The Payroll Processor determines the start of the week and the resource can enter time or expenses.
This way, you can have e.g. US employees starting the week on Sunday and French employees, starting the week on Monday.
You should define at least a default payroll processor. You can assign Resources to specific payroll processors.
In general, define here
- First Day of the week
- Close Dates
For payroll processing, define here
- Type (Weekly (or multiple weeks), Monthly, Semimonthly)
- Currency
- Minimum hours per week for overtime calculations
First Day of the Week
The Payroll Processor determines the start of the week. By default, it is Sunday for the US (based on the Locale of the user in the User record!). For a consistent First Day of the Week, create a default Payroll Processor. You can create multiple Payroll Processors, e.g., US employees: Sunday, Canadian: Monday. For that, select the appropriate Payroll Processor in the Resource record.
Especially if you have multiple week start days, always have a default Payroll Processor.
When saving a time record (T+E Item), the T+E Date is set to the first day of the week. If you change the First Day of Week with saved, but not submitted/approved records, it might be that the daily entries are shifted to a different day of the week. Also, if you copy previous weeks in the Timesheet, the days might be shifted for the weeks before the switch.
This can be easily fixed by the user in the Timesheet. If necessary, contact us, as we can run scripts to shift the day for existing time entries with some limitations.
Preventing users from entering Time or Expenses before a date
You can prevent users from entering Time and/or Expenses before a certain Date.
In the Payroll Processor for the resource, you can enter
- T+E Auto Close Date - A week is closed if the start date is less or equal to the close date.
- T+E Auto Close Days - rather than updating the exact date, enter the number of days from today. Example: "7" allows you to enter transactions for the current week. Assuming the week start date is Sunday, entering "10" days allows entry for the previous week until Tue ("12"=Thu)
You can overwrite the close date for expenses when entering the fixed Expense Close Date or the relative Expense Close Days. e.g. set T+E Auto Close Days to 30 and Expense Close Days to 60 to allow users to enter time for the last 30 days, but expenses incurred in the last two months.
If this rule applies, the user gets a message similar to
First Report Date must be at/after 30/04/2019; check with Administration for allowing reports before that date
The T+E Auto Close Date is automatically set to the Payroll Period end date when a Payroll Period is closed.
For a Resource, you can allow entering time or expenses in closed periods.
