Employees are the lowest level of the Organization Breakdown Structure. Employees are the actual users of the DATABASICS Time and Expense system.
To create an Employee:
Note: The system will automatically set new employees' passwords to the default of "password."
- Click Organization to expand the menu.
- Click Employee.
- Click the Add button.
- The information below corresponds with the entry screen for the employee set up. The table also includes any additional actions or comments needed to complete the employee set up.
- Click Save after all the required fields have been entered.
Field | Action | Additional Comments |
|---|---|---|
Employee ID | enter a unique ID to identify the employee | This field is limited to 20 characters. |
First Name | enter the employee's first name | The maximum length for this field is 30 characters |
Last Name | enter the employee's last name | The maximum length for this field is 30 characters |
Location | start to type the location's name or click on the drop down box to select the location for the employee. |
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Employee Type | start to type the employee type or click on the drop down box to select an employee type for the employee. |
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Currency | select the employee's pay/reimbursement currency from the drop down box. |
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Reporting Type | select the appropriate reporting type from the drop down box. | This field is required, but is Time specific. It has no effect within Expense. |
Operating Unit | start to type the operating unit or click on the drop down box to select an operating unit for the employee. |
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Department | start to type the department or click on the drop down box to select a department for the employee. |
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Function | start to type the function or click on the drop down box to select a function for the employee. |
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Vendor | start to type the vendor or click on the drop down box to select a vendor for the employee. | not required |
Allow Entry | choose whether the employee will have access to make entries for Time, Expense, Time/Expense, No Entry Required, or No Entry Allowed. |
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T&E Access | choose whether the employee will have Main Administrator privileges or No Admin privileges. |
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Part Time | choose whether the employee will be Part Time or Full Time. |
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Max Hours | enter the maximum amount of hours an employee can work in one day | the default is 24 as there are 24 hours in a day |
E-mail 1 | enter the employee's complete E-mail address (including domain, e.g. ajohnson@abcompany.com) | The maximum length for this field is 60 characters. This field is optional, but is necessary for DATABASICS Time and Expense's optional E-mail submission/approvals notifications and missing timesheet reports and reminders to function. |
Start Date | you may enter an employee's hire date by clicking on the calendar icon and then clicking on the selected date, or keying in the date. | This field is optional. If filled, the employee will not be able to log into DATABASICS Time and Expense or enter time before this date |
End Date | you may enter an employee's termination date by clicking on the calendar icon and then clicking on the selected date, or keying in the date. | This field is optional. If filled, the employee will not be able to log into DATABASICS Time and Expense or enter time for days after this date. |
Admin Role | If the Employee will be an Administrator for anything in the application, you must check this box. |
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Exempt | If the employee is an exempt employee, check this box. |
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| Time Zone | Default is Easter Time (US & Canada) | Default is Easter Time (US & Canada) |
Global Find and Replace
Global Find and Replace option is used to replace one approver with another approver globally within DATABASICS.
Note: Global Find and Replace will replace the approver in all instances except in approval groups where both the approver who is getting replace and replacement approver already exists together.
- Select an employee record
- Select Action
- In the Find Approver field, select the approver that will be replaced
- In the Replace With Approver field, selet the approver that will inserted in place of the current approver
- Select Replace
Additional Information:
Once an employee is set up in the system, the following options become available:
A user's ID to log in to the system isn't unchangeable. Even though the employee ID value is hard coded, you can change the login ID of the user in the system. More information is in the Login Info section.