TimeCard or Project Timesheet?

What are they and what’s the difference? Let’s explore Microsoft Dynamics GP 2016. Today’s lesson: how to manage employee, supervisor and management timecards, and how to figure out whether you need Microsoft Dynamics GP’s TimeCard or Project Timesheet.

Entering timecards

Nothing is more difficult or frustrating than timecard management. Whatever you do, the Accounting Department will have to correct and validate; but how can the process be improved upstream? Microsoft Dynamics GP has some interesting, ever-improving solutions. In this article, we’ll cover TimeCard and PTE TimeSheet.

When analyzing your needs so that you can choose between the two, ask yourself the following questions: who will be entering employees’ hours in the Web interface? Do you want to pay employees by direct deposit, with an electronic copy of the cheque sent by email? Or do you simply want to manage hours in various time banks (regular hours, overtime hours, vacation, sick leave, statutory holidays, job separations)?

Do you want to allocate hours to projects and cost categories? Reduce your software costs by using a ‘Self-Serve Users’ licence (only the timecard via a Web interface) or a ‘Limited Users’ licence (limited access to timecard data entry, procurement requisition).

Let’s explore two situations and suggest the best solution in each case:

Situation 1: TimeCard and US Payroll

Time is entered directly by employees, with no deduction calculations. Employees can track hours accrued, used and left in the various time banks.

  • Employees:
    • Enter and submit timecard for approval in a Web interface
    • Access their info on their personal page, view their paystub and hours
  • Supervisors:
    • Enter, submit, approve and reject timecards in a Desktop Client and Web interface.
  • Accounting Department:
    • Enter, submit, approve and reject timecards in a Desktop Client interface
    • Continues accounting in a US pay module
      • A few more minutes to complete accounting and update employees’ accrued hours

Solution 1: TimeCard and US Payroll

This is what you’ll need to use TimeCard with US Payroll:

  • Microsoft Dynamics GP 2016:
    • Web client and Desktop client
    • All necessary modules come standard
    • Limited User or Self-Serve User licence
  • US Payroll:
    • Minimum US Payroll configuration (HR & US Payroll)
      • Options
      • Paycodes
      • Banked codes
      • Employees
    • TimeCard is not compatible with Canadian Payroll
  • Approvals:
    • Payroll Time Card Approval Workflow
      • Approvers
      • Approval criteria
      • Calendar (Monday to Friday, 8-5, except New Year’s Day, Easter and Christmas)
    • TimeCard:
      • TimeCard options configuration, pay calendars, start time and end time restrictions, user security, assigning specific codes to employees
      • Employee configuration

Situation 2: Project TimeSheet (PTE)

Employees enter time directly, by project and cost category. The Accounting Department calculates employee pay in the Canadian Payroll module.

Employees can track paystubs, accrued hours, income, deductions, benefits and banked time.

  • Employees:
    • Enter timecard, by project and cost category, and submit it for approval in a Web interface
    • Access SSRS reports to view paystubs and other accrued hours
  • Supervisors:
    • Enter timecards, by project and cost category, for assigned employees
    • Submit, approve and reject timecards in a Desktop Client or Web Client interface
  • Accounting Department:
    • Enter, submit, approve and reject timecards in a Desktop Client interface
    • Continue timecard accounting and payroll processing to update accrued hours for employees and employers

Solution 2: Project TimeSheet (longer and more painstaking list)

To use PTE (Project Timesheet Entry) TimeSheet and Canadian Payroll, you will need the following:

  • Microsoft Dynamics GP 2016:
    • Web client and Desktop client
    • All necessary modules come standard
    • Limited User or Self-Serve User licence (for employees without GP licence)
  • Canadian Payroll:
    • Canadian Payroll configuration:
      • Options
      • Income, deduction, benefit, banked codes
      • Employers, Employees, Department, Position, etc.
    • US Payroll:
      • Minimum configuration:
        • Employees
        • Income and banked codes used in timecards (REGULAR HOURS, OVERTIME HOURS, VACATION, STATUTORY HOLIDAY, SICK LEAVE)
  • Approvals:
    • In ‘Payroll PTE TimeSheet Approval Workflow’, setting up approvers, approval criteria, calendar (e.g.: Monday to Friday, 8-5, except New Year’s Day, Easter and Christmas)
  • PTE TimeSheet
    • Prerequisites:
      • Setting up general parameters for all projects (see Projects)
      • Setting up employees for tracking of project-based costs
      • Entering project-based budget parameters for each cost category
      • Creating cost categories
    • Setting up Canadian Payroll in TimeSheet
    • Assigning default paycodes
    • Setting up project cost tracking in TimeSheet
  • Projects
    • Setting up general parameters for cost management, projects, contract and project status and cost categories
    • Setting up user-defined fields, types of profit, cost categories, cost category classes
    • Setting up benefit and allocation accounts, expenses, contracts and contract categories, types of project, types of bills
  • Creating projects
  • Specifying billing
  • Assigning employees to projects

How to choose your solution

You must have a thorough understanding of the type of time management and payroll processing you’re looking for. A solution like PTE TimeSheet requires a lot of configuration work, as described above.

You can get away with minimum configuration at the project level, i.e. just the timecard projects like Administration, Finance, Marketing and Operations, and cost categories such as Regular Hours, Overtime Hours, Statutory Holidays, Sick Leave, Personal Leave, and Vacation. This minimizes project management work by passing it on to employees.

Whereas TimeCard, though requiring less configuration, is not compatible with Canadian Payroll. You can still use it in Canada, but without payroll calculation; you’ll just get accrued hours worked, leave, vacation, sick leave, etc.

Choose us to help you make the right choice.

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