Academic Levels
Academic Levels is a simple catalog (High School, Technician, University Degree, Post Graduate, Master's Degree, PhD, etc.) that lets your company record each employee's level of education. It's used from the employee record and feeds labor reports that require the payroll's education level to be reported.
What is it and what is it for?
Each record in the catalog is simply a name (for example "University Degree" or "Master's Degree") that you later choose in the Academic Level field of the employee form. It doesn't affect payroll calculations; it's descriptive employee information your company can use for HR statistics and, in the Dominican Republic, to correctly complete the DGT-3 and DGT-4 labor reports required by the Ministry of Labor.
When the Payroll module is enabled for your company, the system can automatically load a default catalog with the most common levels (Average, High School, University Degree, Technician, Post Graduate, Master's Degree and PhD), including the code required by the Ministry of Labor if your company is based in the Dominican Republic.
Screens in this area
| Screen | What it does |
|---|---|
| List | All the registered academic levels, with their name and code. From here you can select several and delete them together. |
| Create / Edit | A simple form with the level's name, an optional internal code and the fiscal code used in labor reports. |
| Details | A read-only view of the academic level's data with shortcuts to edit or delete it if you have the corresponding permission. |
How to create an academic level step by step
- Open the list and click New. You need the "add" level of the Academic Levels permission.
- Enter the name. It's the only required field, for example "University Degree" or "Technician".
- Enter an internal code (optional). Useful as a short reference if your company keeps its own coding for education levels.
- Enter the fiscal code (optional). In the Dominican Republic, this is the code the Ministry of Labor expects for this academic level on the DGT-3 and DGT-4 reports; check the official catalog if you don't have it at hand.
- Save. The system validates that the name doesn't repeat with another level already registered.
Where it's used
- In the Academic Level field of the employee form, as a dropdown list with the levels you've registered.
- In the DGT-3 and DGT-4 labor reports (Dominican Republic), which report each employee's academic level using the fiscal code registered here.
Key fields
| Field | What it's for |
|---|---|
| Name | The academic level's description (for example, "High School" or "Master's Degree"). It's the only required field and cannot repeat. |
| Code | A short, optional identifier for your company's internal use. |
| Fiscal Code | Code required by official labor reports (for example, the Ministry of Labor's academic-level catalog in the Dominican Republic, used on the DGT-3 and DGT-4 reports). |
Validations when saving
- Name is required.
- Name must be unique: it cannot repeat with another academic level already registered.
- You cannot delete an academic level if any employee already has it assigned on their record; the system shows you the list of affected employees so you can reassign them first.
Availability, permissions and conditions
- Access is controlled by the "Academic Levels" permission of your user group, with separate levels to view, add, edit and delete.
- This feature requires the Premium Plus Payroll plan, or the Enterprise plan with the Payroll module enabled for your company. If you don't see this option in the menu, your plan or your company doesn't have Payroll enabled.
Tips and common pitfalls
You don't need to build the catalog from scratch. When the Payroll module is enabled, your company automatically receives the most common academic levels; just add or adjust the ones you're missing.
Can't delete an academic level? That's because one or more employees have it assigned on their record. Change those employees' academic level before trying to delete it again.
Filing labor reports in the Dominican Republic? Make sure every academic level has its correct fiscal code according to the Ministry of Labor's catalog, so the DGT-3 and DGT-4 reports come out complete.