access to Display Only pay codes
Give the user the privilege they need to enter hours against Display Only pay codes.
Go to the WFM Admin Dashboard.
Select WFM Configuration, then WFM System Users.
Find the user and open the three-dot menu, then select View/Edit.
Enable Maintain Display Only Pay Codes.
Click Save.
Option 2: Turn off the Display Only setting on the pay code
Remove the Display Only setting from the pay code so that all users can enter hours against it.
Go to the WFM Admin Dashboard.
Select WFM Configuration, then Pay Codes.
Search for the relevant pay code.
Disable the Display Only field.
Click Save.
Check whether the pay code is marked HR Only
If the pay code is not Display Only, check whether it has been marked HR Only. Pay codes marked HR Only can only be used by system users with the HR user privilege enabled.
See Restrict access to pay codes in Time and Attendance for the steps to check and update this setting.
Check Pay Code Access Groups
Access groups only restrict access when they are actively assigned. If no Pay Code Access Group is assigned to any users, there are no restrictions in place, and everyone can use all pay codes by default.
If access groups are in use, confirm that the pay code has been added to the relevant Personalised Pay Code Group. Also confirm that the group is assigned at the correct level: employee, work group, or system user.
See Restrict access to pay codes in Time and Attendance for full steps.