Basic Information Tab
Use the Basic Information tab of the Timesheet Classes screen to provide general information on the class, such as user-defined rates and schedule rates.
Header Section
| Field | Description |
|---|---|
| Class |
Enter an uppercase alphanumeric identification code for the class. Each code must be unique. |
| Description |
Enter a unique description of the class. You should make descriptions as short as possible and properly capitalize them because they are used in drop-downs and as column headings for reports and inquiries. |
Entry Options
| Field | Description |
|---|---|
| Entry Mode |
The Entry Mode determines the type of time entry that is required for the timesheet class, for example, whether employees are only required to enter hours worked, or whether they must also enter shift start and stop times, track breaks and meals, or even record start and stop times at the charge level Choose from the following modes:
|
| Require Confirmation |
This check box is enabled only if Entry Mode is selected as Attendance Required or Attendance Optional (Time In/Out). Select this checkbox to enable the Confirm Time Entries check box on the Time In/Out subtask of the timesheet. The presence of the check box requires employees to verify that the times entered are correct before they click Apply to save them. |
| Enable Paid Breaks | This checkbox is enabled when
Entry Mode is set to any of the following Start/Stop Time options:
To enable tracking of paid breaks, select the Enable Paid Breaks checkbox, which is clear by default. In addition, from the Pay Types subtask, you must also add the pay type that resources will select when entering breaks on the timesheet. |
| Entry Validation |
This setting determines the type of validation that is enforced when the employee signs the timesheet for all entry modes except the Standard mode which does not require validation. Validation options include:
|
| Rounding |
This field is enabled when you select one of the entry modes for Start/Stop Time. Indicate how you want the hours calculated (from start and stop times) to be rounded.
In either case, the hours calculated from times are rounded based on the selection in Rounding and on the selection in Hours Increment. |
| Hours Increment |
This represents the detail by which time can be recorded. For example, if you select "Tenth," employees of this class can record their time to the tenth of an hour. Select a level of incrementation for the timesheets. The available options are: |
| |
| Total Time Accounting |
The display of this option is dependent on the Hours Proration value on the Miscellaneous tab of the Time Configuration screen. If it is set to Disabled, this option does not display. Choose from the following options:
|
Miscellaneous
| Field | Description |
|---|---|
| Revision Explanation |
Select the level of explanation expected for revisions to timesheets. The available options are:
|
| Create Interim Charges | Select this option if you want the employees in this class to be able to create interim charges when they are entering time.
Then using Interim Edit, indicate how you want Time & Expense to respond when an employee tries to sign a timesheet that contains rows for interim charges: No Edit, Soft Edit, or Hard Edit. Note: If you are set up to provide charge lookups using direct access to a Costpoint database, Create Interim Charges is not available. All charges must be authorized for the employee in Costpoint.
You can use the Events screen to set up the creation of an interim charge as an event, with employee or other notifications specified for the timesheet class. If you do, any notifications defined for that event are sent automatically when an employee creates an interim charge during timesheet entry. (You can also set up employee notifications for the event on the Notifications subtask of the Manage Timesheet Classes screen.) You can use the Charge Activity Inquiry screen to review the time entered for interim charges. |
| Interim Validation |
If you want the employees assigned to this timesheet class to be able to create interim charges when they are entering time, first select
Create Interim Charges. Then use this
Interim Validation drop-down to indicate how you want Time & Expense to respond when an employee tries to sign a timesheet that contains rows for interim charges:
|
| Reverse Timesheet on Correction | This option controls whether a timesheet reversal occurs when an employee corrects a processed timesheet. This copy is hidden from the employee but exported along with the corrected version.
When selected, this option creates negative entries for all existing timesheet lines. It also creates new copies of the timesheet lines that may be edited. This option is highly recommended for auto-adjusted and prorated timesheets. Note: The Reverse Timesheet on Correct feature should not be applied to any timesheet that contains more than 250 lines.
|
| Generate Exception-Based Timesheets | Select this option to generate timesheets containing default hours for employees in this class. Using this option speeds the time entry and approval process for employees who normally always enter the same number of hours to the same charge codes each period.
Do not use this option if you want to use the Start/End Times feature for a class. |
| Populate Scheduled Leave on Timesheet Open | Select this option to have Time & Expense automatically load holiday and scheduled leave hours when they exist within the current pay period. The holiday or leave hours appear when you open the timesheets.
In addition to having this option selected for the employee's timesheet class, the following are also required: Load Favorites must be selected on the Preferences screen for the employee. The employee must have only one favorite designated as a holiday charge. The employee must have only one favorite designated as a leave charge. Note: This option is not available if you select
Generate Exception-Based Timesheets for the timesheet class.
|
| Check for Work Schedule Changes | This setting controls whether the latest work schedule is applied to the timesheet if the work schedule has changed during the timesheet period.
When this option is selected, Time & Expense checks the current value in the Work Schedule field of the Resource History subtask (Configuration » Resources » Resource Information). If this value has changed during the pay period, the new work schedule is applied to the timesheet effective for the day it was added. |
| Do Not Allow Delete Timesheet Line | Select this checkbox if you want deleted lines retained on the timesheet with the hours set to zero for the selected timesheet class.
Note: When this checkbox is selected, the
Delete button still remains available and enabled. This setting only controls whether a deleted line is actually removed from the timesheet.
|
| Hide Current Year Time Off Balance Report | Select this checkbox if you do want the members of the timesheet class to have access to the Current Year Time Off Balance report. If this checkbox is selected, the report is hidden on the Print menu of the Timesheet screen. |
Minium Hours
| Field | Description |
|---|---|
| Show Minimum Hours on Timesheet | When this option is selected, a
Minium Hours field displays in the header area of the Timesheet (in Form View). In Table View, the field displays only in the timesheet table.
Note: The hours will also display on the Manage/Approve Timesheets screen.
The number of hours that populate the field are based on the Standard Hours value on the Company Work Schedule screen. No warning message is provided if less than the minimum hours are entered. Timesheet users can use the Notes function to enter a reason. Additional options include validating it through use of a "Pre-Approve" Stored Procedure or through Extensibility. |
| Factor | The default value is 100%, but you can replace it with any value from 1-100. For example, if Standard Hours is set to 8 hours and there are 11 days in the pay period, 88 hours would display in Minimum Hours, based on a factor of 100%. If the Factor was 70%, the minimum hours for the pay period would be 61.60. |
Mobile Lookup Options
For employees assigned to this timesheet class, the fields in this group box control which lookup tabs are available in the Charge Lookup of the Time Entry module or which options are available for lookup in the Search Charge Lookup of Deltek Mobile Time.
| Field | Description |
|---|---|
| Allow Mobile Access |
This check box is enabled and selected by default if settings under Native Mobile Options on the Miscellaneous tab of are configured to allow access to Costpoint Mobile Time. Clear the check box on this screen if you do not want members of the selected timesheet class Class to have access to Costpoint Mobile Time. Note: Changing the state of the check box on this screen does not affect global configuration in General Settings. Note also that if Costpoint Mobile Time is not enabled in General Settings, this check box is selected, but the state is disabled.
|
| Show Project |
Select this option to enable employees of this timesheet class to select UDT02-related charges when completing their timesheets in either the Time module or Deltek Mobile Time. |
| Show MO |
Select this option to enable employees of this timesheet class to select MO-related charges when completing their timesheets in either the Time module or Deltek Mobile Time. |
| Show Account Tab |
Select this option to enable employees of this timesheet class to select UDT01-related charges when completing their timesheets in either the Time module or Deltek Mobile Time. The Account tab provides a list of charges with UDT01 (not UDT02). |
Export Options
| Field | Description |
|---|---|
| Labor Distribution |
Select this option to allow timesheet data for this class to be exported for Labor Distribution purposes. |
| Payroll |
Select this option to allow timesheet data for this class to be exported for payroll purposes. |
| Subcontractor | Select this check box to indicate that the timesheet class is for subcontractors. |
| Export In-Process Timesheets | If you export timesheet information to an application other than Deltek Costpoint, Time & Expense gives you the option to export unsigned or unapproved ("in process") time. This option can speed up the billing process and provide more accurate data for reporting.
To implement this feature, first activate it on the Export Options tab of the Time Configuration screen. Then select Export In-Process Timesheets on the Manage Timesheet Classes screen for those timesheet classes for which you want to export in-process timesheets. If you are exporting time to an application other than Costpoint, the exported timesheet labor records are not transformed, but instead stay in the staging tables, from which they can be retrieved. Note: This option is not available if you check Prorate Hours at Signature for the timesheet class.
|
Schedule Rights
The options within the Schedule Rights group box control how employees assigned to the timesheet class request leave and what work schedule properties they can set.
| Field | Description |
|---|---|
| Hide Leave Functions | Select this checkbox if you want to hide the button used for entering leave on the interface of the Work Schedule and Timesheet applications. |
| Must Request Leave | This checkbox is clear and disabled if Hide Leave Functions is selected.
Select this option if employees of this class are required to request permission for time off through the Work Schedules screen and have it approved. If this option is enabled, the leave dates an employee requests appear in their work schedule as pending until a supervisor approves the request. If this option is not selected, leave entered on the Work Schedules screen by employees assigned to the class becomes scheduled leave as soon as it is entered. No approval is required. |
| Allow Edit of Day Properties |
Select this option to allow employees assigned to the timesheet class to be able to set the type of day (work day, non-work day, holiday, or leave) for dates or days of the week in employee work schedules. |
| Allow Edit of Standard Hours |
Select this option to allow employees assigned to the timesheet class to be able to enter the standard number of hours for dates or days of the week in employee work schedules. |
| Allow Edit of Lunch Hours/Times |
Select this option to allow employees assigned to the timesheet class to be able to enter the number of lunch hours and lunch start and end times for dates or days of the week in employee work schedules. |
| Allow Edit of Work/Non-Work Hours |
Select this option to allow employees assigned to the timesheet class to be able to make changes to onsite and offsite hours and start/end times for employee work schedules. |
User-Defined Rates
This section only displays if you selected the Use option in either, or both, of the User-Defined Rates columns on the Time Configuration screen. The labels that appear here also reflect the data from the Time Configuration screen.
Use this group box to define whether hourly rates can be viewed or modified by employees of this timesheet class.
| Field | Description |
|---|---|
| Rate 1 View |
Select this option to allow the employees of this class to view their rate 1 values. Rate 1 is typically used as a labor rate. |
| Rate 1 Modify |
Select this option to allow the employees of this class to modify their rate 1 values. |
| Rate 2 View |
Select this option to allow the employees of this class to view their rate 2 values. Rate 2 is typically used as a billing or "burn" rate. |
| Rate 2 Modify |
Select this option to allow the employees of this class to modify their rate 2 values. |