Time and Expense Transactions and Employee Multicompany

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 (Roles > Access Rights), 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 (Utilities > Change 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

Consider timesheet administration rights carefully when you associate more than one company with an employee. Use the Time tab of the Employee Info Center form 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 if your firm uses multiple companies. This setting 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 with Company access rights to additional companies, the new records inherit the employee's access rights. If you change an employee's access rights from another setting to Company, all associated company records 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. 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 detailed information about timesheet access, see the Timesheet Security Access topic, in the Security section of the help.