(Early Access) Set up Worker Comp Codes

Note: This article covers a feature currently available to early access users only. It may not be available in your environment yet. General availability will be announced in the release notes.

This article guides users through setting up and managing WC/WSIB Codes in AviontéBOLD. WC/WSIB Codes use office-level permissions to ensure proper segmentation across divisions and prevent payroll errors. Rates, dates, and processing methods are configured directly in BOLD's Table Editor and transfer to Back Office automatically.

On This Page

Key Takeaways

Front Office Setup

Processing Methods

Using WC/WSIB Codes in BOLD

WC/WSIB Codes Audit

Back Office Setup

Troubleshooting

Key Takeaways

• Each WC/WSIB Code belongs to one division only. To use the same code across multiple divisions, create separate codes for each.
• Configure which offices within a division can use each WC/WSIB Code when creating or editing codes in the Table Editor.
• WC/WSIB Code fields throughout BOLD display only codes configured for the entity's home office — this is based on how the code is configured, not on user permissions.
• Configure rates, effective dates, and processing methods for each WC/WSIB Code directly in the Table Editor.
• All WC/WSIB code fields, with the exception of Division, can be edited in BOLD.
• Newly created WC/WSIB Codes as well as updates made to WC/WSIB Codes are saved in Back Office immediately.
• All WC/WSIB Code changes are tracked in the Audit screen, accessible from the Table Editor.

Front Office Setup

Processing Methods

The Processing Method field determines how wages are calculated for workers compensation. Select the appropriate method when creating or editing a WC/WSIB Code.

Method	Description
RG (Regular Gross)	Uses total hours worked multiplied by the standard regular rate. Overtime premiums are adjusted down to straight-time.
FG (Full Gross)	Uses actual gross taxable pay. Includes all overtime and double-time premium rates without reductions.
Hourly	Uses standard regular hours worked. Excludes overtime or premium hours from the wage calculation.

Create a New WC/WSIB Code (NEEDS UPDATE)

Video Tutorial:

1. Click on Account & Settings
2. Click on Table Editor

3. Click on the Misc dropdown
4. Select WC/WSIB Codes
5. Click the Add WC/WSIB Code button to open the Add WC/WSIB Code modal
6. Complete the following fields:
   • WC/WSIB Code: Enter the WC/WSIB code 
   • Description: Enter a description for the code 
   • Country: Select the country
   • State/Province: Select the state or province 
   • Processing Method: Select the processing method. Stored in Back Office. See Processing Methods for descriptions of each option.
   • Division: Select the division this code belongs to
   • Offices: Select which offices can use this code
     • You can select individual offices for the selected division
     • Only offices within the selected division will be available
     • Click outside the dropdown to close it
7. Under Rate Information, click + Add to enter a rate set. Complete the following fields. Stored in Back Office.
   • Start Date: The effective start date for this rate set
   • End Date: The effective end date for this rate set 
   • Rate: The workers comp rate percentage 
   • Cost: The cost percentage
   • WCEE: The employee percentage 
   • WCER: The employer percentage

9. Click Save

Note: You cannot create duplicate WC/WSIB Codes within the same division. The duplicate check applies to the combination of code value, state, and country.

Edit an Existing WC/WSIB Code

1. Navigate to Account & Settings > Table Editor > Misc > WC/WSIB Codes
2. Locate the WC/WSIB Code you want to edit
   • Use the search field to find specific codes
   • Use the Division or Office filters to narrow results
3. Click the Ellipses to open the actions menu and select Edit
   
   
4. Update any of the following fields as needed:
   • WC/WSIB Code: Update the code value
   • Description: Update the description
   • Country: Update the country
   • State: Update the state
   • Processing Method: Update the processing method. Stored in Back Office.
   • Offices: Add or remove office access
5. Click Save

Note: Division cannot be changed after a WC/WSIB Code is created. To use a different division, create a new code.

View and Manage Rate Information

Rate information for a WC/WSIB Code is managed separately from the Edit modal. Use the View Rates option to see existing rate sets and add or edit rate information after a code has been created.

1. Navigate to Account & Settings > Table Editor > Misc > WC/WSIB Codes
2. Click the Ellipses next to the code and select View Rates

The Rate Information modal opens, showing all existing rate sets for the code.

To add a new rate set:

1. Click + Add
2. Complete the following fields:
   • Start Date: The effective start date for this rate set 
   • End Date: The effective end date for this rate set 
   • Rate: The workers comp rate percentage
   • Cost: The cost percentage 
   • WCEE: The employee percentage 
   • WCER: The employer percentage
3. Click Save

To edit an existing rate set: Click the Edit icon (pencil) next to the rate set in the table, update the fields, and click Save.

To delete a rate set: Click the Delete icon (trash) next to the rate set and confirm.

Multiple rate sets can be added to a single code to cover different effective date ranges.

Archive a WC/WSIB Code

Archive a WC/WSIB Code to hide it from dropdowns while preserving historical data.

1. Navigate to Account & Settings > Table Editor > Misc > WC/WSIB Codes
2. Locate the WC/WSIB Code you want to archive
3. Click the Ellipses to open the actions menu
   
   
4. Select Archive
5. Confirm the archive action
   
   

Note: Archived codes remain associated with existing companies and jobs but won't appear in dropdowns for new records. They can be restored at any time.

Restore an Archived WC/WSIB Code

1. Navigate to Account & Settings > Table Editor > Misc > WC/WSIB Codes
2. Click the Filter button
3. Check the Show Archived WC Codes option and Apply
   
   
4. Locate the archived WC/WSIB Code
5. Click the Ellipses to open the actions menu
   
   
6. Select Restore
7. Confirm the restore action

Search and Filter WC/WSIB Codes

Use the Table Editor's search and filter tools to manage WC/WSIB Codes across your organization.

Search: Use the search field to find codes by WC/WSIB Code, Description, Country, or State/Province.

Filters:

Click the Filter button to open the Filter panel. You can filter by any combination of the following:

• Check Show Archived WC Codes to include archived codes in the results. To return to the full list of WC/WSIB Codes, click the refresh button in the upper-right corner of the filter panel.
• Country: Select United States, Canada, or both.
• State/Province: Once a country is selected, choose one or more states or provinces from the searchable dropdown. Selected states appear as removable tags under Selected Items.
• Division: Choose one or more divisions from the searchable dropdown. Selecting a division enables the Office filter.
• Office: Once a division is selected, choose one or more offices within that division. Only offices belonging to the selected division are shown.

Using WC/WSIB Codes in BOLD

WC/WSIB Codes configured with office access automatically appear in the appropriate fields based on permissions.

Adding Workers Comp Codes to Companies

1. Open the company record
2. Click the Edit button under the Operational Information widget
3. Select or update the Workers Comp Code
   • The type-ahead field only displays codes enabled for the company's home office
4. Save your changes

When Changing the Company Home Office

When you change the home office on a company record, BOLD checks whether the current Workers Comp Code is enabled for the newly selected office. If it isn't, the field clears and a prompt appears asking you to select a new code. The same check runs on any Job Templates associated with the company.

The prompt message varies depending on what was affected:

• Company record only: "Company Branch update has overwritten the Workers Comp Code field on the company record. Please select a new Workers Comp Code."
• Job Templates only: "Company Branch update has overwritten the Workers Comp Code field on the company job templates. Please select a new Workers Comp Code."
• Both: "Company Branch update has overwritten the Workers Comp Code field on the company and job template records. Please select a new Workers Comp Code."

For Custom Job Order Templates

Job templates are configured on the company record. The Workers Comp Code dropdown in a template only displays codes configured in the company's Operational Information widget.

1. Navigate to the company record and click on the Requirements tab
2. Open the Custom Job Order Template
3. In the Job Details section, configure:
   • Workers Comp (Contract Only): For contract positions
   • Default Worker's Comp Code (Optional): For other job types
4. Save your changes

Note: If the company's home office changes and the template's Workers Comp Code is no longer valid for the new office, the field clears automatically and a prompt appears. See When Changing the Company Home Office for details.

Adding Worker's Comp Codes to Jobs

When Creating a Job:

1. Create a job under a company
2. In the Job Details section, select a Worksite Address
3. Once a Worksite Address is selected, the Worker's Comp Code field populates. The dropdown displays codes that:
   • Match the state of the worksite address, or have a state of United States (US)
   • Are enabled for the job's home office
4. Select the Worker's Comp Code from the dropdown

Resolving a Workers Comp Code Mismatch on a Job

If a job's Workers Comp Code becomes invalid, for example because the job's home office was updated and the existing code is not enabled for the new office, BOLD clears the field and requires a new selection. This is resolved through the Job Office and Sales Rep modal.

1. Open the job record
2. Click Sales Rep to open the Job Office and Sales Rep modal
3. Select a new Workers Comp Code — the Save button remains disabled until a valid code is selected
4. Click Save

Note: To update the Workers Comp Code without a mismatch issue, edit the Worker's Comp Code field directly in the Operations & Financials widget on the job record.

WC/WSIB Codes Audit

Track all changes to WC/WSIB Codes in the Audit screen.

View Audit History

1. Navigate to Account & Settings > Table Editor > Misc > WC/WSIB Codes
2. Click the Audit button

3. Review the audit log showing:
   • Date and time of change
   • User who made the change
   • WC/WSIB Code that was modified — Action type: Added (new code created) or Updated (existing code modified or archived)
   • Field-level changes showing previous and new values (such as WC Code, WC Code Description, State, Country, etc)

Use Cases:

• Track when office access was added or removed
• See who created or archived codes
• Review historical changes for compliance purposes

Back Office Setup

WC/WSIB Code rates, effective dates, and processing methods are configured directly in BOLD's Table Editor. When a code is created or updated in BOLD, the changes transfer to Back Office automatically. There is no separate rate setup required in Back Office Admin Tools.

Note: The WC Code screen in Back Office Admin Tools is now read-only. All configuration is managed from Table Editor in BOLD.

Troubleshooting

If you can't find a WC/WSIB Code where you expect it, check the following:

• Office access is not configured. The code must have at least one office assigned. Codes with no office access won't appear in any dropdowns.
• You're viewing from the wrong entity. Confirm the company or job's home office has access to the code.
• The code is archived. Archived codes are hidden from dropdowns. Use the Show Archived filter in the Table Editor to locate and restore it.
• No Worksite Address is selected on the job. The Workers Comp Code field on a job only populates after a Worksite Address is entered.
• The code's state doesn't match. Codes must match the state of the worksite address or have a state of United States (US), to appear on job records.