The Timesheet and Expense Information section of the Company --> Preferences page allows you to modify universal settings for your team. This article will cover the different options and how they affect your account.
This is the second section of the Company --> Preferences page:
The time increment option determines how time entries will be rounded (up or down) when entered into the timesheets. ClickTime supports 1/10 of an hour, 1/4 of an hour, 1/2 of an hour, and full hour increments:
The default setting for new accounts in 1/4 (.25) of an hour, but you can change this as needed.
We round time entries for reporting purposes and clarity. ClickTime was not designed to support a method to track the specific number of minutes spent or any time increments less than 1/10 of an hour.
The Company Lock Date below can be used to prevent time entries from being added or edited prior to this date. This is a great method to lock-down your time entries every month/quarter/year to make sure that the time entries in the system do not change from time-to-time.
The Timesheet Model is the method you use to determine how ClickTime should create timesheets. While time entries can be logged to any day, your model will determine which timesheet each time entry is a part of. ClickTime then aggregates all hours worked in a timesheet. Specific Timesheets can be submitted for approval, reviewed, and approved or rejected as needed.
ClickTime supports the following timesheet models.
- Weekly - this is the most common timesheet, which is a calendar week
- Biweekly - this model will consider two calendar weeks as a single timesheet
- Semi-monthly - this model splits the month in half, so the first timesheet is the 1st to the 15th of the month, and the second timesheet is the 16th through the last day of the month
- Monthly - this model will consider the entire calendar month as a single timesheet
- Custom - this model allows you to specify a certain number of days for each timesheet
- Regarding Overtime, we only support weekly/bi-weekly/semi-monthly models and are unable to support Custom models.
- Regarding Accruals, our accruals always work on a 30 day period and will not match Custom models.
- If you do select a Custom period that overlaps multiple months, please be aware we will be unable to match the Custom model to your payroll period, as fluctuations in # of days in the month will lead to inconsistency in the number of days per period.
- With Custom models, only one interval can be selected for the number of days. So this would not be a good fit if your payroll cycle varies (ex: 1st-10th, 11th-26th, etc.) because each of those time periods has a different amount of days. So in that case the timesheet dates will not align properly for each period.
- If you have any questions about Custom models, please reach out to us at firstname.lastname@example.org.
You can also indicate which day of the week your timesheet starts:
If you change your timesheet, you will then be asked to indicate what day the next timesheet should start on:
Below the Timesheet Model is the section for "Timesheet Attestation".
This section allows you to enter text indicating your staff confirms that when they submit their timesheet, they attest to the fact that the hours they have entered are accurate. Organizations that started using ClickTime after November, 2021 will have default language here, whereas customers from before November 2021 will want to enter their own text into this field.
This text will display when all staff submit their timesheet for review:
Next, the enable DCAA Compliance option is for organizations that are required to be in Compliance with DCAA regulations (this is primarily for government organizations or contractors that work with the US government). More information on DCAA Compliance can be found here. Using the DCAA Compliance rules does require the additional Audit Trail Module (more information here).
DCAA Compliant organizations can decide if they want to let their staff enter worked time in the future or not using the optional check-box. If people try to enter worked time in the future, they will be forced to enter a comment to explain why they are doing so (the same rule exists when entering/changing time entries in the past).
Premier and Enterprise Accounts will also have access to the additional Project Approvals function, which can be enabled here. Currently we are not able to support Project Approvals for DCAA Compliant organizations but may make that available in the future.
More information on Project Approvals can be found here.
Below is the Time Off default control. In this area you can set a default "Hours per Day" that will appear when ClickTime users go to submit new time off requests within ClickTime. This is meant to minimize data entry and further streamline the request process. Please note that this setting is not retroactive and will have no effect on already pending or approved requests. This will only change the default hour value for requests moving forward after a change is made to this area.
Below are a few options that are only available to organizations using our option Expenses Module (more information here). First, you can determine whether miles should be tracked by miles or kilometers. You can also set up which of your local Administrators are notified when an Expense Sheet is approved for Payment.
VERY IMPORTANT: ClickTime does not recommend changing your timesheet model unless absolutely needed. While ClickTime will never delete time entries that are entered, the history of the timesheets will be deleted if you change you timesheet model. This history of the timesheet includes data around the submission and approval of the timesheet. Specifically:
- When the timesheet was submitted
- When the timesheet was approved (or rejected) and by whom
- The current status of the timesheet (Open, Waiting for Approval, Rejected, and Locked/Approved)
If you change the timesheet model, any approved/rejected/waiting timesheets will revert to an "Open" state and details regarding submission/approval of the timesheet will no longer be available. As a precaution, we strongly recommend backing this data up, or running any timesheet reports beforehand since all timesheets in the system will become "Open" after doing so. Changing the model cannot be undone.
ClickTime will post the following warning if anything about the timesheet model is changed - you can still navigate away from the page prior to saving and no updates will be made:
After removing timesheet approval history, ClickTime will re-create only the 4 most recent timesheets. This means that if you go to the Company --> Timesheets page you will only see the 4 last timesheets when setting the filters to find all. You can fix this by running the 'Horizontal Timesheet' report (on the 'Company>Reports' page) for the affected time period - and once you have the results from the report, simply click once into each user's individual timesheet. You may need to repeat these steps for any/all timesheets in other date ranges that were impacted.
Changing your Timesheet Model may also affect how data is displayed when using the "People: Vertical Timesheet" report. If you are not seeing data in the report for a time period that has been worked, please try viewing the timesheet using the Week View page, or running the "People: Horizontal Timesheet" report, and then re-running the Vertical Timesheet report.
NOTE: another side effect of Changing the Timesheet Model is that if your organization is using Automated Notifications for timesheet submissions, given that timesheets will all revert back to 'open' status, this means that employees will be re-notified even though they had submitted their timesheets in the past. The best method to fix this is:
* Generate a list of current Timesheet Approvers for all staff. This can be done by going to the 'Company>People' page, click on the COLUMNS dropdown on the right and add the column "Timesheet Approver". Click the 'Export to Excel' button in the upper-right of the page.
* Any employees who have a timesheet approver (and approvers themselves), will get notified when timesheets are re-approved. So you can either contact those staff separately to give them a heads-up OR you can go into each employee's Person Details page and temporarily remove their Timesheet Approver as a workaround (see here)
* Re-approve all timesheets using the 'bulk' method (described here).
HOWEVER: if you notice that certain timesheets are not appearing on the Timesheet Review list (even though you have set the "Time" filter to "All Time" and the Timesheet Status to "All"), then as mentioned above, the timesheet approval history may have been affected. In which case you'll need to do the following manual fix before bulk-approving the timesheets:
* Remove any Start & End Dates you have under employees' Person Details pages (Company>People>EDIT), so that these don't interfere with the report, then:
Run the 'Horizontal Timesheet' report (on the 'Company>Reports' page) for the time period in which the timesheets were affected - and once you have the results from the report, simply click once into each user's individual timesheet.
Please feel free to contact ClickTime Support if you have any questions at all about changing the model. Changing the model cannot be undone, so we want to make sure you are fully aware of everything that will happen when you do so.