Time and Expense Tab of Project Info Center

Use the Time and Expense tab to enter time, expense, and payroll accounting information for the project. This includes budget and labor code data, expense default billing data, purchasing multipliers, cross charge methods, pay/cost rate methods, and payroll tax locales.

Contents

Field	Description
Budgeted Validation	Use this drop-down list to select a budgeted labor code validation for the project. Vision Timesheet uses this field to determine which labor codes users are allowed to enter when they charge time to the project. The possible settings are: None — Timesheet entries are not checked against budgeted labor codes. Warning — Timesheet entries are checked against budgeted labor codes. The employee receives a warning message if any non-budgeted labor codes have been entered on the timesheet. However, the employee can still save and submit the timesheet using the non-budgeted labor codes. Error — Timesheet entries are checked against budgeted labor codes. The employee receives an error message if any non-budgeted labor codes have been entered on the timesheet. The employee will not be allowed to save or submit the timesheet using the non-budgeted labor codes. If you use Vision Planning, you can also use the Budgeted Validation options with the Check Project Planning for Start/End Date option.
Budgeted Source	Use this drop-down list to select a budgeted source for the project. Vision Timesheet uses this field to determine the budget source to use when validating labor codes or levels entered on employees' timesheets. The options are Budget Worksheet or Project Planning. This field is enabled when you select Warning or Error in the Budget Code Validation field.
Budgeted Level	Use this drop-down list to select the budgeted labor code levels (employee, labor code, or both) for the project. Vision Timesheet uses this field to determine which Planning data to use when validating labor codes entered on employees' timesheets. Vision enables this field when you select Warning or Error in the Budgeted Validation field and the Project Planning option in the Budgeted Source field.
Check Project Planning for Start/Finish Date	Select this option if you want Vision to check the project plan when users charge time to the project. With this option selected, Vision checks the project plan to verify that the user has planned hours for the timesheet period. If the user does not have any planned hours for the period, Vision displays a warning or error message, as specified in the Budgeted Validation field on this tab. The Budgeted Validation options are: Warning — Timesheet entries are checked against planned hours. The employee receives a warning message if hours are entered in a timesheet period when no hours are budgeted for the same period in the corresponding project plan. However, the employee can still save and submit the timesheet. Error — Timesheet entries are checked against planned hours. The employee receives an error message if hours are entered in a timesheet period when no hours are budgeted for the same period in the corresponding project plan. The employee will not be allowed to save or submit the timesheet. This option displays if you use Vision Planning, and if the following options are selected on this tab: Warning or Error from the Budgeted Validation drop-down list. Project Planning from the Budgeted Source drop-down list. Employee Only or Both from the Budgeted Level drop-down list.
Check Project Planning for Planned Hours	Select this option if you want Vision to verify that the hours an employee enters against a project do not exceed planned hours. If the hours entered exceed those available in the project plan, Vision displays either a warning or error message, as specified in the Budgeted Validation field on this tab. The Budgeted Validation options are: Warning — Select this option to check timesheet entries against planned hours. The employee receives a warning message if the hours entered exceed the number of hours budgeted for the user in the corresponding project plan. However, the employee can still save and submit the timesheet. Error — Select this option to check timesheet entries against planned hours. The employee receives an error message if the hours entered exceed the number of hours budgeted for the user in the corresponding project plan. The employee is not allowed to save or submit the timesheet. When you enable Check Project Planning for Planned Hours at the lowest WBS level, Vision checks timesheet charges against planned hours. If the Check Project Planning for Start/End Date option is not enabled, then the timesheet hours are checked against Job to Date plan remaining hours. If the Check Project Planning for Start/End Date option is enabled, then the timesheet hours are checked against current timesheet period planned hours. When you check against Job to Date plan remaining hours, any unposted timesheets are also included in the calculation. This option displays if you use Vision Planning, and if the following options are selected on this tab: Warning or Error from the Budgeted Validation drop-down list. Project Planning from the Budgeted Source drop-down list. Employee Only or Both from the Budgeted Level drop-down list.
Timesheet Line Item Approval	This field is visible if you use Vision Timesheet and select the By Project option on the System Timesheet (Line Item Approval) Configuration form. The By Project option allows you to turn on the Timesheet Line Item Approval feature for specific types of projects — regular, overhead, or promotional. The drop-down list of options in the Timesheet Line Item Approval field allows you to override the system settings on a project-by-project basis. The options are: Yes — Select this option if timesheet line item approval is required for the project. No — Select this option if timesheet line item approval is not required for the project. System — Select this option if the settings established in Timesheet Configuration determine whether Timesheet line item approval is required for the project. This is the default setting.
Labor Code Levels	Select one or more labor code levels. The options you select in this field determine what labor code levels employees can use when they charge time to the project. Your options are used by the Timesheet application to validate labor charges against budgeted labor charges. The budgeted labor code level options available vary based on the number of labor code levels established in Utilities. This field is enabled in the following situations: When you select Warning or Error in the Budgeted Validation field and the Budget Worksheet option in the Budgeted Source field. When you select the Project Planning option in the Budgeted Source field and the Labor Codes Only or Both option in the Budgeted Level field. If you use iAccess for Vision Integration and the project has an associated iAccess for Vision plan, the warning or error is not checked against labor codes. iAccess for Vision does not use labor codes as plan level.
Required Comments for Hours	Use this option to control whether comments are required when an employee enters time for a project. This setting allows you to override at the project level the equivalent setting in Company Timesheet Configuration. Options are: Company — Select this option to honor the timesheet comments option selected in Company Timesheet Configuration. Yes — Select this option to require the employee to enter comments for time charged to the project, regardless of how the option is set in Company Timesheet Configuration. No — Select this option to not require the employee to enter comments for time charged to the project, regardless of how the option is set in Company Timesheet Configuration. The project-level override for timesheet comments does not apply to special category projects. For special category projects, Vision honors the Require Comments When Hours Are Entered option selected in Configuration > Time and Expense > Company Timesheet.
Expense Line Item Approval	You can use this field as a condition reference when you are creating conditions for approval workflow steps. You create approval workflow steps on the Workflow tab of the Approvals Configuration form in Configuration > Workflow > Approval Workflows. Selecting Yes or No for this option does not directly impact any expense line approval. This field is only used as an optional condition for an approval workflow step.
Bill by Default	Use this drop-down list to specify whether or not certain expense charges to this project should be billed to the client. This field is used by the Expense Report application to determine when to bill the client for certain expense charges posted to the project. The expense charges must be associated with a specific expense category, as defined in Expense Category Configuration. The options are: Yes — Select this option to always bill expense charges to the client, regardless of whether the Bill by default option is selected for the associated category in Expense Category Configuration. No — Select this option to never bill expense charges to the client, regardless of whether the Bill by default option is selected for the associated category in Expense Category Configuration. Category — Select this option to only bill charges to the client if the Bill by default option is selected for the associated category in Expense Category Configuration. This is the default selection. This field is enabled for regular projects only and must be selected at the lowest level of the project structure.
Billable Message	Use this drop-down list to specify whether or not to display an error message in the Expense Report application when a user charges certain expense to this project. You can choose to display a message when a user enters an expense category on their expense report and the category bill by default method and the bill by default method for the project being charged are different. This field is used by the Expense Report application only if you select Yes or No in the Bill by default field on the Accounting tab of Project Info Center. If you select Category in the Bill by default field, the Billable Message field defaults to None. The options are: No Message — Vision does not display any message when the category bill by default method and the project bill by default method are different. Warning — Vision displays a warning message when the category bill by default method and the project bill by default method are different. You must explicitly choose to continue with the transaction to process the expense charge to the project using the selected category. Error — Vision displays an error message when the category bill by default method and the project bill by default method are different. You cannot process the expense charge to the project using the selected category. This field is enabled for regular projects only and must be selected at the lowest level of the project structure.