Time and Expense Settings

The Time and Expenses section of your Company Preferences controls how people enter time, how timesheet periods are structured, and which confirmations or compliance options appear at submission. It also sets core expense behaviors. Review this page before you change your timesheet model or week start day.

Where to find it: Company > Preferences > Time and Expenses

Jump to a section:

• Time Increment
• Company Lock Date
• Timesheet Model
• Week Starts On
• Attestation & DCAA
• Time Off Defaults
• Expense Settings
• Notifications & Approvals
• Model/Week-Start Change Playbook
• Notes & Limitations
• Troubleshooting

Time Increment

Sets the default rounding increment for time entry. Supported options include 1/10 hour (0.1), 1/4 hour (0.25), 1/2 hour (0.5), and 1 hour.

• New-account default: 0.25 hours (quarter hour).
• Purpose: Rounds entries for consistency in reports and exports; ClickTime does not track sub–1/10-hour increments.
• Tip: Choose an increment that aligns with payroll rounding rules and client billing policies.

How ClickTime rounds to the closest 1/10 hour

Company Lock Date

Prevents edits to time entries on or before the specified date. Useful for period close or limiting what older entries people can access.

• Default value: 1/1/1971.
• Behavior: Time entries on or before the lock date are read-only, and timesheets prior to this date cannot be edited.
• Best practice: Advance the lock date after close/reconciliation to protect finalized periods.

Using the lock date for external analysis: The lock date is also useful if you maintain a ClickTime data set in Excel, Google Sheets, Power BI, or another analysis tool. Data on or before the lock date is final and never changes, so you only need to download it once. On each subsequent refresh, pull only data from the day after the lock date through today. This keeps exports fast as your data grows. For step-by-step guidance, see Use Cases for Customizable Data Export – Analysis in Excel, Google Sheets, and BI tools.

Timesheet Model

Defines how worked time is grouped for entry, submission, and approval. Choose the model that matches your payroll cadence and approval workflow.

• Weekly or Biweekly — Employees typically enter in Week View; submit each week or every two weeks.
• Semi‑monthly — Two periods per month (1st–15th and 16th–end). Submission is supported from Week View and Timesheet View (recommended).
• Monthly — One period per month. Submission is supported from Week View and Timesheet View (recommended).
• Custom — Specify a fixed number of days per timesheet (used by a small number of orgs, e.g., daily timesheets).
  • Overtime is supported only on Weekly, Biweekly, and Semi‑monthly models.
  • Accruals run on a 30‑day basis and may not align with custom lengths.
  • Only one interval can be selected; varied cycles (e.g., 1–10, 11–26) aren't a good fit.
  • Periods that span months may not align with payroll exports due to month‑length changes.
  • If you're considering Custom, contact Support to review implications.

Week Starts On

Choose the calendar day your company considers the start of the week (for display, totals, and some calculations).

• Weekly/Biweekly: Affects how weeks are displayed and summarized throughout ClickTime.
• Semi‑monthly: Changing Week Starts On may require overtime to be recomputed to reflect the new start day.

Attestation & DCAA

You can display an Attestation statement during submission. Employees must check the box to confirm their time is accurate and complete. If you have compliance requirements, you can enable DCAA options.

• Attestation text: Provide a statement that matches your policy. Newer customers may see default text.
• Enable DCAA Compliance: Requires the Audit Log module to be enabled and Timesheet Approvals configured. Company Holiday leave types must be inactive. Week View is hidden; time must be entered from Day View. The Mobile app and Project Approvals are not supported under DCAA.
  • Optional: Allow worked time to be entered in the future. If enabled, employees must provide an explanatory note when entering future (or past/edited) time.

  • DCAA guidelines require that time be entered daily, and that any changes to submitted timesheets be explained by the person making the changes. Audit logging and the Timesheet Approvals module must be active to enable DCAA compliance in ClickTime. With DCAA compliance enabled, people must use the Day View page to enter time, and must submit or unsubmit Timesheets from the Timesheet View page. Due to the extra security requirements, DCAA compliance may slow responsiveness. For more information and other restrictions, please refer to our online help documentation.

    
     

Learn more: DCAA Compliance  •  Audit Logging

Time Off Defaults

Set a default Hours per Day value that pre‑fills on new Time Off requests. This reduces data entry and speeds requests.

Note: This default is not retroactive; pending or approved requests are unchanged.
To make it easier for employees to fill out time off requests, we present default hours for days requested. Employees can always adjust the number when they submit a request. If a company holiday lands within the timeframe requested, that day will be prefilled with 0 hours.

Expense Settings

Configure basic expense behavior here. For advanced expense rules, see the dedicated Expenses articles.

• Mileage unit: Choose miles (mi) or kilometers (km).
• Notify for payment: Select who is emailed when an expense sheet is approved for payment.
• Currency considerations: If you reimburse in multiple currencies, review Default Currency Options.

Related: Expenses Overview.

Notifications & Approvals

These settings work alongside Timesheet Approvals and automated reminders. After you change your model or week start, review who is notified and when.

• Approvals are configured on people and projects. See Timesheet Approvals Overview and Project Approvals Overview (Project Approvals available on Premier/Enterprise tiers).
• Reminder schedules and recipients are managed in Automated Notifications.

Model/Week‑Start Change Playbook

Changing your Timesheet Model or Week Starts On has significant effects. Read carefully before proceeding.

How to adjust:

1. Capture approval history (optional but recommended): Run Company > Reports > People > Horizontal Timesheet for the needed people/date range (max 250 timesheets per run). Use Print Timesheets to generate a PDF with submit/approve details.
2. Temporarily manage notifications: Consider disabling Automated Notifications, or export the list of approvers (Company > People > add Timesheet Approver column > Export to Excel) so you can warn them about re‑approval activity.
3. Make the change: Go to Company > Preferences > Time and Expenses and update the model and/or week start.
4. Realign historical data: Re‑run Horizontal Timesheet for affected periods and click into each listed timesheet to rebuild under the new model. Repeat for additional windows as needed.
5. Re‑approve: Use Company > Timesheets to bulk approve (or approve individually) the now‑open historical timesheets.
6. Re‑enable notifications (if you disabled them) and spot‑check reports.

Notes & Limitations

• Model changes: Consider performing between periods. Change cannot be undone.
• Semi‑monthly + Week Starts On: Changing the start day may require overtime to be recomputed.
• DCAA prerequisites: Unchanged—requires Audit Logging module and Timesheet Approvals; Company Holiday leave types must be inactive.
• DCAA behavior: Future‑time option and explanation prompts unchanged; Week View and Mobile app unsupported; Project Approvals not available under DCAA.
• Project Approvals tiers: Available on Premier/Enterprise (or equivalent) plans.

Troubleshooting

• "My timesheets disappeared after changing the model." They reverted to Open. Use the Horizontal Timesheet report to click through and rebuild periods, then re‑approve.
• "Overtime totals look off." If you changed Week Starts On, recompute and re‑export overtime data; validate after saving.
• "Attestation isn't showing." Ensure text is entered in Timesheet Attestation and save.
• "DCAA blocked Week View / Mobile." That's expected when DCAA is enabled; use Day View on web.
• "Project Approvals toggle missing under DCAA." Incompatible by design; DCAA must be disabled to use Project Approvals.