Employee Setup

Employees are the actual users of the DATABASICS Time and Expense system. The employee setup is the bottom level of the Organization Breakdown Structure. This means all the levels above must exist before the employee record can be completed.

To create an Employee:

Note: The system will automatically set new employees' passwords to the default of "password" (all lower case).

1. On the left side of the screen, click the arrow next organization to expand the Organization menu.
2. Click Employee
3. Click the Add button  in the toolbar.
4. Fill in the following fields:
   1. Employee Id* - Enter a unique ID to identify the employee. This field is limited to 20 characters.
   2. Active - This field will be checked by default. If you want to make an employee inactive, the box will need to be unchecked.

   3. First Name* - Enter the employee's first name. The maximum length for this field is 30 characters

   4. MI - Middle Initial

   5. Last Name* - Enter the employee's last name. The maximum length for this field is 30 characters

   6. Email - 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 the mobile application, email notifications, email reminders, password resets, and other functionalities.
   7. Title - Users Job Title.
   8. Currency*- Select the employee's pay/reimbursement currency from the drop-down box.

   9. Start Date - Enter in the employee's hire date. If a date is entered, the employee will not be able to log into DATABASICS Time and Expense or enter time before this date.

   10. End Date - Enter in the employee's termination date. If a date is entered, the employee will not be able to log into DATABASICS Time and Expense or enter time for days after this date.

   11. Prev Date of Service - If employee is re-hired, the previous start date can be entered in this field. If this field is populated, it is also used in calculating employee tenure for employee PTO accrual calculations.
   12. Time Zone - Select the Time Zone the employee is located. Default is Eastern Time (US & Canada)
   13. Max Hours - Enter the maximum number of hours an employee can work in one day. The default is 24 as there are 24 hours in a day.
   14. Notes -Notes related to user can be entered in this field.
   15. Other ID - Addition ID for employee.

   16. Location*- Select the location the employee belongs to in the drop-down box.

   17. Employee Type*- Select the appropriate employee type for the employee.

   18. Reporting Period*- Select the appropriate reporting type from the drop-down box. This field is required but is Time specific. It has no effect within Expense.

   19. Operating Unit (Company)*- Select the operating unit the employee belongs to in the drop-down box.

   20. Department*- Select the department the employee belongs to in the drop-down box.

   21. Function* - Select the function the employee belongs to in the drop-down box.

   22. Vendor - Select the vendor the employee is associated with in the drop-down box. Not required for Time but required for Expense.   For External Vendors submitting their invoices make sure to select the Vendor Company type they belong to so they only could submit invoices for their companies, otherwise always select Employee Vendor Type.

   23. Exempt - If the employee is an exempt employee, select Yes. If not, click No
   24. Part Time* - Choose whether the employee will be Part Time or Full Time.

   25. Allow Entry* -Select the type of access the employee needs to be assigned.

       1. Expense Only - Access to the Expense Only

       2. No Entry Allowed - No access to Time or Expense. 
       3. No Entry Required - Access to both Time and Expense but no entry is required. 
       4. Time Only - Access to the Time Only

       5. Time/Expense - Access to both Time and Expense

   26. T&E Access - This is tied to the users access to the Ad Hoc Reporting and additional user options.

   27. Admin Role - If the Employee will be an Administrator for anything in the application, you must select yes.

5. Click the Save button to save the record.

* Indicates a required field

Global Find and Replace

Global Find and Replace option is used to replace one approver with another approver globally within DATABASICS.

1. Select an employee record
2. Click on Action in the tool bar.
3. Select Global Find and Replace Approval
   1. Approver From* - Select the approver that will be replaced.
   2. Approver To* - Select the approver that will be inserted in place of the current approver.
4. Click REPLACE

Additional Information:

Once an employee is set up in the system, the following options become available:

1. Login Info
2. Approval
3. Cost Rate
4. ACH Accounts
5. Credit Card
6. Expense Limit
7. Payment Info
8. Commute Miles
9. Leave Balance