Employees
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      2. Master Files
      3. Employees

      How to create and edit employees

      Learn how to create and edit an Employee (users) within the Accountability system. Know and understand each category field and what it is used for.

       

      Table of Contents

      Create a new employee

      Steps:  

      1. Select Master Files > Employees.
      2. Select NEW EMPLOYEE. 
      3. Enter the following information.
        1. Details
        2. Postion
        3. Working Days
        4. Hours and Time Settings
        5. Preferences
        6. Other Detail

      Details

      Category 

      Description 

      Employee Code 

      Alpha or numeric can be used.  

      Tip:  

      • It is suggested to limit the code from 3-6 characters in length.  
      • The code structure should be applied consistently.  
      • The assigned code also acts as the Employee's user code when logging in to Accountability. 

      Employee Name  

      Enter the employee's name. 

      Preferred Name

      Enter the employee's preferred name

      Email Address

      Enter the employee's email address

      Office

      Assign the employee's default office.

      Start Date

      Enter the employee’s start date 

      End Date

       End Date Enter the employee’s last date. Optional

      Note: The employee's end date will remove the employee’s access to the system. 

      Position

       

      Category 

      Description 

      		  

      Title 

      Select a title. Primarily allows report filtering/selection for timesheet data and is also required for Resource Tracking. Learn how to create a title by clicking here.

      		  

      Department 

      Select a department. Primarily allows report filtering/selection for timesheet data. Learn how to create a department by clicking here.

      		  
      Supervisor 

      Enter or select the employee's supervisor. - Optional 

      		  

      Default Task Type 

      Select a task type. Determines the default for the employee when they are entering their timesheets through MY TIME. 

      		  

      Approval & Posting Rights 

      There are three options available for employee approval rights:  

      • None - the employee has no rights to approve system transactions 
      • Defined - the employee has some approval rights. Tip: approval rights can be assigned by clicking the Approval Rights hyperlink at the top of the page 
      • Unrestricted - the employee is able to approve any type of system transaction they are able to access. 
      		  

      User Access Group 

      Determines the system functions employees will be able to access, and the type of access permitted. - Optional. 

      Learn how to manage user access groups by clicking here.

      		  
      Default Tax Code Use the drop down box to select the employees default tax code.   

      Default Payroll GL Account 

      Admins can set the default GL account for employees' actual cost to appear in Payroll Budget. - Optional 

      		  

      Working Days :

      Use the check the box for the employees default working days.

      Hours & Time Settings

      Category 

      Description 

      Daily Hours 

      The expected number of hours the employee will work for each working day. - Optional 

      Daily Timesheet Hours 

      The number of hours the employee will be required to enter time for each working day. This will drive the Missing Time Report and Utilization reporting. - Optional 

      Hourly Billable Rate 

      Enter the default hourly rate for billable time performed by the employee. This will only be applied to client-specific or task-type specific time entered in the Employee Code of the Estimate.  

      Hourly Cost Rate

      Enter the hourly cost rate for the employee. 

      Target Billable Time % 

      Enter the expected % of time worked by the employee will be billable to clients and is used in various utilization calculations. 
      Weekly My Time Submit Required

      Check to enable employees to submit their timesheets on a weekly basis.

      Preferences

      Category 

      Description 

      Home Page 

      The page that will present when an employee logs in. -Optional. Employees can manage this setting by going to User Name Profile>My Settings 

      Data Entry Date Format 

      Personalize the date format that will apply to data entered by the employee. - Optional
      Report Date Format String

      Personalize the date format that will apply for reports run by the employee. - Optional

      Other Details

      Other Details show all of your agency-defined fields.  

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      Create additional Employee settings 

      Steps:   

      1. Select Master Files > Employees.
      2. Select an Employee Code.
      3. Click on Settings > Staff Restriction.
      4. On the Staff Access Restrictions page, check the box to the left of APPLY RESTRICTIONS TO DEPARTMENTS
      5. On the department restrictions page use the  >  symbol to grant access and  <  to remove access to a department.  
      6. Select SAVE or SAVE & CLOSE
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      Add or Remove Office Restrictions 

      Steps:   

      1. Select Master Files > Employees.
      2. Select the employee code hyperlink 
      3. On the Employee landing page select Settings > Office Restrictions
      4. On the Office Access Restrictions page use the  >  symbol to grant access and  <  to remove access to an office
      5. Select Save

      The office in italics represents the employees default office 

       

      Add or Remove Client Restrictions 

      Steps:   

      1. Select Master Files > Employees.
      2. Select an Employee Code.
      3. Click on Settings > Client Restrictions
      4. On the Client Access Restrictions page, check the box to the left of No Restrictions currently applied, check to apply restrictions
      5. On the Client Access Restrictions page use the  >  symbol to grant access and  <  to remove access to a client.  
      6. Select SAVE 

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