The Timesheet Settings module allows you to define the behaviour of your employees timesheets, reminders, approval workflow, ... as well as turning on logging systems for SOX reports or DCAA compliance rules/reports.
This module is available in the Settings screen of your account.
Please note, that you may also use it on Company branches or employees, if these require specific configuration.
If you define specific configuration on employees, you can later download the list of people to who it applies in the Settings > Account > Download your data > List of People.
As soon as defined, employees will not be able to record time previous to this date.
All changes to existing records previous to that date will also be blocked (rejection of hours, billing rate update, ...)
If checked, a start and end time field will appear in the daily view of your Timesheet.
daily view of your Timesheet at the today date.
By playing with the "Minimum quantity of time accepted" field described hereunder, you can make the timer precise to the second.
This is the minimum amount of time accepted for a record in the timesheet.
If a smaller amount of time is entered, the entry is automatically rounded to the above unit.
For example, if the minimum quantity defined is 0:30 (30 minutes), an entry of 2:15 will automatically be adjusted to 2:30.
Allow your employees to fill in more hours than the amount specified in the Hours per day field. If the box is unchecked, your employees will receive an error message when trying to add a number of hours higher than the one defined in the Hours per day field.
Disable submit if lower
Your employees won't be able to submit their timesheet if, during the period being submitted, one of the day contains less hours than the amount defined in the Hours per day field.
Allow your employees to fill in more hours than the amount specified in the Hours per week field. If the box is unchecked, your employees will receive an error message when trying to add a number of hours higher than the one defined in the Hours per week field.
Disable submit if lower
Your employees won't be able to submit their timesheet if for the period being submitted, the week contains less hours recorded than the amount specified in the Hours per week field.
Employees will have to submit their timesheets clicking on the submit button present in the Timesheet module.
Project Managers, Admin and Team leaders will be able to approve/reject the submitted hours using the Approval module.
If you say no
The submit button will disappear from the timesheet button.
Only project managers can approve their projects
If your organisation includes project managers and team leaders at the same time, by default, project managers can approve the time recorded on their projects and team leaders can approve hours recorded by the employees they manage (including the hours done on projects).
If you want to make sure that the hours done on projects are exclusively approved by the project managers and not the team leaders, make sure to check the box.
When turned on, team leaders will still have to approve absence hours and hours done on projects with no project manager.
You can choose to send reminders at a specific time:
The time at which the reminders are sent is based on the Time zone define for your company (or eventually at the employee level if you have a specific timesheet configuration for that employee).
If the time zone is not correct, you can change it in the Localization module.
When turning the DCAA ownership on, you ensure that only employees are owner of their recorded time, meaning that project managers and team leaders will not be able to make any change to the hours submitted by them.
Administrators can however still make changes. This possibility should only be used in exceptional cases.
When turned on, an audit trail report and a SOX report will be made available in the "Download your data" section in the Account module.
The audit trail reports are monthly reports showing detailed information about the changes on time entries: original entry, updates, submission, approval, deletion, actors, ...
The SOX reports are quarterly reports showing an overview of all approvals and submissions per week.