Time and Expense module settings

Timecard settings

• Mark Imported Timecards as Pending

  You can enter labor timecards in Sage Construction Management or import them using a Microsoft Excel file. If this option is selected, labor timecards are marked as pending after they’re imported from the file; otherwise, they’re marked as approved.

  It’s recommended to have this option selected.

• Show Only Cost Codes with Labor Hour Budgets when entering Labor Timecards

  If this option is selected, only job cost codes that have hour budgets greater than zero will appear as an option on the labor timecard form. Hour budgets can be entered in the prime contract or on approved change orders.

• Show Only Cost Codes with Equipment Hour Budgets when entering Equipment Timecards

  Same as above but for equipment hour budgets and timecards.

• Show Only Currently Owned Equipment when entering Equipment Timecards

  When checked, Equipment Timecard forms will only show Equipment Items that have a Purchase Date.

• 1st Day of Week

  The labor timecard data entry forms utilize this property when setting the first day of the week.

• Restrict Labor Timecard Add / Update by Payroll Weeks

  If this option is selected, timecard additions or edits could be restricted for the number of payroll weeks specified in the Allow Add / Update for field.

  For example:

  • If the number of payroll weeks entered is 0, administrators can modify any week without restriction.
  • If the number of payroll weeks entered is 1, additions or edits are allowed for the current week only.
  • If the number of payroll weeks entered is 2, additions or edits are allowed for the current and prior week.
  • If the number of payroll weeks entered is 3, additions or edits are allowed for the current and prior two weeks.
  • If the number of payroll weeks entered is 4, additions or edits are allowed for the current and prior three weeks.
• Do you wish to establish Field Crews for Timecards?

  If this option is selected, you can create field crews the Time & Expenses module. Each field crew consists of a crew leader, employees, and optional equipment. After creating field crews, you can use the crew timecard form to streamline the data entry process.

• Do you wish to use Clock In / Out for Timecards?

  You can enable the clock in and out functionality for employees and field crews. When enabled, actual start, break, and end times can then be tracked for determining the actual hours worked.

  If the clock in and out is enabled, you have the following additional options:

  • Track Breaks?

    If this option is selected, employees and field crews can document rest and lunch breaks during the clocked in period.

  • Use Geofencing?

    Geofence is a virtual perimeter around the project address to indicate if clock in and out locations were done within an acceptable distance. When users clock in and out using Sage Construction Management, the system will use the browser's IP address to determine the location. This is less accurate than a mobile device's GPS chip which is used in the mobile app.

    If geofencing is enabled, select the Geofencing Units and specify the Geofencing Distance in miles or kilometers around the project to set the virtual perimeter.

  • Do you wish to use Clock In/Out for Field Crews?

    This option must be selected if there are field crews and the crew leader will be performing the clock in and out functions for their team.

Time and Expense lists

• Employee departments.
• Payroll items.
• Payroll burdens.
• Workers compensation codes.
• Miscellaneous expense types.
• Miscellaneous expense payment types.