Use this display-only screen to view previously entered and posted labor cost and timesheet-related information for individual employees. The labor accounts that the employee charged on the timesheet were posted through the Post Labor Distribution screen to the General Ledger. This file (Timesheet History) is updated when you post Labor Distribution with the individual timesheet information.
Timesheets appear in this screen after they have been posted to labor distribution.
This field displays the employee ID that uniquely identifies the employee. The length of the ID is limited to the length specified in the Employee ID Length field in the Corporate Labor Settings subtask of the Labor Settings screen. If the Use Social Security No for Employee ID checkbox has been selected in the Corporate Labor Settings subtask, the Employee ID field will have the mask display of "___-__-____". The dashes are stored as part of the employee ID. Also, the length of the field is limited to either 11, if you are using the social security number, or 12 characters.
If you are not using the Social Security Number (SSN) as the employee ID, you can enter any combination of letters and numbers up to the field size limit. If you are using the SSN as the employee ID, you can enter only numbers for the first 11 characters.
This field displays the date entered, in the MM/DD/YYYY format, for each timesheet. This can be the ending date for the period of time, such as a day or a week, that was entered.
This field displays the type of timesheet that was assigned in the Type field in the Enter Timesheets screen. There are four types of timesheets supported: "R" (Regular), "L" (Labor Only), "C" (Correcting), or "B" (Bonus). The default is "R."
If this field displays "C" (Correcting), a correction timesheet was entered for the original timesheet (i.e., the Date field in the Timesheet ID group box), and a reference date may appear in the Ref Date field in the Correction group box. You can enter up to nine timesheets for the same combination of employee ID, date, and type. The sequence number provides the unique identification.
Regular - Use this type to enter the employee's regular or original timesheet each timesheet period. Regular timesheets are normally entered first (before any related corrections). This type is the one entered most often.
Correcting - Use this type whenever a timesheet error is discovered (after the timesheet is been posted to the G/L or posted to the Leave files) and when the original timesheet being corrected has been purged from the Labor Distribution file.
This field displays a unique identification number for the combination of employee ID, timesheet date, and timesheet type in the Labor Distribution table. You can have up to nine separate sequence numbers for any combination of the employee ID, timesheet date, and timesheet type.
Regular and other hours are entered to give Costpoint a way to edit the total hours related to the detail account lines in the lower part of the screen and reduce the chance of data entry error on those lines. Before a timesheet history record can be added, you must add the hours associated with the pay types that are not designated as overtime pay types to the hours entered in the Reg field. Also, hours associated with pay types that are designated as overtime pay types must be added to the hours entered in the Other field. Select the Overtime checkbox in the Pay Types screen to designate a pay type as being an overtime or a premium pay type.
This field displays the total number of regular or non-overtime hours, up to two places to the right of the decimal, for this timesheet.
This field displays the total number of overtime hours, up to two places to the right of the decimal, for this timesheet.
This field displays the sum of the Reg and Other hours entered. This is a display-only field and cannot be edited; however, batch totals may have been set up for this field.
This group box displays the General Ledger posting data that was assigned to this timesheet. The fiscal year, period, and subperiod settings are displayed. Select the Acct Pd pushbutton to view more data.
This non-editable field displays the fiscal year, within the accounting period, to which this timesheet was assigned. This field is not labeled.
This display-only field shows the period, within the accounting period, to which this timesheet was assigned. This field is not labeled.
This display-only field shows the subperiod, within the accounting period, to which this timesheet was assigned. This field is not labeled.
This non-editable field displays the reference date.
This non-editable field displays the reference sequence number.
This checkbox, if selected, indicates that the timesheet was created using the Create Reversing Timesheets program.
These checkboxes indicate that the timesheet has already been posted to either the General Ledger or to the Leave files. Once you have posted a timesheet, you cannot change it. You cannot edit either checkbox because they indicate that a system-controlled posting has occurred.
This non-editable field displays the system date on which the timesheet was entered.
This non-editable field displays the user ID of the person that entered the timesheet. This is the user ID with which the person logged into Costpoint.
This checkbox signifies that the timesheet has been posted to the General Ledger for Labor Distribution purposes.
This checkbox signifies that the timesheet has been posted to the Leave tables for leave accruals (hours worked).
This field displays the overtime state entered for this timesheet. This is not the withholding state, which is used for state income tax purposes. This field comes from the Salary Info and History screen in Costpoint Employee, represents the state where the work is being performed, and may have been used as the basis for the auto overtime calculation. Use the Overtime Rules by State screen to define the method for calculating overtime hours related to this state. If the state's overtime rules specify that overtime hours are based upon the number of hours worked in a day, you must enter daily timesheets for the auto overtime calculations to be accurate.
The Overtime Rules by Location screen supersedes the Overtime Rules by State screen if the locations charged on the timesheet lines are found in the Overtime Rules by Location table.
You can enter up to 999 timesheet lines on any one timesheet. If more were required, additional sequence numbers may have been used for the same employee ID, timesheet, and type. Each field in the Defaults subtask of the Basic Employee Info screen in Costpoint Employee for the timesheet line was provided as the default field value for the first line (if you are adding a new Timesheet History record). Thereafter, the value on the previous line is the default.
This non-editable field displays the sequential number of each timesheet line. The screen displays the first five timesheet detail lines. If employees have more charges on their timesheets, you can scroll down (or up) using the arrow keys on the right side of the screen. Timesheet lines remain in the order in which they are entered, and lines with the same account number are not combined.
The time and labor cost on each timesheet line is charged to a specific General Ledger account. For time to be charged to a given account (up to 15 characters), you must have already set up the account in the Maintain Accounts screen in Costpoint General Ledger.
On the timesheet line, you normally charge labor to a labor-related account type, but any account is accepted, provided the following conditions are met (see the documentation for the Maintain Accounts screen in Costpoint General Ledger to find out how to set up these conditions):
The account is in the Maintain Accounts screen in Costpoint General Ledger.
The Detail checkbox has been selected (the account is a detail account) in the Maintain Accounts screen in Costpoint General Ledger.
The Active checkbox has been selected in the Maintain Accounts screen in Costpoint General Ledger.
The fiscal year and period number on the timesheet fall within the range of the Starting Fiscal Year/Period and the Ending Fiscal Year/Period fields in the Maintain Accounts screen in Costpoint General Ledger.
The Account Entry Group that is related to this account in the Maintain Accounts screen in Costpoint General Ledger specifies that Enter Timesheets has been enabled (also see documentation for the Account Entry Groups screen in Costpoint General Ledger).
This column displays the organization (up to 20 characters) that is charged on this timesheet line. This is a required field. Edits that were made on the organization by itself are:
The organization must be in the Organization table (see the Define Org Structures and Maintain Org Elements screens in Costpoint General Ledger).
The Active checkbox has been selected in the Define Org Structures and Maintain Org Elements screens in Costpoint General Ledger.
The fiscal year and period number on the timesheet fall within the range of the Starting Fiscal Year/Periods and Ending Fiscal Year/Periods fields in the Define Org Structures and Maintain Org Elements screens in Costpoint General Ledger.
The combination of organization and account on the timesheet line must be valid. This validation occurs when you save (after all timesheet data has been entered). The validation of the combination of account and organization combination is:
The organization/account exists in the Organization/Account table (the Maintain Account/Org Links screen in Costpoint General Ledger).
The Active column (in the Maintain Account/Org Links screen in Costpoint General Ledger) for the account is set to "Y" (this column is not set to "Y" unless both the organization and account are active).
The fiscal year and period number on the timesheet fall within the range of the FY/PD Start and the FY/PD End columns (in the Maintain Account/Org Links screen in Costpoint General Ledger) for the account and organization combination.
Whether a project number is required is determined by the Project Required checkbox in the Maintain Accounts screen in Costpoint General Ledger. If you select this checkbox, a project number is required. The edits that are performed on the project by itself are (see the Basic Info screen in Costpoint Project Setup):
Was the project number in the Basic Info table?
Was the Project Work Force Required checkbox (in the Basic Info screen in Costpoint Project Setup) selected for this project number, and if so, was the employee in the Project Work Force table?
Was the date of the timesheet within the date range (start and end dates) for the Project Period of Performance (soft edit)?
Also, one of two combination edits is required depending on the setting of the Validate Project Charging by Organizations checkbox in the Project Settings screen. You must have already set up the project number in the Setup Account/Org Links subtask of the Basic Info screen in Costpoint Project Setup.
If the checkbox is not selected, then only the account and organization combination was set up in Assign Accounts (Project/Organization/Account table).
In both combination edits above, the Active column for the account status must be "Y" in the Assign Accounts subtask in Maintain Project Master.
You can change the General Labor Category (GLC) code for this line if the Allow GLC Change on Timesheet checkbox is selected in the Labor Settings screen. The timesheet line provides the GLC default in the Defaults subtask in the Basic Employee Info screen. You cannot change the GLC if the checkbox is not selected. If you enter a GLC, the code must be present in the General Labor Category table.
If authorized general labor categories are established (see the documentation for the Authorized Labor Categories screen) for this employee, a warning is issued at timesheet entry if the general labor category charged is not found (not authorized). If no authorized general labor categories are set up for the affected employee, then no edit is performed. This feature is similar to the Deltek System1 Skill Codes.
This field displays the Project Labor Category code (PLC) to be used for billing purposes. This field, which was populated in the Enter Timesheets screen, comes from one of three different tables:
The Project Employee Labor Category table: If you selected the Project Work Force Required checkbox in the Basic Info screen in Costpoint Project Setup for the project number being charged, this table is accessed. If the employee is found in this table, the associated default PLC is retrieved.
The Project Labor Category Map table: If the timesheet line project number and general labor category are found in this table, the associated PLC is offered as a default.
The General Labor Category table: If the above tables do not produce a default PLC, this table is accessed by the timesheet line general labor category code. The associated PLC is offered as a default.
The PLC field is validated against one of three different tables (PLCs are required only for timesheet lines containing a project number):
The Project Employee Labor Category table: If you selected the Project Work Force Required checkbox in the Basic Info screen in Costpoint Project Setup for the project number being charged, this table is accessed. This employee must have been present in this table with the associated authorized PLCs. If the PLC charged is not in this table for this employee, an error message is issued.
The Project Labor Category table: If you did not select the Project Work Force Required checkbox in the Basic Info screen in Costpoint Project Setup, this table is accessed. If the project number charged on the timesheet line is found (at all) in this table, the PLC on the timesheet line must also be in this table (authorized). If not an error message is issued. If the project is not in the table, the next edit is performed.
The Project (Billable) Labor Category table: If the above two tables are not applicable, this table is accessed. In this case, the PLC entered on the timesheet line must be in this table, or an error message is issued (PLCs are required only for timesheet lines containing a project number).
When a PLC is entered on a timesheet line, the subperiod end date will default into this field. You can edit this date, but the system will not validate this changed date. When no PLC exists on the timesheet line, this field is not required.
This field displays the pay type code for this timesheet line. The Pay Type was entered manually, through Lookup, or by using the Pay Types pushbutton in the Enter Timesheets screen.
This field displays the hours that the employee worked for this timesheet line, as entered in the Enter Timesheets screen.
This column displays the amount (labor cost) for each timesheet line, which is automatically computed by the system. Labor costs are not displayed if labor suppression is in effect. Labor cost is calculated in a variety of ways depending on Costpoint settings.
The determination of what hourly rate (pay rate) to use for the employee depends on certain settings. If you selected the Enable checkbox in the Use Standard Rates group box in the Labor Settings screen, the Salary Info and History screen in Costpoint Employee will have an effective rate. This is used in place of the employee's hourly rate. Standard rates are used only for "S" (Salaried Fixed Hours) employees (see the Salary Info and History screen). It is an alternate method of handling salaried employee's uncompensated overtime.
If you selected the Enable Wage Determination Feature checkbox in the Labor Settings screen and the employee is charging to a project number that has a Wage Determination (WD) record established (see the Wage Determination Rates screen) and for the appropriate GLC, location, labor group, and effective date, the rate for that WD record can be used. The WD record relates to the fields defined for the unique combination of project, location, labor category, and for labor group, and effective date. The project, location labor category, and timesheet date (used to access effective date) are part of the timesheet, and the labor group is assigned to each employee in the Salary Info and History screen.
Depending on the setting of the hourly rate method, this rate per hour may have been used in the calculation of the timesheet line labor cost. If you selected the Override method in the Wage Determination Rates screen, the associated rate per hour will override all other rates to calculate the labor cost on the timesheet (i.e., hours on the timesheet times the rate per hour from the override record (and as adjusted by the pay type parameters)).
If you selected the Use if Higher method in the Wage Determination Rates screen, the hourly rate contained in the Salary Info and History screen for the employee (employee's rate) is first compared to rate per hour in the override record. If the override record rate per hour is higher than the employee's rate, then the override rate is used. If not, the employee's rate is used to calculate labor cost. That is, hours on the timesheet times the greater of: 1) the override record rate per hour or 2) the employee's rate.
The Wage Determination table is not referenced for employees classified as "Salaried Fixed Hours" or "Salaried Fluctuating Hours." It applies only to Hourly, Non-exempt from the Fair Labor Standards Act, type employees (see the Salary Info and History screen in Costpoint Employee). Therefore, the Wage Determination table does not conflict with standard rates.
Once the hourly rate is determined, the pay type code parameters are taken into account. There are several parameters related to each pay type:
The factor, which is a number, such as 1.5, that is multiplied by the hourly rate times the number of hours worked. The result is added to the labor cost.
The amount, which is handled depending on the method specified in the Pay Type table:
It can be added to the labor cost calculation as a flat amount, or
It can be computed by multiplying the Amount by the hours worked, and the result added to labor cost, or
It can be computed by multiplying the Amount by the hours worked by the above factor, and the result added to labor cost.
If you selected the Enable Union Functionality checkbox in the Labor Settings screen, the labor cost will be determined by multiplying the charge hours by the GLC Hourly Rate listed for that union and local in the Union Profile screen. That amount will be reflected in this field.
Another parameter that can enter into the labor cost calculation is the OK for Salaried Employees and Overtime options in the Pay Types screen. If both of these checkboxes are selected, then timesheet lines containing this pay type will be skipped by the auto-adjust calculation. Also, cost-only timesheet lines, if combined with lines containing hours, are zeroed out by the auto-adjust function. Timesheets containing all cost-only (pay types) timesheet lines are not auto-adjusted.
This field displays the location where the work is being performed or the Local, if this is a Union employee. If you selected the Require Labor Location on Timesheet checkbox in the Labor Settings screen, this is a required field. The default is provided from the Defaults subtask of the Basic Employee Info screen in Costpoint Employee. If you are using the Auto-OT feature, this location field is used to access the Overtime Rules by Location table. It is also a key field for the Wage Determination feature.
This field displays the organization abbreviation that corresponds with the organization number.
This field displays the project abbreviation that corresponds with the project number.
This field displays the project account abbreviation posted to labor distribution regarding a particular timesheet.
This field displays the employee's withholding state for this timesheet.
This field displays the employee's withholding locality for this timesheet.
This field displays the manufacturing/sales order number for this timesheet, if applicable.
This field displays the reference number for the reference 1 table.
This field displays the reference number for the reference 2 table.
This field displays the account name associated with the account number entered on this timesheet line.
This field displays the organization name associated with the organization number entered on this timesheet line.
This field displays the project name associated with the project number entered on this timesheet line.
This field displays the reference 1 name associated with the reference 1 number entered on this timesheet line.
This field displays the reference 2 name associated with the reference 2 number entered on this timesheet line.
This field displays the internal compute method code for this timesheet line.
This field displays the workers' compensation code for this timesheet line. It is edited in the Enter Timesheets screen to determine that the code is in the Worker's Comp table.
This field shows the hours entered on the timesheet line. If a cost-only pay type is charged, the Hrs field in the Enter Timesheets screen is zeroed out. This field is updated by entries to the Hrs field but retains the original value entered.
Two types of timesheet lines may have been entered. The default is the Account/Org type and allows entry of all the fields discussed above in the Enter Timesheets screen. The other type is Leave Memo and pertains to making entries that have no labor cost associated, but that have data related to track leave hours used. This is used to track Family Leave Act leave usage. This timesheet line type is processed to the Leave files, but is not processed by the Labor Distribution Posting.
This column displays any notes, up to 254 characters, that may have been entered for each timesheet line.
Select this pushbutton to open the Accounting Period subtask.
Select this pushbutton to open the Batch subtask. This pushbutton is accessible only if you selected the Enable Batch Control in Timesheet Entry checkbox in the Labor Settings screen.