Versions Compared

Old Version 9

changes.mady.by.user DATABASICS, Inc.

Saved on

compared with

New Version Current

changes.mady.by.user Ernesia Toney

Saved on

Key

  • This line was added.
  • This line was removed.
  • Formatting was changed.

To create a Time Policy

  1. Expand Time by clicking on the plus signarrow Image Added.
  2. Expand Policy Setup Setup by clicking on the plus signarrow Image Added.
  3. Click on Time Policy
  4. Click on Add

  5. Enter the following:

    Field

    Description

    Policy Name*

    Enter a name for the policy

    User Message*

    Choose a message to be displayed to the user when this policy is triggered.

    Note: The application will automatically add the allowable and actual charged hours as well as the date to the end of the message. To omit this from the message, add a "$" to the beginning of the user message. If "$" is added you can add the following wild cards to the message:

    • <EVENT_DATE>
    • <WEEK>
    • <REQ_AMT>
    • <CHARGE_AMT>

    Flag Lines*

    Yes

    Flag Lines on the Timesheet- Display a flag on the lines that violate the policy

    Flag Lines on the timesheet > 0 Hours - Display a flag on the lines with hours greater than 0 that violate the policy 

    Flag the timesheet only - Display a flag on the entire timesheet

    No - Will not display a flag on the lines that violate the policy

    Flag As*

    High Warning: This level helps managers and administrators to set two types of warnings. This can be set for auto-approval and auditing.

    Low Warning: This level allows auto-approval

    ,

    but provides a message describing the warning to the user.

    Information Only:  This level flags the expense report with information only, providing an opportunity to provide a reminder or notification to the user from the approver. This option also allows for auto-approval.

    Allow Release*

    Yes but Notes Required - Allow this timesheet to be released when the policy is violated but a note will be required.

    No for Current Time, Yes Time Off Request in the Future - Will not allow current timesheet period to release but will release for future timesheet periods.

    No - Timesheets can not be released until the line no longer violates the policy.

    Requires Notes - Yes for Current Time, No for Time Off Request in Future - Allows timesheet for current period to release with notes but will not release for future time periods.

    Yes - Allow this timesheet to be released when the policy is violated 

    Approval Option*

    Choose who approves timesheets with this policy being violated:

    Enabled Based on A Team

    Approval  

    Approval -

    This

     This is based on a Team Approval that has been set up with the A Team type.

    Enabled Based on B Team

    Approval  

    Approval -

    This

     This is based on a Team Approval that has been set up with the B Team type.

    Disabled - No approval flow for this policy

    Enabled Based on This Policy - Approval based on only this policy. The approvers related to just this policy can be added in the later step. 

    Enabled Based on Employee Home Department - Based on Employee Home Department approval (approvers would need to be set up under department).

    Enabled Based on Worked Department - Based on Worked Department approval (The department field would need to be enabled on timesheet where users could update and also approvers associated with each department would need to be set up).

    Enabled Based on Main Team Approval - Based on the Main Team Approval set up

    Replace Current Approval Flow*

    Choose Yes or No whether a timesheet with this policy being violated will have

    it's

    its approval flow replaced

    Allow Override by Routing*Select either Yes or No depending on if you would like the approval group to be overwritten when using the routing option.
    User Message
    Include Employee Start/End Date*Choose
    a message to be displayed to the user when this policy is triggered.

    Note: The application will automatically add the allowable and actual charged hours as well as the date to the end of the message. To omit this from the message, add a "$" to the beginning of the user message. If "$" is added you can add the following wild cards to the message:

    • <EVENT_DATE>
    • <WEEK>
    • <REQ_AMT>
    • <CHARGE_AMT>
    Hours Type*
    Yes or No whether you want to include the Employee's Start/End Date
    Enforce By*

    Choose how you want the policy to be enforced:

    Week (Biweekly Only)

    Day 

    Period  

    Week

    Or by DayChoose Yes or No whether you want this policy to be enforced by day
    (Main Condition) Hours Type* 

    Choose if the policy will include:

    Percent of Standard Hours with FTE  

    Hours  

    Percent of Standard Hours

    Operator*

    Choose an operator condition for the amount you are about to specify

    Unit*

    Choose an amount/unit for the policy

    Time

    Code Selected

    Codes

    Choose a certain time code for this policy to be applied to (leave blank to apply for all)

    Hours Charged On*

    T-number of hours selected from the indicated type of the days to compare against the number hours hours required by a policy P-number of hours required by a policy, calculated based on the indicated type of the days.

    For example, a weekly reporting period may include 7 days,  out of which 2 are flagged as weekend days, 1 as a holiday and 4 days as working days. If by policy you would like to require the users to enter total hours equivalent to 5 days, you would select P-Working Days, and Holidays. In this case if the standard working hours per day are 8 hours per day, user will be required to make 5X8=40 hours on the timesheet. If you do not care on which days the entries are made, so for example if a user worked on a weekend instead of a working day, but as long as they meet the 40 hours requirement, then you can select "T-All Days", so the hours entered on any day will be counted towards the 40 hours requirement. If you would like to require the hours to be entered on non-weekends the select "T-Working Days, Holidays". So P represents the number of hours required by a policy, based on the type of the days multiplied by the numbers of standard working hours for each day. T represents the type of the days where a user can make those entries that will be counted towards the policy requirement.

    Choose what days this policy will apply to what days on the T for Timesheet and P for Reporting Period:

    • Holidays Only - Policy will only apply to the hours charge on a holiday.
    • T- All days. P-Working Days, and Holidays - T-Hours can be entered on any day of the reporting period to count against the number of hours required by a policy. P- The number of hours required by a policy is calculated based on the number of working days and Holidays available on a timesheet.
    • T- Working Days, Holidays, P - Working Days  - T-Hours can be entered on Working Days and Holidays of the reporting period to count against the number of hours required by a policy, hours entered on the weekend will not count. P- The number of hours required by a policy is calculated based on the number of working days available on a timesheet.
    • T- Working, Weekends, Holidays. P - Working Days - T-Hours can be entered on Working Day, Weekends and Holidays of the reporting period to count against the number of hours required by a policy. P- The number of hours required by a policy is calculated based on the number of working days available on a timesheet..
    • Weekends Only - Policy will only apply to the hours charged on a weekend
    • Working Days Only- Policy will only apply to the hours charged on the working days.
    • Working Days, Weekends and Holidays.- Policy applies to hours charged on working das, weekends and holidays.

    Hours Type (Sub Condition)*

    Choose an

    hours

    hour's type if there is to be a sub

    condition (leave it as "N" if there is no sub condition)

    condition 

    Operator*

    Choose an operator condition for the amount you are about to specify (leave it as the default "No Subcondition" if there is no subcondition)

    Unit*

    Choose an amount/unit for the sub condition

    Time Code

    Selected

    Choose a certain time code for this policy to be applied to (leave blank to apply for all)

    Include Employee Start/End Date*

    Choose whether you want to include the Employee's Start/End Date

    Hours Charged On*

    Hours Charged On

    T-number of hours selected from the indicated type of the days to compare against the number hours hours required by a policy P-number of hours required by a policy, calculated based on the indicated type of the days.

    For example, a weekly reporting period may include 7 days,  out of which 2 are flagged as weekend days, 1 as a holiday and 4 days as working days. If by policy you would like to require the users to enter total hours equivalent to 5 days, you would select P-Working Days, and Holidays. In this case if the standard working hours per day are 8 hours per day, user will be required to make 5X8=40 hours on the timesheet. If you do not care on which days the entries are made, so for example if a user worked on a weekend instead of a working day, but as long as they meet the 40 hours requirement, then you can select "T-All Days", so the hours entered on any day will be counted towards the 40 hours requirement. If you would like to require the hours to be entered on non-weekends the select "T-Working Days, Holidays". So P represents the number of hours required by a policy, based on the type of the days multiplied by the numbers of standard working hours for each day. T represents the type of the days where a user can make those entries that will be counted towards the policy requirement.

    Choose what days this policy will apply to what days on the T for Timesheet and P for Reporting Period:

    • Holidays
    Only  
    • Only - Policy will only apply to the hours charge on a holiday.
    • T- All days. P-Working Days, and
    Holidays 
    • Holidays - 
       - Means all the hours on the timesheet (T) and compare it to Reporting Period  (P) Working Days and Holidays 
    • T-Hours can be entered on any day of the reporting period to count against the number of hours required by a policy. P- The number of hours required by a policy is calculated based on the number of working days and Holidays available on a timesheet.
    • T- Working Days, Holidays, P - Working Days 
    - Means  Only working hours and holidays on the timesheet (T) and compare it to Reporting Period  (P) Working Days
    • - T-Hours can be entered on Working Days and Holidays of the reporting period to count against the number of hours required by a policy, hours entered on the weekend will not count. P- The number of hours required by a policy is calculated based on the number of working days available on a timesheet.
    • T- Working, Weekends, Holidays. P - Working Days - 
     Means  All days the timesheet (T) and compare it to Reporting Period  (P) Working Days.
  6. Weekends Only
    7. Working Days Only
    • T-Hours can be entered on Working Day, Weekends and Holidays of the reporting period to count against the number of hours required by a policy. P- The number of hours required by a policy is calculated based on the number of working days available on a timesheet..
    • Weekends Only - Policy will only apply to the hours charged on a weekend
    • Working Days Only- Policy will only apply to the hours charged on the working days.
    • Working Days, Weekends and Holidays.

    Enforce By*

    Choose how you want the policy to be enforced:

    Week (Biweekly Only)

    Day 

    Period  

    Week

    Or by Day

    Choose if you want this policy to be enforced by day
    • - Policy applies to hours charged on working das, weekends and holidays.
    Weeks starts onDay of the week the week starts (This field will only show up if Enforce by: Week)
    Incomplete Week Options*

    In the case the period ends before a full week is completed, select an option of how you would like the policy to validate. This does not apply to weekly or bi-weekly periods as they do not have weeks that are incomplete (split up) within a period. (This field will only show up if Enforce by: Week)

    The examples below are based on a semi-monthly period where the week starts on a Monday. The policy will validate if the user has recorded at least 40 regular hours and eligible to charge to OT for the week. 

    3/1-3/15 current period

    3/16-3/31 next period

    Image Modified

    Time and policy as complete week

    (N)

    - This option will look at all hours recorded for the week (3/15-3/21) even though the week is split between two different periods.

    Example 1: Hours are recorded on Monday but there are no hours recorded for the next period. On Monday since the user charged hours to OT and has not recorded at least 40 hours for the week, the day would be flagged. 

    Image Modified

    Example 2: Hours are recorded on Monday and for the next week but the sum of regular hours is not 40 hours. In this case both timesheets (3/1-3/15 and 3/16-3/31) would get flagged. 

    Image Modified

    Example 3: Hours are recorded on Monday and for the next week and the sum of regular hours is 40 hours. In this case neither timesheet will get flagged. 

    Image Modified


    Time and policy as of current timesheet only

    (I)

    - This option will only look at the hours recorded in the current timesheet. If the next timesheet puts the regular hours over 40 hours, it will flag the timesheet. The current weeks hours

    is

    are determined based on number of days x numbers of hours per day (maybe 8 or other depending on how the policy is set up). 


    Info

    1 day x 8 hours = 8 hours to pass validation

    If there are three days in the current period then the computation would be 3 days x 8 hours = 24 hours to pass validation


    Example 1: This timesheet would pass since the number of days for the current week is 1 day (8 hours).

    Image Modified

    Example 2: Both timesheets would pass.

    Image Modified

    Example 3: 3/1-3/15 timesheet would pass but 3/16-3/31 would not pass since the total number of regular hours is over 40. 

    Image Modified

    Time as of current timesheet only and policy as complete week

    (F)

    - This option is similar to time and policy as of current timesheet only BUT the hours for the week is calculated based on a full week (5 days) vs number of days remaining in the period. 

    Example 1: This timesheet would pass since the number of days for the current week is 1 day (8 hours).

    Image Modified

    Example 2: 3/1-3/15 timesheet would pass validation but 3/16-3/31 timesheet would fail since the sum of regular hours is over 40 hours. 

    Image Modified



* Indicates a required field

  • Click Next
  • Click on Add to add a query to the policy.
  • Click on the drop-down menu next to *Query Field and select the field you would like to query base off of. 
  • Enter in a Condition
    1. In - Provides a list of values that are available in the field that can be included
    2. Not In - Provides a list of values that are available that can be selected to not include
    3. = - equals (the exact value will need to be entered)
    4. <> - not equals (the exact value will need to be entered)
    5. Like - like (value will need to be entered)
    6. Not Like  - not like (value will need to be entered)
  • Enter in a Value
  • Click on Apply
  • Add as many queries as needed
  • Click NextClick Finish
  • If Approval Option is set as Enabled Based On This Policy there will be a window to set up the approvers.
    1. Click on 
      2. Approvers
    2. Click Add
    3. Search for the approvers
    4. Click OK to add the approvers
  • Click Next
    1. Approval Flows
    2. Click Add
      1. Enter a Level for the approval (example. 0 is first, 1 is second, etc.)
      2. Enter a Description for this approval.
      3. Select a Reset Option.
        1. Reset ALL - Reset from the beginning of approval structure if changes are made by approver.
        2. Reset current level - All the approvals currently in progress will be reset. 
        3. Reset off - No reset in approval structure if changes are made by approver

        4. Reset this level - Only the approvals for the group you're a part of will be reset.

          Info

          For Example: 

          If the approval structure includes 

          Level 1- 2 approval groups

          Level 2 - 3 approval groups

          Level 3- 2 approval groups

          If one of the approvers on Level 2 made a change, with the Reset Current Level option, this will reset the approval for all 3 groups on level 2, but will not reset any of the approvals on Level 1. 

          Let's say Level2 groups are A, B and C.

          With the Reset this Level option, if you are part of Group A and a change is made, only the approval for group A will be reset.


        5. In the Approval Type field:
        • Anyone can approve: One person in the approval group can approve the timesheet or expense report on behalf of everyone in the group
        • Everyone must approve: Everyone in the approval group must approve the timesheet or expense report before it is considered fully approved
      5. Currency - Select the currency for the approval group
      6. Enter a Min Amount (minimum amount) and a Max Amount (maximum amount) that this approval will apply to. This option only applies to expense reports and defines the amount limit an approver is authorized to approve.
      7. Enable Override by Routing - Select either Yes or No depending on if you would like this approval group to be overwritten when using the routing option. 
      8. Save the form by clicking Save.
  • Click on the Approvers tab to assign approvers for this approval event.
  • Click Add.
  • Using the filter icon, enter in search criteria to look up a user. Search based on one or more of the following fields listed below
    1. Employee ID
    2. First Name
    3. Last Name
    4. Operating Unit
    5. Department
    6. Location
    7. Active
  • Click on Apply to save the filter options
  • Select the employee then click OK.
  • Search for additional employees if desired and repeat the process.
  • In the Entry Type field:
    1. Select Time/Expense if this approver will approve both timesheets and expense reports.
    2. Select Expense Only if this approver will approve only expense reports.
    3. Select Time Only if this approver will approve only timesheets.
  • In the Approval Right field:
    • Select Approve Only if this approver is to be allowed only to approve or reject employee timesheets and/or expense reports, not modify them.
    • Select Modify and approve if the approver is to be able to make changes and then approve the modified Timesheet or expense report.
    • Select Review Only if the approver is to be able only to review timesheet data available to approvers, but not participate in the approval process (Review-only approvers can only access timesheets or expense reports through the Reports icon
  • In the Approval Type field:
    • Select Both if no approval restrictions are needed.
    • Select Primary if this approver is not allowed to approve his own timesheets and/or expense reports.
    • Select Secondary if this approver is to only approve the work of the primary approver.
  • In the Email Option field:
    • Select Yes if this approver wants to receive email notifications when timesheets and/or expense reports are released.
    • Select No if this approver does not want to receive email notifications. Email options and messages are configured under system options.
  • In the Active field, select either Yes or No.
  • To add additional approvers click Add and repeat.
  • If you would like to add the message in a different language you can do so in this screen. If not click Finishby selecting the Other Language tab.


    • How to tell if the policy will pass or fail based on the Main & Sub Conditions

    ...