Time and Expense Processing and Multiple Companies

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 rules apply:

• An employee's timesheet and expense report transactions are only processed for the employee record that belongs to the active company.
• If an employee's Status is set to Terminated in the Employees hub, the timesheet can be opened but not edited.
• If an employee has time or expense transactions associated with another company, switch active companies to work on these transactions.

To change the active company in the browser application, click the name of the current company on the toolbar and select a company from the drop-down list. To change the active company in the desktop application, select Utilities > Change Company and then select a company on the Company Selection dialog box.

Time and Expense Approvals

When an employee's Administration Level is set to Group, Company, or System on the Time & Expense tab of the Employees hub, and the employee's security role has appropriate access rights to a company on the Access Rights tab in Settings > Security > Roles, the employee can perform administrative functions (such as approvals), for a company even if the employee is not associated with the company.

For example, William Apple has Group approval rights for the Consumer Group in both Company A and Company B. Apple is only associated with Company C but belongs to a security role that has access to Company A, Company B, and Company C. For this reason, William is able to approve the timesheet or expense reports for all three companies.

Timesheet Administration Rights

Consider timesheet administration rights carefully when you associate more than one company with an employee. Use the Time & Expense tab of the Employees hub 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 you use multiple companies. This setting allows employees to open and print, and possibly edit and approve, timesheets that belong 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. Smith's 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 Smith 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 Smith can access. You can also allow Smith to edit and/or approve all of the groups in just one of these companies.

For detailed information about timesheet access, see the Security section of the help.