Labor Timecards Overview

The Labor Timecard feature provides a system for entering daily or weekly time reports for each employee on a project. The benefit of the time tracking feature is that an employee's time can be tracked for multiple projects, contracts, and job cost codes.

Important Things To Know

  • All Security Roles allow Labor Timecard entry in the Project | Time and Expense Module. However, only Admins or Financial Admins can approve Labor Timecards in HR.
  • Clock In/Out functionality is turned off by default but can be enabled in Settings (gear icon) | Feature Settings | Time and Expenses.
  • Total Timecard Burden = Employee Payroll Item Burden + Workers Compensation Burden
  • Default Workers Compensation Codes can be specified on the Job Cost Codes table. See Projects | Contract Admin Module | Job Cost Codes.
  • Only Approved Labor Timecards will appear in Project Analytics under Committed Cost and Cost To Date columns.
  • After Labor Timecards are Approved, these entries can be exported to Microsoft Excel to be later submitted to a Payroll Service or exported directly to QuickBooks Desktop or Online via the AccountingLink utility.
  • When Labor Timecards are exported to QuickBooks Desktop or Online, they can be locked automatically in order to prevent further changes or deletions. Please see Settings for more details.
  • In order to import Labor Timecards into a Cost Plus Prime Invoice, the following criteria must be met.
    • Status = Approved
    • Billable Status = Billable
    • Billable Total > 0
    • Timecard Date < Prime Invoice Issue Date

Steps To Complete Before Entering Labor Timecards

  • Create Payroll Items (eg. Straight Time, Overtime etc.) in Settings.
  • Optional: Create Workers Compensation Codes in Settings.
  • Make sure Employees are setup and Payroll Items referenced in the default rates table shown on the Employee Profile form.
  • If standardized union rates are applicable, then Labor Items could be beneficial for establishing timecard base, burden and bill rates. See section below for more details.
    1. Create Labor Items/Craft Codes
    2. Reference Payroll Items in the Labor Item's Payroll Rate table.
    3. Reference Labor Item on Labor Timecard.
  • Make sure the Prime Contract that will be referenced on the Timecard is Approved and has a Status Date.
  • Like the Prime Contract, a Job Cost Code is required when entering Timecards.

How does Sage Construction Management set the Cost and Bill Rates for Approved Timecards?

  1. Labor Code | Project | Payroll Item
    If a Labor/Craft Code is specified on the timecard record, the system will do a lookup on the payroll rate table within the Labor Item Details form to set the cost and bill rate. The project and payroll item referenced on the timecard will be the filter criteria.
  2. Employee | Project | Payroll Item
    If no Labor Code is specified, the project specific rates table in the Employee Details form will be reviewed to determine if there is a special cost and bill rate for that employee and project.
  3. Employee | Payroll Item
    If none of the above conditions are met the system will use the standard/default payroll rates table in the Employee Details form to determine the cost and bill rate.

Labor Timecard Data Entry Options

Edit, Globally Change, or Approve Labor Timecards

View Summary of Timecards By Employee, Date, Project, Payroll Item and Status

Working with Locked Transactions

See Also