Work is used when recording an employee's time. It links the time with pay codes that determine what an employee will be paid for the time. If Billing is enabled, Work links time worked with clients and invoices.
Select Setup then select Maintain Work. Click New Work to create a new work item.
Use the Work tab to define the different kinds of work that your employees perform. Every timesheet entry must specify the Work it relates to. The work defines what pay code will be used to pay the employee for the work and how the client will be billed for the work.
Work can include:
- Chargeable work that will be invoiced to a Client
- Work relating to a customer job
- Administrative work not chargeable
- Work to be charged to a cost centre
- Employee Leave
The starter company that has been created for you will have Work records created by default – Employee Leave and Standard Work.
The Standard Work item has been defined to allow employees to enter time against standard non-client based work. For companies who do not charge clients for employee time this work item should be used when entering time.
The Employee Leave work item has been defined to allow employees to enter time against standard Leave pay codes e.g. Sick Leave, Public Holidays, Unpaid Leave. Each of these different categories of Leave is defined in the Categories tab.
You can create as many Work items as you require for your employees to record time.
Note that when this article references "Jobs", this is only relevant if Jobs have been enabled for your company.
Fields that change the Work that is available to be selected by an employee when entering time are -
- Applies to All Clients - Used for work that applies to many clients. The client billed for time is based on the job. For example work called Temp Assignment can be used for all job assignments.
- Job Mandatory - The user must select a job when entering time.
- Requires Assigned Job - If the user does not have a job assigned to them the work will not show.
- Admin Only - Only users with the Admin role can select the work when adding time. This can be used for employee leave in the situation where you do not want the employee entering time against leave themselves but you want to record leave in time sheets.
You can define your own Work Types and Work Statuses. Go to the Company Settings tab, select the Dropdown Values tab and in the Edit Dropdown box, choose Work Type or Work Status. Add or delete these as appropriate for your company.
Categories are used to further define Work. Categories can be used to define:
- Task level work, e.g. Design, Development, Test
- Shift level work , e.g. Normal time, time and a half, double time
- Non work time, e.g. Annual Leave, Sick Leave, Public Holidays
Use the Categories tab to create or edit work categories.
The Pay Code is the default pay code will be used to pay the employee for time recorded against this work category. If no default pay code is set the pay code entered on the Work will be used.
The Public Holiday Pay Code is optional, but can be used to pay the employee for time recorded against this work category on a public holiday.
Accrue Alternate Day will credit the employee with a full day in Lieu for any time recorded to this work category. This category is used in the Standard Work – Public Holidays Worked category.
Special Salaried Payment can be used to add timesheet derived work to an employee pay for employees with the SAL pay code. Normally these employees are paid the same amount each pay period, however, if there pay is time sheet derived work entered with this field checked will be included in addition to the standard salary amount.
Charge Type is used to define any specific invoicing rates to be used for this work category.
Charge Rate - If Use Work Category Rate is selected on the Invoicing tab, Charge Rate will be used for invoicing time entered for this work category. If Use Work Category Rate is not selected, Charge Rate will not be displayed on the Work Category tab. The Work Category Charge Rate, if entered, is the rate to use for billing the client for time recorded against this work category.
The Invoicing tab allows you to define how you would like this work to be invoiced. The Invoicing options are only needed if you are using Time Billing.
For more information on how to set up the invoicing options in FlexiTime please see the support article Billing Setup.
On-Cost Rate - Only shown if client log in has been enabled on your FlexiTime account. This field is used in the margin reporting to determine the net billing rate and net margins. Please contact support for more details.
On-Cost Account Code - Same as above.
FlexiTime Planning allows you to compare the labour costs from your roster or actual work with revenues for each day of a week. The Productivity tab is where you can enter forecast revenues for each week day.
For more information on setting up labour cost ratios please see our support article Labour Cost Revenue Ratios.