Web Timesheet & Expense Report

Web Timesheet & Expense Report - FAQ

A.General
A1. How does the user license work? When an employee leaves the company can the license be used for somebody else?
A2. How can I edit a timesheet or expense report that is in pending or approved state?
B.Timesheet
B1. How do I set up my timesheet so that a user can select whether or not a Service Item is billable?
B2. How can I switch on DCAA for further audits?
C.Expenses
C1. I have expenses that are not listed in the expense types list. How can I set it up?
C2. Some of our employees are located in a different country. Can they enter expenses in different currency?
A.General
A1. How does the user license work? When an employee leaves the company can the license be used for somebody else?
OfficeClip licenses are based on named users, when a user leaves the company, the license can be used by somebody else. Please follow these steps:
  1. Login as site administrator and click on the Setup (from the toolbar).
  2. Click on "Manage Site Privileges and Applications" and then click on "Remote Site Users".
  3. After removing the user, next user can be added to the organization.
Note that removing the user does not automatically remove the user's data from OfficeClip. However, because the user cannot login, all data cannot be visible via the user interface. These data will show up in the reports and archive.
A2. How can I edit a timesheet or expense report that is in pending or approved state?
To preserve system integrity, no edits are allowed when a timesheet is in pending or approved state. To get around the restriction, administrator can do the following:
  1. Go to Admin - Manage and select the user and date range for the timesheet
  2. Select the timesheet and click on "Reroute to Me"
  3. Check your inbox and make necessary changes on the timesheet.
Note that the changes made will be recorded in the timesheet history.

B.Timesheet
B1. How do I set up my timesheet so that a user can select whether or not a Service Item is billable?
The group administrator sets up the tasks by clicking "Admin - Service Item". Next to each item are two checkboxes. Both should be checked in order for the user to select whether or not the Service Item is billable.
B2. How can I switch on DCAA for further audits?
DCAA is a US Government standard for accurate timekeeping. To set up DCAA, please do the following:
  1. Go to "Admin - Profiles".
  2. Check mark on "Enable DCAA Mode" and click on "Save".
Note that enabling the DCAA mode will do the following:
  1. Users will be forced to enter comments whenever a change is made to the timesheet.
  2. Details audit logs will be captured and stored for every change on the timesheet.

C.Expenses
C1. I have expenses that are not listed in the expense types list. How can I set it up?
The Expense Report application is flexible enough to accept expenses of various user-defined types. In order to insert expenses that are not listed in OfficeClip, you can do one of the two things:
  1. Enter the Expense Type in the row after all the fixed expenses or,
  2. Ask your organization administrator to add your type in the expense report.
C2. Some of our employees are located in a different country. Can they enter expenses in different currency?
Currency can be set for each user in OfficeClip. Each Expense report can be filled in a particular currency. When the reports are created, the currency conversion rate is taken into account. By default multiple currency is switched off. To switch on multiple currency do the following:
  1. Go to Expense - Admin - Currency.
  2. Set up the default currency, currency per user and the conversion rate.
When the user goes to fill in the expenses, they will now be able to select the expense currency.