• Considerations when making staff members inactive
  • Transactions Display on the Report
  • Writing off outstanding time or expenses
  • How to write off outstanding time or expenses
  • Deactivating a Staff member

Considerations when making staff members inactive

There are a number of considerations within Time when deactivating staff members. Note the following when making staff members inactive:

• Time sets the inactive date for the staff member to the first day of the next period. You can change this date as necessary.
• Inactive staff members can no longer "log into" or access the file.

The following sections outline the various areas in Time that you must consider when making staff members inactive.

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Budget transactions

• Ensure staff member's initials are not in any budget entries. For any entries containing the staff's initials, select a different user name.

Projects Considerations

During project roll forward, if budget transactions are not transferred to another active staff member, a pop-up warning appears to indicate that these budget entries do not roll forward with the project. The following message appears:

Budget entries assigned to inactive staff members won't be roll forwarded during Project Roll Forward

To retain these budget entries transfer the transactions to an active staff member prior to deactivating staff. See section on Project Management below for more details.

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Time and Outstanding WIP transactions

• Ensure staff time entries and outstanding work in process (WIP) transactions are dated on or before the deactivation date. This typically means that as long as transaction dates are on or before the current active period a staff member can be made inactive. They can be made inactive even if time and expenses for previous periods have not been billed.
• Ensure there are no future-dated transactions involving staff (to be made inactive) on the WIP analysis. Staff cannot be made inactive if they have time entries dated in the future (that is, dates later than the current active period). If there are future-dated transactions then see "Transactions Display on the Report".

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Client and Staff Assignments

• Ensure staff member is not entered in any active client record as "Partner" or "Manager".

• Ensure staff member is not selected as "Partner" or "Manager" of another active staff member (or another staff member inactive date is greater than staff inactive date).

For any active client record where a staff member (to be made inactive) is assigned to these roles, ensure you re-assign the record to another active staff member. Use the Client Monitor report to do this quickly. Show me

If the staff member is a "Partner" or "Manager" to only inactive clients and inactive staff, they can be made inactive without having to re-assign their clients and staff. If any of their clients or staff later become active, you are alerted by Time that those clients or staff must be re-assigned.

Project Considerations

Ensure staff members are not assigned to any client projects. This includes being assigned as the "In Charge" or "Team Leader" of client projects. See section on Project Management below for more details.

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Project Management

• Ensure staff member is not assigned as "In Charge" or "Team Leader" for project templates, subproject templates, client projects or client subprojects with a status other than completed. An exception to this rule is if the inactive date for the client occurs before the inactive date for the staff.

  • If the staff member is an "In Charge" or "Team Leader" to only completed project templates, subproject templates, client projects or client subprojects, they can be made inactive without having to re-assign projects and subprojects to an active staff member.
  • If any of their completed projects or subprojects later change status (to that of other than completed), you are alerted by Time that the inactive staff member is removed from "In Charge" or "Team Leader".

• Ensure the staff member is not assigned to any project template or client project with a status other than completed.

  • If the staff member is assigned to only completed project templates or client projects, they can be made inactive without having to un-assign them from the project template or client project.
  • If any of their completed project templates or client projects later change status (to that of other than completed), you are alerted by Time that the inactive staff member is removed from the assignment list.

• Ensure the staff member is not assigned to any outstanding issues. You cannot deactivate staff members with outstanding issues.

Roll Forward

During project roll forward, be aware of how each project area handles inactive staff:

• Project Template - Inactive staff as "In Charge" or "Team Leader" are removed from these fields and unassigned from the staff assigned list.
• Subproject Template - Inactive staff as "In Charge" or "Team Leader" are replaced by the staff member assigned in the same field for the parent project template. If no staff member is assigned at the project template level then this field becomes blank.
• Client Projects - Inactive staff as "In Charge" or "Team Leader" are replaced by the staff member assigned in the same field for the parent project template. If no staff member is assigned at the project template level then this field becomes blank. The inactive staff is also removed from the staff assigned list.
• Client Subproject - Inactive staff as "In Charge" or "Team Leader" are replaced by the staff member assigned in the same field for the parent client project. If no staff member is assigned at the client project level then this field becomes blank.

• Budgets - You must transfer all budget entries to active staff members or they are not included in the roll forward.

  You can do this for individual budget entries or during roll forward you will be prompted to move all budget entries to a specified active staff member. Select either option or these budget entries are not included during roll forward.

• Issues - Issues assigned to inactive staff that are completed are included during the roll forward. Upon roll forward completion, the issue will not have a staff assignment.

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Inactive Staff and Document Properties

• Staff members that are made inactive do not appear in the staff list of document properties regardless of the inactive date.
• Documents in the Document Manager still display outstanding transactions for inactive staff as long as the document is dated prior to the deactivation date - that is, the "From date" occurs before the staff inactive date.

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Year-End Close

During a year end closure where the option to "Create new file" is selected, staff records marked inactive are purged if the staff member:

• Does not have WIP transactions (that is, staff member is not assigned as staff, partner, manager or approver of any WIP transactions).
• Is not "Partner" or "Manager" of any client or group.
• Is not assigned to any client or group.
• Is not "In Charge" or "Team Leader" of any project template, subproject template, client project or client subproject.
• Is not assigned to any project template or client project.
• Is not selected as "Partner" or "Manager" of any other staff member.
• Is not assigned to an issue.
• Is not Partner or Manager in assign area.
• Is not Partner or Manager of a department.

Ensure to clear out references to deleted staff member in documents' roles and in Prepared By and Reviewed By fields of clients or groups. This action is akin to deleting a staff member; see the topic "Rules when deleting a staff member".

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For information on how to make staff members inactive in Time, see here.

Related Topics

• To make a staff member inactive
• Rules when deleting a staff member