T&E Options

The T&E Options are the options that apply to Time and Expense.

Shared
Module Enable*	Enable TimeSite Links	Enable the Databasics Time Module
	Enable Remote Work Schedule	Enables the Remote work schedule
	Enable Time Accrual Module	Enable the Time Off Request Module- this option needs to be on in order for the users to be able to see the Time Off Request module
	Enable Background OCR for Receipts	Processes scanned or photographed receipts automatically in the background. It converts the text within these receipts into machine-readable data without requiring manual input.
	Enable Background ORC for Invoice	The system uses OCR technology to scan and interpret the text on invoices automatically. It extracts key details such as invoice numbers, dates, amounts, vendor names, and line items without manual input.
	Enable Background ORC for Hotel Folio	The system automatically scans and extracts relevant data from hotel folios (receipts) in the background.
	Enable Background Multiple OCR	Allows the system to automatically perform OCR (Optical Character Recognition) on multiple receipts simultaneously in the background
	Enable AI Chatter	When enabled you will be able to use the artificial intelligence (AI) feature
	Enable WBS Assignments by Additional Fields	Allows you to assign WBS elements to tasks, projects, or expenses based on custom or additional fields beyond the standard ones. For example, you might use fields such as department, cost center, project phase, or specific project attributes.
	Enable ExpenSite Links	Enable the Databasics Expense Module
	Expire Approval by Email Link (Default 1440 Minutes)	Controls how long an approval request link sent via email remains active before it expires.
	Enable Google Map Search on Mileage Map	Allows users to search for locations, addresses, or points of interest directly within the mileage tracking interface using Google Maps.
	Enable Google Map Report as an attachment	Allows the system to generate a Google Maps report detailing the routes traveled or the locations visited. This report is then attached to expense reports
Password Options	Number of generations before reuse	Dictates how many unique password changes must occur before a previously used password can be reused.
	Minimum password length	Determines the shortest length a password must be to be considered valid
	Allow Terminated employee to login after N Days (V8.3 and higher)	Enter the number of days end users can access the DATABASICS system after their termination date. This period typically allows users to submit any outstanding timesheets or expenses.
Auto Insert Approval Groups by Default	For Employee Based Approval	If set to Yes, this option automatically creates the employee-based approval group. This option should be set to ‘No’ if your company loads approvals from an external source
	For Department Based Approval	If set to Yes, this option automatically creates the department-based approval group. This option should be set to ‘No’ if your company loads approvals from an external source
	For WBS Level2 Based Approval	If set to Yes, this option automatically creates the WBS Level2 approval group. This option should be set to ‘No’ if your company loads approvals from an external source
	For WBS Level1 Based Approval	If set to Yes, this option automatically creates the WBS Level1 approval group. This option should be set to ‘No’ if your company loads approvals from an external source
Enable Home Page Counter	Display Expense Advance Amount	Displays the expense advance amount on the user’s home page
	Display Number of Remote work balance	Displays the number of remote work balance on the user’s home page
	Display Expense Employee Pending Reimbursement Amount	Displays the expense employee pending reimbursement amount on the user’s home page
	Display Time PTO Balance	Displays the PTO balance on the user's home page
	Display Expense Report Types on Dashboard	Displays the expense report types on the user’s home page
Notification Messages Message Tag	Disable the restriction on list of users you could send notification	By disabling the restriction, you allow notifications to be sent to a broader range of users, possibly including those who were previously excluded by default settings or policies.
Out Of Office Options	Restrict Out of Office approval selection to the restricted set of manager	If enabled the list of available approvers in the out of office delegation screen will be restricted to the approvers loaded in the TE_APPROVAL_ASSIGN_MEM table
	Restrict Out Of Office Approval to Number of Days	Allows administrators to set a maximum number of days for which an out-of-office approval can be valid. For example, you might restrict out-of-office approvals to a maximum of 30 days.
	Email out of office confirmation to backup and owner	This sends a confirmation email to both the backup person and the owner of the account or request.

Expense Only
Expense - Advance Option	Apply Advance to the Report Full/Partial Amount	-P (Partial) Apply Advance to the Report in Partial Amount
	Apply Advance to the Report Full/Partial Amount	-F (Fully) Apply Advance to the Report in Full Amount
	Apply Advance to Company Business (B) or Due to Employee (E)	-B (Business) Apply Advance to Company Business
		-E (Employee) Apply Advance Due to Employee
Expense - Approval Process	Allow users to route reports from the expense report list page	N- No Users cannot route reports from the expense report list page
Expense - Approval Process		Y- Yes Users can route reports directly from the expense report list page.
Expense- Approval Option	Require the Approval to approve both Exception and standard Approval on the same report	-Y/Yes Require the Approval to approve both Exception and standard Approval on the same report
Expense- Approval Option		-N/No Do not require the Approval to approve both Exception and standard Approval on the same report
Expense - Attendees Option	Auto Fill the owner of the report as an Attendee	-Yes Auto Fill the owner of the report as an Attendee
	Auto Fill the owner of the report as an Attendee	-No Do not auto Fill the owner of the report as an Attendee
	Enable user to select from frequently entered attendees	-Yes Enable user to select from frequently entered attendees
	Enable user to select from frequently entered attendees	-No Do not enable user to select from frequently entered attendees
Expense - Credit Card Options	Enable default frequently used expense type by vendor after load	Default Expense Type on Matching Condidation from Recurring Expenses- The system automatically applies the default expense type to new reports based on matching conditions from recurring expenses
		Default Expense Type on perviously entered reports by use - The system automatically applies the default expense type to previously entered reports based on the user’s preferences.
		Disabled- The system does not automatically set a default expense type; users must select it manually.
Expense - Per Diem Rate	Per Diem Rate Setup By	Operating Unit- Rate based on Operating Unit Department- Rate based on Department Location- Rate based on Location
	Per Diem Dedication Rate Setup By	Operating Unit- Deduction rate based on Operating Unit Department- Deduction rate based on Department Location- Deduction rate based on Location
	Per Diem Allowance Rate Setup By	Operating Unit- Allowance rate based on Operating Unit Department- Allowance rate based on Department Location- Allowance rate based on Location
Preauthorization Option	Auto-approve reports based on approved preauthorized reports	-Y/Yes Auto-approve reports based on approved preauthorized reports
Preauthorization Option		-N/No Do not auto-approve reports based on approved preauthorized reports
Expense - Approval Reset Options Based on Changes Made by Users	Expense approval reset option based on changes made by users	Reset all the levels from the beginning
		Reset Off
		Reset only based on the changes.
		Reset the current level process from the beginning
Approval Reset Options Based on Changes Made by Users	Expense approval reset option based on changes made by users	-Reset all the levels from the beginning
		-Reset the current level process from the beginning
		-Reset Off
		-Reset only based on the changes
	Display Last Approve and Reject Action to the Approval	-Y/Yes Display Last Approve and Reject Action to the Approval
	Display Last Approve and Reject Action to the Approval	-N/No Do not display Last Approve and Reject Action to the Approval
Expense - VAT Rate	Setup By	-Setup by Operating Unit
		-Setup by Location
		-Setup by Department
Organization/Word Breakdown Structure Level Enable	Enable Operating Unit	Yes Enable Operating Unit
	Enable Operating Unit	No Do not Enable Operating Unit
	Enable Department	Yes Enable Department
	Enable Department	No Do not Enable Department
	Enable Level1	Yes Enable Level1
	Enable Level1	No Do not Enable Level1
	Enable Level2	Yes Enable Level2
	Enable Level2	No Do not Enable Level2
	Enable Level3	Yes Enable Level3
	Enable Level3	No Do not Enable Level 3
	Enable Level4	Yes Enable Level4
	Enable Level4	No Do not Enable Level4
	Enable Expense Code	Yes Enable Expense Code
	Enable Expense Code	No Do not Enable Expense Code
Mail Options	When lines are fully approved	-Yes with Attachment Send and email with an Attachment
		-No Do not send an e-mail
		-Yes Send an email notification without an attachment
	When lines are modified/fully approved	-Yes with Attachment Send and email with an attached copy of the report
		-No Do not send an e-mail
		-Yes Send an email notification without an attachment
	When lines are rejected	-Yes with Attachment Send and email with an attached copy of the report
		-No Do not send an e-mail
		-Yes Send an email notification without an attachment
	When lines are modified by an approver	-Yes with Attachment Send and email with an attached copy of the report
		-No Do not send an e-mail
		-Yes Send an email notification without an attachment
	When lines are sent from approver to approver (ready for approval)	-Yes with Attachment Send and email with an attached copy of the report
		-No Do not send an e-mail
		-Yes Send an email notification without an attachment
	When lines are ready for approval	-Yes with Attachment Send and email with an attached copy of the report
		-No Do not send an e-mail
		-Yes Send an email notification without an attachment
	Email Owner When Proxy Submit Expense Report	-Yes with Attachment Send and email with an attached copy of the report
		-No Do not send an e-mail
		-Yes Send an email notification without an attachment
	When lines are rejected Email Proxy	-Yes with Attachment Send and email with an attached copy of the report
		-No Do not send an e-mail
		-Yes Send an email notification without an attachment
	When Authorization Report lines are fully approved Email Proxy	-Yes with Attachment Send and email with an attached copy of the report
		-No Do not send an e-mail
		-Yes Send an email notification without an attachment
	Only For Email Receipt Service - Enable Confirmation Email to the Sender	-Yes with Attachment Send an email with an attached copy of the report
		-No Do not send an e-mail
		-Yes Send an email notification without an attachment
	DATABASICS ACH Notification to the user when there is no bank account setup	-Yes Send an email notification without an attachment
		-No Do not send an e-mail
		-Yes with Attachment
	DATABASICS ACH Notification to the user whenever report is posted to ACH	-Yes Send an email notification without an attachment
		-No Do not send an e-mail
		-Yes with Attachment
	Default Attachment Report	-xp_rpt_adt (Expense Audit Report)
		-xp_rpt_adt_del (Expense Audit Deletion Report)
		-xp_rpt_adt_rej (Expense Audit Rejection Report)
		-xp_rpt_bc (Expense Bar Code Report)
		-xp_rpt_day (Expense Daily Report)
		-xp_rpt_line (Expense by Line Report)
	When Required Certification by user	-Yes with Attachment Send and email with an attached copy of the report
		-No Do not send an e-mail
		-Yes Send an email notification without an attachment
	Email link for expense report approvers if they have rights approve from the list	-Yes Send an email notification
		-No Do not send an e-mail
Enable Other Options	Number of Days to Retrieve Message Tag on the Home Page	Sets the number of days the notifications of a message tag will be available for the recipient

Time Only
Mail Options	When lines are fully approved	-Yes with Attachment Send and email with an attached copy of the report
		-No Do not send an e-mail
		-Yes Send an email notification without an attachment
	When lines are modified and fully approved	-Yes with Attachment Send and email with an attached copy of the report
		-No Do not send an e-mail
		-Yes Send an email notification without an attachment
	When lines are rejected	-Yes with Attachment Send and email with an attached copy of the report
		-No Do not send an e-mail
		-Yes Send an email notification without an attachment
	When lines are modified by an approver	-Yes with Attachment Send and email with an attached copy of the report
		-No Do not send an e-mail
		-Yes Send an email notification without an attachment
	When lines are sent from approver to approver (ready for approval)	-Yes with Attachment Send and email with an attached copy of the report
		-No Do not send an e-mail
		-Yes Send an email notification without an attachment
	When lines are ready for approval	-Yes with Attachment Send and email with an attached copy of the report
		-No Do not send an e-mail
		-Yes Send an email notification without an attachment
	Email Owner When Proxy Submit Timesheet	-Yes with Attachment Send and email with an attached copy of the report
		-No Do not send an e-mail
		-Yes Send an email notification without an attachment
	When lines are rejected Email Proxy	-Yes with Attachment Send and email with an attached copy of the report
		-N/No Do not send an e-mail
		-Y/Yes Send an email notification without an attachment
	Default Attachment Report	-tm_rpt (Timesheet)
		-tm_rpt_adj (Timesheet Adjustment)
		-tm_rpt_adt (Timesheet Audit Report)
		-tm_rpt_adt_del (Timesheet Audit Deletion Report)
		-tm_rpt_adt_rej (Timesheet Audit Rejection Report)
		-tm_rpt_bal (Timesheet Leave Balance Report)
	Time clock in	-No Notfication will not be sent when a user clocks in
		-Yes Notfication will be sent when a user clocks in
	Time clock out	-No Notfication will not be sent when a user clocks out
		-Yes Notfication will be sent when a user clocks out
	Time clock out reminder	-No Notification will not be sent to a user to clock out before auto clock out occurs
		-Yes Notfication will be sent to user remind them to clock out before auto clock out occurs
	Email link for timesheet approvers if they have rights approve from the list	-Yes An email will be sent that includes the email link for timesheet approvers if they have the right to approve from the list
		-No An email will not be sent that includes the email link for timesheet approvers if they have the right to approve from the list
Approval Options	Require the Approval to approve both Exception and standard Approval on the same report	Yes Approval will be required to approve both Exception and standard Approval on the same report
		No Approval will not be required to approve both Exception and standard Approval on the same report
Time - DCAA Options	Allow hours to be charged on future days	1/Yes Allow hours to be charged on future days
		0/No Hours will not be allowed for future days
	Allow hours to be charged on past days	1/Yes Allow hours to be charged on past days
		0/No Hours will not be able to be charged on past days
	Notes required for a previous day after the following time	Time would be selected This indicates the cut off time for when you are allowed to put hours in for the previous day
	Require an explanation on changes	1/Yes Require an explanation on changes
		0/No Will not require an explanation on changes
Time - Enable Other Options	Auto populate holiday	1/Yes Auto populate holiday
		0/No Do not Auto populate holiday
	Clock In/Out Rounding	(7) Round Hours to the 7 minute Rather than try to track work time to the minute employees commonly use increments of 5, 10, or 15 minutes and then round the actual time worked to the nearest increment. the 7 Minute rule comes into play when a company pays employees based on 15 minutes increments. The rounding occurs from the total from the Clock In and Clock Out. Example: Clock In 12:54 PM / Clock Out 5:37 PM Total = 4 hours and 43 minutes Rounding would make it 4 hours and 45 minutes
		(U) Round Up Rounding the law allows an employer to round the number of minutes worked, we must round to the closest tracked increment. For example the employer can round down if the user worked 43 to 40 but if the employee worked 46 then round to 50
		(77) Round Hours after the Clock is rounded to 7 minute The rounding will happen on the Clock In and Clock Out. After the total is calculated if an additional rounding needs to occur, the system will round again. Example: Clock In 12:54 PM / Clock Out 5:37 PM Clock In Rounding = 1:00 PM Clock Out Rounding = 5:30 PM Total = 4 hours and 30 minutes Note: The Clock In and Clock Out does not get updated. Only the total number of hours that are calculated are updated. Above is to only show how the minutes are rounded for each occurrence.
	Enable Validations if backup approver is on PTO while setting up out of office	-Yes Enables validation checks to ensure that out-of-office settings are properly configured even if the backup approver is on PTO
		-No Disables validation checks, allowing out-of-office settings to be configured without verifying the availability of the backup approver.
	New Shift clock In/out gap between clocks in minutes	The time interval required between the end of one shift and the start of the next.
	Admin Clock Editor Increments	Specifies the time intervals, in hours, used for adjusting clock entries in the admin clock editor.
	Disable editing a posted timesheet in Clock Editor	-Yes User will be unable to edit a posted timesheet in clock editor
		-No User will be able to edit a posted timesheet in clock editor
Reporting Period Options	Number of future timesheet reporting periods to retrieve	Set the value for the number of future timesheet reporting periods to view
	Number of previous timesheet reporting periods to retrieve	Set the value for the number of previous timesheet reporting periods to view
	Number of future timesheet reporting periods to retrieve on dashboard	Set the value for the number of future timesheet reporting periods to view on your dashboard
	Number of previous timesheet reporting periods to retrieve on dashboard	Set the value for the number of previous timesheet reporting periods to view on your dashboard
Time - Organization/Work Breakdown Structure Level Enable	Enable Department	Yes Enable Department
		No Do not Enable Department
	Enable Function	Yes Enable Function
		No Do not Enable Function
	Enable Location	Yes Enable Location
		No Do not Enable Location
	Enable Operating Unit	Yes Enable Operating Unit
		No Do not Enable Operating Unit
	Enable Level1	Yes Enable Level1
		No Do not Enable Level1
	Enable Level2	Yes Enable Level2
		No Do not Enable Level2
	Enable Level3	Yes Enable Level3
		No Do not Enable Level3
	Enable Level4	Yes Enable Level4
		No Do not Enable Level4
	Enable Time Code	Yes Enable Time Code
		No Do not Enable Time Code
	Enable Break Time field on Time Attendance Entry	Yes Enables the Break field on employee Time Attendance Log screen
		No Disables the Break field on employee Time Attendance Log screen
	Enable Travel Time field on Time Attendance Entry	Yes Enables the Travel field on employee Time Attendance Log screen
		No Disables the Travel field on employee Time Attendance Log screen
	Enable Other Time field on Time Attendance Entry	Yes Enables the Other field on employee Time Attendance Log screen
		No Disables the Other field on employee Time Attendance Log screen
Approval Reset Options Bases on Changes Made by the User	Timesheet approval reset option based on changes made by the user	- Reset all the levels from the beginning
		Reset the current level process from the beginning
		Reset Off
		- Reset only based on the changes

T&E Options

Shared

Expense Only

Time Only