Time Tab of the Employees Form (Desktop)

Use the Time tab in the Employees hub in the desktop application to specify settings for an employee that affect timesheets.

You assign each employee an administrative level that determines access to other employees' timesheets, default labor codes, and other settings that affect timesheet entry. You also determine some of the entry fields that are included on the Timesheet form for an employee, such as start and end times, meals and breaks, and units.

Contents

If you have multiple companies in your firm, the following applies:

• The data that you enter on this tab applies to the company that the current record is associated with.
• The tabs and fields that display are based on the company that the current record is associated with. For example, if the employee is associated with four different companies but only one company has access to Payroll, the Payroll tab of the Employees form only displays when you are viewing that company's record.
• The values that are available in the individual fields and lookups are based on the company that the record is associated with. For example, only timesheet groups that are associated with the current company are available in the Group field on the Time tab of the Employees form.
• If the Automatically retrieve your record in Employee Hub/Employee Review check box is selected in My Preferences in the desktop application, the employee record that automatically loads is for the home company that is associated with the current record. If the record is associated with multiple companies, the home company record displays first.

Field

Description

Group

Select a time group for the employee. Time groups allow you to organize employees by groups for timesheet entry, editing, submitting, and posting purposes. For example, you can establish groups for the employees who share the same job function, work in the same department, or work in the same office. Time groups allow you to distribute timesheet administration responsibilities by time group, and you define timesheet categories for time groups. If you have multiple companies, only groups for the active company display in the drop-down list in this field. You create the timesheet groups that display in the drop-down list in this field on the Time Groups tab in Time Settings.

Administration Section

Use this section to assign employee access rights to timesheets.

Field	Description
Level	Select the administrative level for the employee to determine the employee's access to timesheets in the Timesheet application. Staff: Staff level gives the employee access to his or her timesheets only. Group: Group level gives the employee access to timesheets for all employees within a particular timesheet group. When you select this option, the group grid in this section is enabled. In the grid, select the groups to give the employee access to. Company: This option applies if you have multiple companies in Deltek. This level gives the employee access to timesheets for employees in all timesheet groups within the active company. When you associate an employee who has company access rights with additional companies, the new records inherit the employee's access rights. Also, if you change an employee's access rights from Staff, Group, or System to Company, all associated company records will automatically update to apply Company access rights as well. System: System level gives the employee access to timesheets for all groups and employees. You must designate at least one employee in your firm to have system level access.
Edit	This check box is enabled when you select System or Company in the Level field. Select this check box to allow an employee with system-level or company-level timesheet access to edit new and in-progress timesheets as follows: An employee with system-level access can edit new and in-progress timesheets for all time groups and all employees. An employee with company-level access can edit new and in-progress timesheets for employees in all timesheet groups within the active company. The approval workflow that is set up for the timesheet approval process defines the employees who can approve, edit, or resubmit timesheets after they are submitted. (Approval workflows are set up in Settings > Workflow > Approval Workflows in the desktop application.)

Group Grid in the Administration Section

The fields in this grid are enabled when you select Group in the Level field. Use this grid to assign an employee to more than one group and specify the appropriate editing privileges.

Field	Description
Insert	Click this option to add an employee group to the Timesheet Groups grid.
Copy	Click this option to copy employee group information from one row on the Timesheet Groups grid to a new row on the grid.
Delete	Click this option to delete an employee group from the Timesheet Groups grid.
Company	This field applies if you have multiple companies. Select the company whose timesheets this employee can access.
Group	Select the timesheet groups whose timesheets this employee can access. If you have multiple companies, the groups that display depend on the selected company.
Editing	Select this check box to allow the employee to edit all new and in-progress timesheets for employees in the specified group. The approval workflow that is set up for the timesheet approval process defines the employees who can approve, edit, or resubmit timesheets after they are submitted. (Approval workflows are set up in Settings > Workflow > Approval Workflows in the desktop application.)

Cost and Pay Rates Section

In this section, select a cost rate method and table or a pay rate method and table for the employee. To use these fields, you must first set up labor rate, category rate, or labor code tables using the forms in Accounting > Cost/Pay Rate Tables in the desktop application. You can associate tables with employees only if the employees already exists on the table.

Field	Description
Cost Method	This field displays if you use Accounting and select the Cost rate tables check box in the Enable for Timesheets section on the General tab of Advanced Accounting System Settings in the desktop application. Cost rate tables allow you to override the cost rate information entered on the Accounting tab of Employee hub records. Use this drop-down list to select the cost rate method you want to use for the employee. Options are: None: This is the default value. If you select None, the employee's cost rate as specified on the Accounting tab of Employees hub in the desktop application is used. From Labor Rate Table: Select this option to specify a Labor Rate Table for the employee. From Category Rate Table: Select this option to specify a Category Rate Table for the employee. From Labor Code Table: Select this option to specify a Labor Code Table for the employee. Cost Rate Method Hierarchy You can also specify cost rate methods and tables on the Time and Expense tab of Project hub in the desktop application. When you post employee labor charges to a project, Deltek looks first at the project record and then at the employee record (if necessary) to determine how to apply cost rates. Deltek uses the first setting it finds, based on the following hierarchy: Projects hub record WBS3 — Cost Rate Method field on the Time and Expense tab. Projects hub record WBS2 — Cost Rate Method field on the Time and Expense tab. Projects hub record WBS1 — Cost Rate Method field on the Time and Expense tab. Employees hub — Cost Rate Method field on the Time and Expense tab. Employees hub — Job Cost Rate field on the Accounting tab.
Cost Table	This field displays if you use Accounting and select the Enable cost rate tables check box on the General tab of Advanced Accounting System Settings in the desktop application. Cost rate tables allow you to override the cost rate information entered on the Accounting tab of your Employees hub records in the desktop application. The drop-down list in this field displays the names of the labor rate tables, category rate tables, or labor code tables. The table that displays depends on the Cost Rate Method associated with the employee. Use the drop-down list to select the cost rate table you want to use for the employee. This field is non-editable if you select None in the Cost Rate Method field. The employee must be added to a table before you can select the table.
Pay Method	This field displays if you use Payroll and select the Pay rate tables check box in the Enable for Timesheets section on the General tab of Advanced Accounting System Settings in desktop application. Pay rate tables allow you to override the pay rate information entered on the Payroll tab of your Employees hub records. Use this drop-down list to select the pay rate method you want to use for a project, phase, or task. You can specify a different pay rate method at each level of the WBS. The options are: None: If you select None, the employee's pay rate as specified on the Payroll tab of Employees hub in the desktop application is used. From Labor Rate Table: Select this option to specify a Labor Rate Table for the employee. From Category Rate Table: Select this option to specify a Category Rate Table for the employee. From Labor Code Table: Select this option to specify a Labor Code Table for the employee. Pay Rate Method Hierarchy You can also specify pay rate methods and tables on the Time & Expense tab of the Project hub in the desktop application. When you post employee labor charges to a project, Deltek looks first at the project record and then at the employee record to determine how to apply pay rates. Deltek uses the first setting it finds, based on the following hierarchy: Projects hub record WBS3 — Pay Rate Method field on the Time and Expense tab. Projects hub record WBS2 — Pay Rate Method field on the Time and Expense tab. Projects hub record WBS1 — Pay Rate Method field on the Time and Expense tab. Employees hub — Pay Rate Method field on the Time and Expense tab. Employees hub — Pay Rate field on the Payroll tab.
Pay Table	This field displays if you use Payroll and select the Pay Rate Tables check box in the Enable for Timesheets section on the General tab of Advanced Accounting System Settings in the desktop application. Pay rate tables allow you to override the pay rate information entered on the Payroll tab of the Employees hub records. The drop-down list in this field displays the names of the labor rate tables, category rate tables, or labor code tables. The rate table depends on the option you select in the Pay Rate Method field that is associated with the employee. Use the drop-down list to select the pay rate table you want to use for the employee. This field is non-editable if you select None in the Pay Rate Method field.

Default Labor Code Section

This section contains a field for each labor code level set up for your company (up to five levels). Use the drop-down lists in these fields to enter default labor codes for the employee. Default labor codes prefill on a timesheet when an employee charges time to any project. You can set up a default for all labor code levels or only for specific levels. However, if you set up a default for the first and last levels of your structure (for example, Levels 1 and 5), you must assign a default for all levels.

Field	Description
Allow Employee to Change in Timesheet	Select this check box to allow the employee to override the default labor code and enter any labor code they want on a timesheet.

Fields

Field	Description
Check Hours Entered Against Expected	Select whether to require that the total hours entered on an employee's timesheet are checked against the total hours the employee is expected to enter for a labor period. The total hours are checked each time an employee submits a timesheet. The selection you make in this field overrides the setting in the Check Hours Against Expected field on the Options tab in Time Settings. Select one of the following processing options from the drop-down list in this field: Global: The setting in the Check Hours Against Expected field on the Options tab in Time Settings is used for all employees. None: Hours are not checked. Error if Over: Check hours when the employee submits a timesheet. An error message displays if the employee tries to submit a timesheet that has more than the expected number of regular hours. The employee cannot submit the timesheet. Error if Under: Check hours when the employee submits a timesheet. An error message displays if the employee tries to submit a timesheet that has less than the expected number of regular hours. The employee is allowed to submit the timesheet. Error if Either Over or Under: Check hours when the employee submits a timesheet. An error message displays if the employee tries to submit a timesheet that has either more than or less than the expected number of regular hours. The employee cannot submit a timesheet that has more than the expected number of regular hours. However, the employee can submit a timesheet that has less than the expected number of regular hours. Warning if Over: Check hours when the employee submits a timesheet. A warning message displays if the employee tries to submit a timesheet that has more than the expected number of regular hours. The employee is allowed to submit the timesheet. Warning if Under: Check hours when the employee submit a timesheet. A warning message displays if the employee tries to submit a timesheet that has less than the expected number of regular hours. The employee is allowed to submit the timesheet. Warning if Either Over or Under: Check hours when the employee submit a timesheet. A warning message displays if the employee tries to submit a timesheet that has either more than or less than the expected number of regular hours. In either case, the employee is allowed to submit the timesheet.
Disable Timesheet Revision Auditing	This check box displays when Yes is selected for Enable Revision Auditing on the Timesheet Audit tab in Time Settings. Select this check box to disable timesheet revision auditing for this employee. Typically, timesheet and billing transfer auditing are enabled for all employees within a company. This setting allows you to make exceptions on an employee by employee basis.
Allow Employee to Charge Units in Timesheet	This check box displays when you select Yes for Enable Unit Entry on the Options tab of Time Settings. Select this check box to allow the employee to enter units on timesheets. For example, if your firm uses a 3-Person Field Crew, you could set this up so that only the crew chief can enter units on a timesheet, so the units are entered once for all three employees.
Require Employee to Enter Start and End Times	This check box displays when Yes is selected for Enable Start/End Time on the Options tab in Time Settings. Select this check box to require that an employee enters a start time and end time on timesheets, which is useful for tracking mandatory meal and rest breaks.
Allow Employee to Enter Meals and Breaks	This check box is enabled when you select the Require Employee to Enter Start and End Times check box. Select this check box to allow an employee to enter meals and breaks.
Default Meal Time Section	This section is enabled when you select the Allow Employee to Enter Meals and Breaks check box. Select a default start and end time for the employee's meals and breaks.