The ability to associate an employee with multiple companies impacts timesheet and expense report transactions.
When an employee is associated with multiple companies, the following applies:
- An employee's timesheet and expense report transactions are
only processed for the record that belongs to the active company.
- If an employee has a time or expense record in another company, it is necessary to first change companies so that the other company is active before accessing or processing a timesheet or payment.
- If an employee's
Status is set to
Terminated on the General tab in the Employee Info Center, the timesheet can be opened but not edited.
Time and Expense Approvals
When the Level is set to
Group,
Company, or
System, and the employee's security role has appropriate access rights to a company in Vision Security (), the employee can perform administrative functions (such as approvals), for a company even if they are not associated with the company. To do this, the employee must first change the Active Company () to the company that they want to administer.
For example, William Apple has
Group
approval rights for the Architecture Group in both Company A and Company B. However, he is only associated with Company C but his Security role has access to Company A, Company B, and Company C. For this reason, William is able to change the
Active Company to the company in which he needs to approve the timesheet or expense reports, even though he is not associated with the company.
Timesheet Administration Rights
Timesheet administration rights are important to consider when you associate more than one company with an employee. The Time tab of Employee Info Center is used to assign one of four security access rights to each employee:
Staff,
Group,
Company, or
System. This access level works with the
Editing and
Approval
check boxes to determine what processing options are available to you.
The
Company access right applies to Multicompany only and allows users to open and print, and possibly edit and approve, timesheets belonging to the employees in a specific company. When you associate an employee that has
Company access rights to additional companies, the new records inherit the employee's access rights. And, 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.
For example, employee John Smith has
Company Administration Level rights for Company A. His employee record is then associated with Company B and Company C. Because
Company rights are automatically inherited for associated records, now John Smith has
Company rights to Company A, Company B, and Company C. This means that he can open and print timesheets for all of those companies. And, if the
Editing and/or
Approval check boxes are selected, John Smith also has these rights in all three companies. To restrict access, you can instead assign
Group Administration Level rights to John Smith, and then specify the companies and groups that he can access. You can also allow him to
Edit and/or
Approve all of the groups in just one of these companies.
For a detailed discussion on timesheet access, see the Timesheet Security Access online help topic in Vision Security.