Costpoint Online Help

Using the Help Search
Using the Help Search
  • Phrase:Returns all topics that contain the exact phrase in the search criteria. Use quotation marks around the phrase.
    Ex."system administration"
  • And:Returns all topics that contain all the words in the search criteria, in any combination. Insert a plus sign between all words in the search criteria.
    Ex.system + administration
  • Or:Returns all topics with any combination of words in the search criteria. This is the default.
    Ex.system administration
For more information:Searching Online Help

Basic Information Tab

Use the Basic Information tab of the Manage Timesheet Classes screen to provide general information on the class, such as user-defined rates and schedule rates.

Header Section

Field Description
Class

Enter an uppercase alphanumeric identification code for the class. Each code must be unique.  

Description

Enter a unique description of the class. You should make descriptions as short as possible and properly capitalize them because they are used in drop-downs and as column headings for reports and inquiries.

Basic Information Section

General

Field Description
Hours Increment

This represents the detail by which time can be recorded. For example, if you select "Tenth," employees of this class can record their time to the tenth of an hour.

Select a level of incrementation for the timesheets. The available options are:

  • Whole
  • Half
  • Quarter
  • Tenth
  • Hundredth
Revision Explanation

Select the level of explanation expected for revisions to timesheets. The available options are:

  • Disabled - You will not be asked for a revision explanation.
  • Optional - You do not have to give a revision explanation.
  • Required - You must give a revision explanation.
Time In/Out

Select the level of use for the time in/out feature for employees of this class. The available options are:

  • Disabled - The Time In/Out icons do not display on the timesheets of employees assigned to this timesheet class.
  • Required/Hard Edit - Employees receive an error when attempting to sign their timesheet if the timesheet hours and time in/out hours do not balance, if there are timesheet hours but no corresponding time in/out hours, or if there are time in/out hours without corresponding timesheet hours.
  • Required/Soft Edit - Employees receive an error when attempting to sign their timesheet if they’ve entered timesheet hours without entering corresponding time in/out hours, or if they have entered time in/out hours without entering corresponding timesheet hours. If they have entered both timesheet hours and time in/out hours, but they do not balance, a warning displays.
  • Required/No Edit - Employees receive an error when attempting to sign their timesheets if they have entered timesheet hours without entering corresponding time in/out hours, or if they have entered time in/out hours without entering corresponding timesheet hours.
  • Optional/Hard Edit - Employees receive an error when attempting to sign their timesheet if their timesheet hours and time in/out hours do not balance, or if they entered time in/out hours without entering corresponding timesheet hours.  
  • Optional/Soft Edit - Employees receive a warning when attempting to sign their timesheet if their timesheet hours and time in/out hours do not balance, or if they have entered time in/out hours without entering corresponding timesheet hours.
  • Optional/No Edit - Employees receive no errors or warnings. However, the Time In/Out icons display so that employees can enter time in/out information.
Note: If you want to use the Start/End Times feature for a timesheet class, Time In/Out must contain Disabled. Additionally, if your firm is licensed for Deltek Mobile Time and Time In/Out is enabled, members of this timesheet class won't be able to log on to Mobile Time.
Interim Edit
If you want the employees assigned to this timesheet class to be able to create interim charges when they are entering time, first select Create Interim Charges. Then use this Interim Edit drop-down to indicate how you want Time & Expense to respond when an employee tries to sign a timesheet that contains rows for interim charges:
  • Select No Edit to allow the employee to sign the timesheet without a warning or error.
  • Select Soft Edit to warn the employee but allow them to sign the timesheet.
  • Select Hard Edit to prevent employees from signing the timesheet.
Create Interim Charges Select this option if you want the employees in this class to be able to create interim charges when they are entering time.

Then using Interim Edit, indicate how you want Time & Expense to respond when an employee tries to sign a timesheet that contains rows for interim charges: No Edit, Soft Edit, or Hard Edit.

Note: If you are set up to provide charge lookups using direct access to a Costpoint database, Create Interim Charges is not available. All charges must be authorized for the employee in Costpoint.

You can use the Events screen to set up the creation of an interim charge as an event, with employee or other notifications specified for the timesheet class. If you do, any notifications defined for that event are sent automatically when an employee creates an interim charge during timesheet entry. (You can also set up employee notifications for the event on the Notifications subtask of the Manage Timesheet Classes screen.)

You can use the Charge Activity Inquiry screen to review the time entered for interim charges.

Note: If you allow off-line timesheets for the timesheet class, be aware that the merge process will not create interim charges. However, if the interim charge has already been created in Time & Expense, it can be used in an off-line timesheet, assuming all links are valid.
Reverse Timesheet on Correct This option controls whether a timesheet reversal occurs when an employee corrects a processed timesheet. This copy is hidden from the employee but exported along with the corrected version.

When selected, this option creates negative entries for all existing timesheet lines. It also creates new copies of the timesheet lines that may be edited. This option is highly recommended for auto-adjusted and prorated timesheets.

Note: The Reverse Timesheet on Correct feature should not be applied to any timesheet that contains more than 250 lines.
Prorate Hours at Signature Select this option if you want hours prorated when the employees in this class sign their timesheets.

The display of this option is dependent on the Hours Proration value on the Miscellaneous tab of the Time Configuration screen. If it is set to Disabled, this option won’t display.

This option works in conjunction with the Must Use Reverse Timesheet option. If you select this option, the Must Use Reverse Timesheet option also becomes selected.

Generate Exception-Based Timesheets Select this option to generate timesheets containing default hours for employees in this class. Using this option speeds the time entry and approval process for employees who normally always enter the same number of hours to the same charge codes each period.

Do not use this option if you want to use the Start/End Times feature for a class.

Allow Off-Line Timesheets Select this option to give employees of this class the ability to enter off-line timesheets. Off-line timesheets are Microsoft Excel spreadsheet-based timesheets generated by Time & Expense. Employees can record hours in the spreadsheet and periodically merge those hours into their timesheet online.

Do not use this option if you want to use the Start/End Times feature for a class.

Custom Overtime Dialog Select this option to open the Custom Overtime dialog when a timesheet for an employee with this class is approved.
Populate Scheduled Leave on Timesheet Open Select this option to have Time & Expense automatically load holiday and scheduled leave hours when they exist within the current pay period. The holiday or leave hours appear when you open the timesheets.

In addition to having this option selected for the employee's timesheet class, the following are also required:

Load Favorites must be selected on the Preferences screen for the employee.

The employee must have only one favorite designated as a holiday charge.

The employee must have only one favorite designated as a leave charge.

Note: This option is not available if you select Generate Exception-Based Timesheets for the timesheet class.
Export In-Process Timesheets If you export timesheet information to an application other than Deltek Costpoint, Time & Expense gives you the option to export unsigned or unapproved ("in process") time. This option can speed up the billing process and provide more accurate data for reporting.

To implement this feature, first activate it on the Export Options tab of the Time Configuration screen. Then select Export In-Process Timesheets on the Manage Timesheet Classes screen for those timesheet classes for which you want to export in-process timesheets.

If you are exporting time to an application other than Costpoint, the exported timesheet labor records are not transformed, but instead stay in the staging tables, from which they can be retrieved.

Note: This option is not available if you check Prorate Hours at Signature for the timesheet class.

Costpoint/Mobile Lookup Options

The options in this group box are only available if Time & Expense is either set up so that users can look up charges directly from a Costpoint database rather than using charge trees, or if it is licensed for Deltek Mobile Time.

For employees assigned to this timesheet class, the fields in this group box control which lookup tabs are available in the Charge Lookup of the Time Entry module or which options are available for lookup in the Search Charge Lookup of Deltek Mobile Time

Field Description
Show Project

Select this option to enable employees of this timesheet class to select UDT02-related charges when completing their timesheets in either the Time module or Deltek Mobile Time.

Show MO

Select this option to enable employees of this timesheet class to select MO-related charges when completing their timesheets in either the Time module or Deltek Mobile Time.

Show Account Tab

Select this option to enable employees of this timesheet class to select UDT01-related charges when completing their timesheets in either the Time module or Deltek Mobile Time.

The Account tab provides a list of charges with UDT01 (not UDT02).

User-Defined Rates

This section only displays if you selected the Use option in either, or both, of the User-Defined Rates columns on the Time Configuration screen. The labels that appear here also reflect the data from the Time Configuration screen.

Use this group box to define whether hourly rates can be viewed or modified by employees of this timesheet class.

Note: If you are using the Start/End Times feature for a timesheet class, you cannot select any of these options.
Field Description
Rate 1 View

Select this option to allow the employees of this class to view their rate 1 values. Rate 1 is typically used as a labor rate.

Rate 1 Modify

Select this option to allow the employees of this class  to modify their rate 1 values.

Rate 2 View

Select this option to allow the employees of this class to view their rate 2 values. Rate 2 is typically used as a billing or "burn" rate.

Rate 2 Modify

Select this option to allow the employees of this class to modify their rate 2 values.

Schedule Rights

The options within the Schedule Rights group box control how employees assigned to the timesheet class request leave and what work schedule properties they can set.

Field Description
Must Request Leave

Select this option if employees of this class are required to request vacation through the Work Schedules screen and have it approved. If this option is enabled, the leave dates an employee requests appear in their work schedule as pending until a supervisor approves the request.

If this option is not selected, leave entered on the Work Schedules screen by employees assigned to the class becomes scheduled leave as soon as it is entered. No approval is required.

Allow Edit of Day Properties

Select this option to allow employees assigned to the timesheet class to be able to set the type of day (work day, non-work day, holiday, or leave) for dates or days of the week in employee work schedules.

Allow Edit of Standard Hours

Select this option to allow employees assigned to the timesheet class to be able to enter the standard number of hours for dates or days of the week in employee work schedules.

Allow Edit of Lunch Hours/Times

Select this option to allow employees assigned to the timesheet class to be able to enter the number of lunch hours and lunch start and end times for dates or days of the week in employee work schedules.

Allow Edit of Work/Non-Work Hours

Select this option to allow employees assigned to the timesheet class to be able to make changes to onsite and offsite hours and start/end times for employee work schedules.

Export

Field Description
Labor Distribution

Select this option to allow timesheet data for this class to be exported for Labor Distribution purposes.

Payroll

Select this option to allow timesheet data for this class to be exported for payroll purposes.

Subcontractor Select this check box to indicate that the timesheet class is for subcontractors.

Start/Stop Times

Labor laws in certain states (California, for example) require that, in some cases, employees must track and record start and stop times for each new task. They may also need to track start and stop times for breaks and meals. Use the settings under Start/Stop Times to turn on this feature for this class.

This feature cannot be used with the timesheet class options to enter "in" and "out" times, to generate timesheets with hours for employees, to allow employees to use off-line timesheets, or to allow employees to view or modify hourly rates. To use the controls under Start/Stop Times, you must first set Time In/Out to Disabled and deselect Generate Exception-Based Timesheets, Allow Off-Line Timesheets, and all options under User-Defined Rates.

Note: If your firm is licensed for Deltek Mobile Time and the Start/Stop Times option is enabled, employees with this class won't be able to log on to Mobile Time.
Field Description
Mode
Indicate your desired option for start and stop times:
  • Select Disabled if you don't want employees to enter any start and stop times.
  • Select Break to have employees enter start and stop times for breaks and meals.
  • Select Breaks/Summary Work to have employees enter start and stop times for work time, meals, and breaks, but not for specific charge rows.
  • Select Breaks/Detail Work to enter start and stop times for individual charge rows, meals, and breaks.

The Breaks/Detail Work option only applies to timesheet rows entered for UDT01 codes with a UDT01 type for which the Start/Stop Times check box is selected.

Edit

Indicate how you want Time & Expense to respond when either of the following occurs:

  • An employee signs a timesheet, and there is a start time with no matching stop time.
  • An employee saves a timesheet, and the hours calculated for a date from start and stop times don't match the hours entered on the timesheet itself.
Available options:
  • Select No Edit if you do not want any message displayed.
  • Select Soft Edit if you want a warning message displayed, but want to allow employees to save or sign the timesheet without correcting the problem.
  • Select Hard Edit if you want an error message displayed and want the employee to correct the problem before they can save or sign.
Note: The comparison of hours calculated from times to those entered on the timesheet only occurs if Mode contains Breaks/Summary Work.  Time & Expense calculates total hours for each date based on start and stop times entered for work rows. That total is then compared to the total hours entered for that date on the timesheet for UDT01 codes for which start and stop times are authorized.

If Mode contains Breaks/Detail Work, the hours calculated from the times become the hours entered on the timesheets so no discrepancies are possible.

Rounding

Indicate how you want the hours calculated (from start and stop times) to be rounded.

  • If Mode is set to Break or Breaks/Summary Work, Rounding is set to Round Up and cannot be changed.
  • If Mode is set to Breaks/Detail Work, you can select Round Up or Round Down.

In either case, the hours calculated from times are rounded based on the selection in Rounding and on the selection in Hours Increment.

Notes Enter additional comments that describe the timesheet class or clarify its purpose and use.