In the Access Education People system, cost codes can only be assigned per post.
⚠️ Important: When changing a cost code, do not click the one that has already been added to the post in order to change the code and effective date. Always click Add Cost Code to change a cost code, leaving the previous code unedited.
Add a cost code
To add a cost code:
Click Admin Menu and then Post Setup.
Search for the post and click it.
Click Cost Code in the menu on the left.
Click Edit in the top right corner and then click Add Cost Code.
Enter the effective date and then click Add Cost Code.
Enter the code and its percentage (if the post has one code only, the percentage will be 100).
Click Save.
📌 Note: You will not be able to add cost codes specifically to an employee or to a pay element or an addition to basic pay. It is also impossible to add cost codes to an employee's NI number or pension.
Change a cost code
If you have a cost code already added to a post that needs to be changed with a new effective date:
Click Admin Menu and then Post Setup.
Search for the post and click it.
Click Cost Code in the menu on the left.
Do not click the current cost code in order to change its code and effective date. Editing the cost code this way will not export it to Payroll.
Click Edit in the top right corner and then click Add Cost Code.
Enter the new effective date and then click Add Cost Code.
Enter the new code and its percentage (if the post has one code only, the percentage will be 100).
Click Save.
Once saved, you will see the current cost code has changed to the new one that's been added. This will then pull through to Payroll with the following export.
It is also possible to set up split cost codes if needed.