Employee Setup

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" (all lower case).

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
MI	Middle Initial
Last Name*	enter the employee's last name	The maximum length for this field is 30 characters
Title	Users Job Title
Location*	start to type the location's name or click on the drop down box to select the location for the employee.
Employee Type*	start to type the employee type or click on the drop down box to select an employee type for the employee.
Currency*	select the employee's pay/reimbursement currency from the drop down box.
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.
Department*	start to type the department or click on the drop down box to select a department for the employee.
Function*	start to type the function or click on the drop down box to select a function for the employee.
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.
T&E Access	This is tied to the users access to Jasper and additional user options.
Part Time*	choose whether the employee will be Part Time or Full Time.
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.
Time Zone	Default is Easter Time (US & Canada)	Default is Easter Time (US & Canada)
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.
Prev Date of Service	If user was re-hired, the previous start date can be entered in this field.
Admin Role	If the Employee will be an Administrator for anything in the application, you must check this box.
Exempt	If the employee is an exempt employee, check this box.
Notes	Notes related to user can be entered in this field.

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
Click on Action in the tool bar.
Select Global Find and Replace Approval
1. *Find Approver - Select the approver that will be replaced.
2. *Replace With Approver - Select the approver that will inserted in place of the current approver.
Click 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 can be updated. 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.