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Staff members who are record time require default information to allow the system to make postings. To view or change this information:
Log into System Maintenance
Click on staff
Select Staff maintenance
Highlight a staff member
Click on the View button
Click on the Rates tab
or alternatively,
Log into the Time or Fees Ledger
Select File and Staff
Highlight the staff member you want to change
Click on the View button
Click on the Rates tab
Note: You will have to log into the system as a user with the ability to change cost and charge rates and allocate them to staff, see the Staff Allowances for more information.
Registered with Time & Fees
If the staff member is to have time recorded, this option needs to be ticked. This will use one of the staff members in your Time & Fees license. When a staff member leaves your practice, or you no longer want to record time against it, do not remove the tick from this option, instead place a tick in No longer employed (see below) to free the staff license.
When you tick Registered with Time & Fees the options on this page that relate to Time & Fees will become available.
Start Data
The date that is entered in Start date will be the date from which the system will expect timesheets to run from. Therefore, if you are setting up Time & Fees for the first time, for all staff, enter the date you would like timesheets to commence from. For new members of staff, enter the date of the first timesheet you would like to create.
No Longer Employed
When a staff member leaves you practice, the time entered during employment is still important, therefore rather than deleting the staff member tick No longer employed. Doing so will stop the system from expecting timesheets from the staff member and will release a staff license to allow the staff member to be replaced.
When a staff member is flagged as No longer employed they can be reported on as normal, however no additional time can be recorded against the staff member.
Type of Staff
Staff can fall into three categories, the one that best suits the member of staff will depend on the time you intend to post to it:
Regular
The majority of staff will be Regular, the system will expect timesheets and total hours as defined under the Time Ledger Options (Time Entry). It is not possible to miss out timesheets for Regular staff.
Part Time
If a staff member does not work the standard week as defined under Time Ledger Options (Time Entry), they can be set to Part time, it is then possible to set unique hours under Standard hours, these will be used when new timesheets are created.
Casual
If a staff member is only to record occasional timesheets they can be set to Casual. The key differences between Casual staff and Regular/Part time staff is the system will allow timesheets to be missed out and on creation of the timesheet, the expected hours will be requested. If a timesheet is missed out in this way it cannot be recreated at a later date. Therefore it is recommended that setting staff to Casual is avoided unless timesheets are posted extremely infrequently.
Standard Hours
If the Type of staff is set to Part time (see above) the Standard hours will become available. This is similar to the Standard Week defined under Time Ledger Options (Time Entry), except it will only affect this member of staff. When a timesheet is created for the staff member, the Total of these hours will become their expected hours within that timesheet.
Note: Expected time can be overwritten within the timesheet for all types of staff. Therefore even if the expected hours for a member of staff fluctuates but a timesheets is usually recorded, set the staff member to either Regular or Part Time.
Charge Rate
The Charge Rate is the value per hour that time posted for this member of staff will be charged at. To change the default Charge Rate for this member of staff:
Ensure you have the permission to allocate Charge Rates (see Staff Allowances for more information)
Click on the to the right of the Charge Rate field
Highlight the rate you want to use (click here for instructions on creating new Charge Rates)
Click on the Select button.
This rate will then be used as the default rate within this staff members timesheets. If the staff member has multiple charge rates they can be switched between on the timesheet. the rate that is set here will be the default rate that is used when the timesheet is first opened.
Click here for the help topic for assigning a charge rate to a staff member
Cost Rate
The Cost Rate is the value per hour that time posted by this staff member will be recorded as the cost to the practice. To change the Cost Rate for this member of staff:
Ensure you have the permission to allocate Cost Rates (see Staff Allowances for more information)
Click on the to the right of the Cost Rate field
Highlight the rate you want to use (click here for instructions on creating new Cost Rates)
Click on the Select button
Recording the cost of WIP is optional and can be disabled by removing the tick from Record WIP Costs under Time Ledger Options (General).
Click here for the help topic for assigning a cost rate to a staff member
If you have changed any information on this screen click on the Save button.
Click here for the help topic on setting up Charge Rates.