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How to Link Cost Codes to Pay Rates

Guide to associating cost codes with classifications, allowances, and rule outputs for project costing

What This Feature Does

Cost Code Linking connects pay rate components (classifications, allowances, shift rule segments) to your project cost codes. This ensures every dollar paid to a worker is tracked against the correct cost category, enabling accurate project costing, budgeting, and financial reporting.

Why Cost Code Linking Matters

Without cost code linking:

  • Pay rates are calculated but not mapped to project cost categories
  • Financial reports can't break down labor costs by activity type
  • Project budgets can't be accurately compared to actual spend

With cost code linking:

  • Each rate component flows to a specific cost code
  • Project managers see accurate labor cost breakdowns
  • Budget vs. actual reporting is precise

Where Cost Codes Are Linked

Cost codes can be linked to three types of pay rate components:

1. Classifications

Each classification (rate tier) in a pay rate document has fields for:

  • Normal Rate Cost Code: Where standard-time pay is tracked
  • Overtime Cost Code: Where overtime pay is tracked (Regular Time, Overtime, Second Overtime)

2. Allowance Rules

Each allowance rule has a cost code field that determines where the allowance payment is tracked.

3. Shift Rule Segments

Individual segments within a shift rule can each have their own cost code, allowing you to track different shift premiums separately.

  1. Open a pay rate document from the Pay Rate Documents tab
  2. Navigate to the section you want to link (classification, allowance, or shift rule segment)
  3. Click the cost code field
  4. You can:
    • Search: Type to search existing cost codes by name or code
    • Use AI Suggestions: The system suggests cost codes with a confidence percentage
    • Create New: Create a new cost code inline if one doesn't exist
  5. Select the appropriate cost code
  6. The link is saved automatically

AI-Assisted Cost Code Matching

When linking cost codes, the AI provides suggestions based on:

  • The name and type of the rate component
  • Existing cost code patterns in your account
  • Common industry mappings

Each suggestion shows a confidence percentage (e.g., "Travel & Accommodation - 87%"). Higher confidence means a stronger match.

Best Practices

  • Link all components: Ensure every classification, allowance, and shift segment has a cost code
  • Use consistent codes: Map similar rate types to the same cost codes across documents
  • Review AI suggestions: AI suggestions are helpful but should be verified, especially for unusual rate types
  • Separate overtime from normal: Use different cost codes for normal and overtime rates for accurate reporting
  • Create specific codes: For significant allowances (travel, equipment), use dedicated cost codes rather than a generic "allowances" bucket

What's Next