Employees Time & Expense Tab
Use the Time & Expense tab to specify timesheet groups, expense groups, default expense locations, timesheet administration levels, and more.
If you use multiple companies, 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 & Expense tab of the Employees form.
- If the Automatically retrieve your record in Employee Hub/Employee Review check box is selected on the General tab of My Preferences, 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.
Group Section
Field | Description | ||||||||||||
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Timesheet Group | Select a timesheet group for the employee. Timesheet 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. Timesheet groups allow you to distribute timesheet administration responsibilities by timesheet group, and you define timesheet categories for timesheet groups.
If you have multiple companies, only groups for the active company display in the drop-down list in this field. Timesheet groups that display in the drop-down list in this field are set up in . |
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Expense Group |
Select an expense report group for the employee. You establish employee expense report groups on the Employee Groups tab of Expense Settings. If you use multiple companies, only groups for the active company display in the drop-down list. |
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Default Expense Location | Specify a default expense location for the employee, so that there is no need for the employee to manually indicate the expense location when creating a new expense report because the location is automatically populated. The default expense location also helps populate the correct tax codes when the employee selects an expense category on the expense report.
Every search and replace update that you run, or user-Initiated workflow condition you create that is associated with an expense location, will also be affected by your selection in this field. You create search and replace update runs in and specify user-initiated workflow conditions in . |
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Timesheet Administration Level | Select the administrative level for the employee to determine the employee's access to timesheets in the Timesheet application.
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Timesheet Group Grid |
If you select Group in the Timesheet Administration Level field, this grid displays below the Timesheet Administration Level field. In this grid, add the timesheet groups that the employee can access.
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Edit | This check box displays below the
Time Administration Level field when you select
System or
Company in the
Timesheet Administration Level field. Select this check box to allow the employee with system-level or company-level timesheet access to edit new and in-progress timesheets as follows:
The approval workflow that is set up for the timesheet employee expense approval process defines the employees who can approve, edit, or resubmit timesheets after they are submitted. (Approval workflows are set up in in the desktop application.) |
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Expense Administration Level |
Select the administrative level for the employee to determine the employee's access to expense reports.
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Expense Group Grid |
If you select Group in the Expense Administration Level field, this grid displays below the Expense Administration Level field. In this grid, add the expense groups that the employee can access.
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Edit | This check box displays below the
Expense Administration Level field when you select
System or
Company in the
Expense Administration Level field. Select this check box to allow an employee with system-level or company-level employee expense access to edit new and in-progress expense reports as follows:
The approval workflow that is set up for the expense approval process defines the employees who can approve, edit, or resubmit expense reports after they are submitted. (Approval workflows are set up in in the desktop application.) |
Default Labor Code Section
This section contains a field for each labor code level that is 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 |
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Allow Employee to Change Labor Code 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. |
Timesheet Options Section
Field | Description |
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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 that 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 in . Select one of the following processing options from the drop-down list in this field:
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Disable Timesheet Revision Auditing | This check box displays when Yes is selected for Enable Revision Auditing in . 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 | Select this check box to require that the employee enters a start time and end time on timesheets, which is useful for tracking mandatory meal and rest breaks.
This check box displays when Yes is selected for Enable Start/End Time in . |
Allow Employee to Enter Meals and Breaks | Select this check box to allow an employee to enter meals and breaks.
This check box displays when Yes is selected for Enable Start/End Time in . |
Default Meal Start Time | Select the default start time for the employee's meals and breaks.
This field displays when you select the Allow Employee to Enter Meals and Breaks check box. |
Default Meal End Time | Select the default end time of the employee's meals and breaks.
This field displays when you select the Allow Employee to Enter Meals and Breaks check box. |