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 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.

Entry Options

Field Description
Entry Mode

The Entry Mode determines the type of time entry that is required for the timesheet class, for example, whether employees are only required to enter hours worked, or whether they must also enter shift start and stop times, track breaks and meals, or even record start and stop times at the charge level

Choose from the following modes:
  • Standard: Select this option if members of this timesheet class are allowed to enter hours worked without recording corresponding shift times, break or meal times, or task times. The option you select below will be further configured by the option you select under Entry Validation.

  • Options for Time In/Out

    The following two options enable the Time In/Out subtask on the timesheet, where employees can enter shift start and end times, including lunch, non-work hours, and offsite hours.

    • Attendance Required: Select this option to require time in/out entries for hours entered on the timesheet.
    • Attendance Optional: Select this option to leave entry of time in/out as optional.

  • Options for Start/Stop Time

    The following three options enable the Start/Stop subtask on the timesheet, where employees can record breaks and meals. The option you select below will be further configured by the option you select under Entry Validation.

    • Break Tracking: Select this option to enable employees to enter start/stop times for meals and breaks.
    • Start/Stop Detail: Select this option to enable employees to enter start/stop times for meals, breaks, and work hours at the charge level.
      Note: This only applies to timesheet rows entered for UDT01 codes with a UDT01 type for which the Start/Stop Times check box is selected.
    • Start/Stop Summary: Select this option to enable employees to enter start/stop times for meals, breaks, and work hours but not at the charge level.
Require Confirmation

This check box is enabled only if Entry Mode is selected as Attendance Required or Attendance Optional (Time In/Out).

Select this checkbox to enable the Confirm Time Entries check box on the Time In/Out subtask of the timesheet. The presence of the check box requires employees to verify that the times entered are correct before they click Apply to save them.

Entry Validation

This setting determines the type of validation that is enforced when the employee signs the timesheet for all entry modes except the Standard mode which does not require validation.

Validation options include:
  • None: The employee does not receive validation messages
  • Error: If a validation fails, the employee receives a hard error and must correct the issue before the timesheet can be signed.
  • Warning: If a validation fails, the employee receives a warning message but is allowed to sign the timesheet without correcting the issue.

Rounding

This field is enabled when you select one of the entry modes for Start/Stop Time.

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

  • IfEntry Mode is set to Break Tracking or Start/Stop Summary, Rounding is set to Round Up and cannot be changed.
  • If Entry Mode is set to Start/Stop Detail, 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.

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
Total Time Accounting

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 does not display. Choose from the following options:

  • None: Choose this option if the setting is enabled and you do not want to prorate hours when employees sign their timesheets.
  • Prorate Hours at Signature: Select this option if you want hours prorated when the employees in this class sign their timesheets.

Overtime Options

Use fields in this section to configure automatic calculation and distribution of overtime.

Field Description
Overtime Handling

Use this new setting to determine how overtime is handled for the selected timesheet class when timesheets are entered.

This setting determines how overtime will be handled when timesheets are entered. Choose from the following options:

  • None: This is the default setting for new timesheet classes. When this option is selected, automatic overtime calculation and distribution is turned off, and overtime entries are not validated on the timesheet. Leave this option selected if you do not want to enable calculation of overtime or have manual overtime entries validated.
  • Validate: Choose this option if you want overtime entered on the timesheet validated based on overtime rules, but you do not want it automatically calculated by Time & Expense.
  • Calculate: Choose this option if you want Time & Expense to automatically calculate and distribute overtime hours during time entry. When this setting is enabled, employees need only enter regular hours, and when the timesheet is signed, overtime is automatically calculated based on the mapping of regular pay types to overtime pay types.

    Selecting Calculate also enables the Charge Distribution subtask link on the timesheet. The subtask link displays on the timesheet after is signed and if overtime is calculated.

Overtime Distribution

This option is enabled if Overtime Handling is selected as Calculate.

When overtime is automatically calculated, Time & Expense distributes the hours by moving them from the regular pay type to the mapped overtime pay type based on either a daily, weekly, or per punch distribution method.
Note: Time & Expense distributes hours from regular to overtime only if the regular pay type counts towards overtime and is mapped to an overtime pay type (level 1 and/or level 2). See the Pay Type Rules Source field description below.

From the Overtime Distribution drop-down list, choose the overtime time option that applies for this timesheet class. Choose from the following options:

  • None: Choose this option if you want overtime calculated but not distributed
  • Daily: This is the default value when Overtime Handling is selected as Calculate.

    When this option is selected, overtime is calculated based on a daily threshold. For example, if the threshold per day is 8 hours, and 12 are entered for a given day, then 4 hours are distributed to overtime.

    When overtime hours are distributed on a daily basis, Time & Expense handles the labor distribution by spreading the hours to the charge with the least number of hours first and the one with the most number of hours last.

    For any given day where overtime occurs, all regular charges that count towards overtime, and which are mapped to an overtime pay type (either level 1 or level 2), receive some portion of the hours so that the amount is distributed evenly across the pay types. Charges on the last day are plugged if necessary.

    Note that when Daily is selected or defaulted as the overtime handling option, it cannot be changed if the following settings on the Overtime Hours Rules tab are set to either Error or Warning:
    • Daily Overtime
    • 7 Consecutive Day Overtime
    • Holiday Overtime
    • Saturday Overtime
    • Sunday Overtime
  • Weekly: Select this option if overtime is calculated based on a weekly hours threshold on the Overtime Hours Rules tab.

    For example, if the threshold per week is 40 hours, and 44 are entered for a given week, then 4 hours are distributed to overtime.

    When overtime hours are distributed on a weekly basis, Time & Expense handles the labor distribution by first calculating how many hours to distribute to each day based on the number of hours that count towards overtime as compared to the total for the week.

    All regular charges that count towards overtime, and which are mapped to an overtime pay type (either level 1 or level 2), receive some portion of the hours so that the amount is distributed evenly across days and pay types. If necessary, hours on the last day are rounded and plugged.

  • Per Punch: This option is valid only if Entry Mode is selected as Start/Stop Detail. When this option is selected, Time & Expense performs the distribution based on hours in the timesheet cell. The distribution is much the same as Daily, but at a more granular level.

Note that when Overtime Handling is selected as Calculate, and the validation for 7 Consecutive Day Overtime on the Overtime Hours Rules tab is set to Error or Warning, the Overtime Distribution is set to Daily and is not editable.

Pay Type Rules Source
Note: This field is disabled if Overtime Handling is selected as None.

This setting determines the source of the pay type rules used during the calculation and distribution of overtime.

Choose from the following options:

  • Pay Type: This is the default setting if Overtime Handling is selected as either Calculate or Validate. . Leave this option selected to have Time & Expense refer directly to the overtime mapping configured in the Time & Expense > Configuration > Master Data > UDT10S screen.
  • Timesheet Class: Choose this option to have Time & Expense refer to the pay types selected in the Pay Types (UDT10) Links subtask of the Timesheet Classes screen.
    Options you select in the subtask, such Level 1 and Level 2 mapping options, apply just to the selected Timesheet Class, and the options can be different than the same options in the UDT10 (Pay Type) application.
    Note: When this option is selected, you must be sure to map regular pay types that count towards overtime to the overtime pay type to which the hours should be distributed. For example, if sufficient hours are entered against a regular pay type to meet the level 1 or level 2 hours threshold and a level 1 or level 2 overtime mapping charge is not selected, members of the timesheet class will receive a charge error when the timesheet is signed.
Custom Overtime Dialog Select this option to open the Custom Overtime dialog when a timesheet for an employee with this class is approved.

Miscellaneous

Field Description
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.
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.

Interim Validation
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 Validation 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.
Reverse Timesheet on Correction 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.
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.

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.

Mobile Lookup Options

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
Allow Mobile Access

This check box is enabled and selected by default if settings under Native Mobile Options on the Miscellaneous tab of Time & Expense > Configuration > General Controls > General Settings are configured to allow access to Costpoint Mobile Time.

Clear the check box on this screen if you do not want members of the selected timesheet class Class to have access to Costpoint Mobile Time.

Note: Changing the state of the check box on this screen does not affect global configuration in General Settings. Note also that if Costpoint Mobile Time is not enabled in General Settings, this check box is selected, but the state is disabled.
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).

Export Options

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.
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.

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.

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.