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Staff properties and options

The Staff setup dialog enables you to manage all your user profiles from a single location. Click each tab in the dialog to specify staff member details and staff member options in Time.

For Time users with Cloud Integration enabled, the column Cloud Integrated indicates if the field or option is available from CaseWare Cloud.

General Staff Information

Property Cloud Integrated Description
Staff No. Yes

The staff number can be up to four digits in length and numeric, alpha or alphanumeric. If a number for an existing staff member is entered, the applicable staff information is displayed for review or editing. Do not use the characters *, ?, and " in the identification. To modify existing staff information, click the look-up button to select from the Staff List.

You can enter a new number to set up a new staff member. Time asks you to verify the new entry so that you don't inadvertently duplicate staff members.

Use the scroll buttons (|<, <, >, >|) to view information for the first, previous, next or last staff member in the list.

  • New

    Click this button to add a staff member to the Staff List.

    For detailed instructions, see Adding a Staff member.

  • Delete

    To delete an existing staff member, select a staff member from the Staff No. box and then click Delete. You will be prompted to confirm the delete.

    For detailed instructions, see Deleting a Staff member.
User Name No

Enter the user name for the staff member. If the list has been populated from the list of users in the firm network, the user name as used for the network appears and the option to edit is grayed out.

  • Sync

    If you have activated ACTIVE DIRECTORY Authentication in the Company Profile, click to open the list of available users and select who to include in this file's staff list. If ACTIVE DIRECTORY is not activated, this button is unavailable.
Status Yes

When a new staff member is created, the Status automatically is set by default to Active. To make a staff member inactive, select Inactive and select the inactive date. You can deactivate staff members who do have outstanding time or expense entries as long as those entries are in the current or a previous period. In other words, the entries must be in a period prior to the inactive date. CaseWare Time prevents the deactivation until this is true. When a year end close is performed, any staff members that were marked inactive in the current year are automatically deleted from the file.

When a staff member's status is changed to inactive Time runs checks to indicate if the user is designated as a partner or manager, project team leader or in-charge person anywhere and if any of their clients and staff are still active so that the roles may be reassigned. It will not allow the staff member to be made inactive if any of the above conditions are true. It then asks you to verify whether any budget entries for the staff are to be reassigned. If applicable it asks for the staff member to reassign the budget entries and carries out the reassignments. If all of a senior staff person's (partner or manager, project team leader or in-charge) clients and staff are already inactive, then that staff person may be made inactive.

For more information see the topic "Considerations when making staff members inactive".
Inactive Date Yes

Displays the date that the staff member was made inactive. The default is the first day of the next period. Click images\list2_shg.gif to change the date as applicable.

You can deactivate staff members who do have outstanding time or expense entries as long as those entries are in the current or a previous period. In other words, the entries must be in a period prior to the inactive date. Time prevents the deactivation until this is true.
Pre Name No Enter the personal title of the person (e.g., Mr., Mrs., Miss, or Ms.). The pre name can be a maximum of 15 characters long.
First Name Yes Enter the first name of the person.
Last Name Yes Enter the surname of the person.
Post Name No Enter the post name of the person (e.g., C.A., Ph.D.).
SIN/SSN No Enter the Social Insurance or Social Security Number. It may be up to 18 characters long.
Start Date No

Enter the day that the staff member joined the organization.
Print N/A Click this button to print the selected staff member's entire record.

 

Address/Phone

Address/Phone

Use this command to input specific information relating to each staff member.

Field Cloud Integrated Description

Address

 No Enter the mailing address.

City

 No Specify the city.

State/Province

 No Enter the province or state.

Country

 No Enter the full name or abbreviation of the country.

Zip/Postal Code

 No

Enter the postal or zip code.

Phone Numbers

 Yes

Enter any applicable phone numbers. Phone and fax extension number cells have been removed and are now combined with the phone/fax number to facilitate synchronization with Outlook.

  • Business

    If applicable, enter a phone number for the staff member. The type of phone number is determined by the term chosen in the Company Profile Staff tab.

  • Business Fax

    Enter the fax number.

Email

 Yes

If applicable, enter the staff member's personal or business email address. Click the Mail button to generate an email to the specified address.

Profile

Profile

Enter staff member's position and select the office, department, partner, or manager to whom time and expenses for the user are assigned. When entering new time and expenses for this staff member, the profile information will be filled in by default. This can be overwritten.

Grouping selections are available depending on the defaults selected in the Company Profile | Firm tab . If the use of departments is activated then the partner and manager default to the partner and manager for the department. If departments are "OFF", then the user can select the partner and manager to whom he or she is assigned.

  • Position

    Select the staff member's role using the drop-down menu. Click the Position button to add custom roles to the list of available codes.

  • Office, Department, Partner, Manager

    If staff grouping by office, department, partner or manager is activated, select the group(s) to whom the user's time and expenses are assigned.

    The selection boxes available depend upon the combination of staff groups selected in the Company Profile. Only those groupings activated in the Firm tab are available for selection here. Please see the Staff grouping combinations table for the possible combinations of staff groups.

    If you are using departments assigned to offices and you've assigned partners and managers in the Assign Areas dialog, then the partner and manager are filled in on the Profile tab automatically and are grayed out. To change them go to the Assign Areas setup.

Rates

Rates

Enter information about the staff member's rates for work performed.

An unlimited number of billing rates can be assigned to each staff member. The billing rates represent the value at which the staff member's work is billed out. This information affects the billing of clients while the Cost Rates represent how much the staff member is actually paid on an hourly basis.

Each staff member can have different bill rates for the same job functions. Zero-rate work codes may also be assigned to record time worked on a job without charge to the client.

Property Cloud Integrated Description
Work Code Rates Yes

Type or select the work code for the rate. Click the look-up button to access a list of work codes from which to choose.

Note: Rates cannot be set for inactive work codes. If a staff member already has a defined rate for a work code that is now inactive, that rate cannot be modified or deleted.

  • Effective Date

    The effective date determines when the work code rate takes effect. This window will display the date a current or future rate is set to begin if the change date is in the current period or a future period for your file. Some rules are in effect for the date.

  • Rate

    Enter the appropriate rate for each work code selected. Each staff member has different rates for different work codes. The reason for this is that Person A who is a student, has a bookkeeping rate of $20 an hour, while Person B who is a manager has a bookkeeping rate of $80 an hour.

  • History

    The History button allows you to browse the work code rate history for a specific work code.

  • Current

    The Current button allows you to enter the standard rate and effective date for a specific work code.
Standard Rate Yes

The first rate is the default standard rate.

  • Effective Date

    The effective date determines when the standard rate takes effect. This window will display the date a current or future rate is set to begin if the change date is in the current period or a future period for your file. The effective date cannot be earlier than the period start date. Some rules are in effect for the date.

    • Note: The Effective Date field is read-only.

  • Rate

    The other rates are work code specific. When entering time, the rate is calculated by first matching the specific work code entered to these rates. If a match is found, then that rate is used. If no match is found, then the standard rate is used. It is imperative that every staff member has a standard rate.

    If you are changing rates Time will ask you if you want to recalculate all unbilled transactions. If the rate is retroactive to the beginning of the period, answer yes.

  • History

    The History button allows you to browse the standard rate history for a given staff member. This list shows the standard rates for prior periods, and current and/or future periods for a given staff member.

  • Current

    The Current button allows you to enter the standard rate for a given staff member for current and future periods.
Cost Rates No

Enter standard and overtime hours cost rates, which are used on Time analysis reports. The cost rates represent the cost of that staff member to the firm on an hourly basis. This is especially useful for generating reports that outline how much time a student has spent on bookkeeping, audit, or review tasks towards the completion of a required portion of their education.

  • Standard rate

    Enter the standard rate for the staff member.

  • Overtime rate

    Enter the overtime rate. The overtime rate corresponds to the Standard Period Hours on the Standard Hours tab and is used for the time analysis reports. For example, if a staff member normally works 35 hours per week and one week, they actually work 50 hours per week, the standard rate is applied for the first 35 hours and then the overtime rate is applied to the remaining 15 hours. This overtime rate does not appear on Time Journal reports or WIP reports and is used for analysis purposes only.

Standard Hours

Standard Hours

This information is used to calculate standard hours and overtime hours on the analysis reports. If no standard hours are entered, the time analysis report displays all time as overtime hours.

Time will not allow you to enter hours in excess of

  • 24 hours per day,
  • 168 hours per week and
  • 8784 hours per year.
Property Description
Standard Hours Options

The default daily, weekly, and yearly hours, as well as the number of days off, are set by default in the Staff tab of the Company Profile. Use this area to define staff specific hours. You can choose from one of two options:

  • Daily

    Select this option if the number of hours per day remains constant throughout the week. You can also specify the number of work days per week.

    Enter the number of hours per day for the staff member in the "Daily" field. Enter the number of work days in a week in the "No of days per week" field. After you enter your values press the TAB button to automatically update the "Weekly" and "Yearly" fields.

  • Days of the Week

    Select this option if the number of hours per day depends on the day of the week.

    Enter the number of hours for each day of the week for the staff member. Use the TAB button to jump between fields; the "Weekly" and "Yearly" fields are automatically updated.

Note: You can override the automatically calculated values for the "Weekly" and "Yearly" fields.

  • Weekly

    Enter the number of hours normally worked per week. This is set by default to the information specified in the Company Profile.

  • Yearly

    Enter the number of hours normally worked per year. This is set by default to the information specified in the Company Profile.

  • Days Off

    Enter the number of vacation days allotted to the staff member per year. Time will alert you if you try to enter over 366 days here.
Standard Period Hours Enter the number of hours per period. These period hours are based on the processing periods set up in the Company Profile. Any hours over these standard hours show as overtime hours on the Billing and Time analysis reports.

Other Info

Other Info

Enter additional information about the staff.

Timer Recording Options

You can set the timer to record time in the segments matching your firm's billing policy.  

  • Record Actual Time

    This is the default selection. Time recorded will not be rounded.

  • Record Time in ___ Hour Segments

    If this is selected, time recorded will be rounded to the nearest segment before it is entered in the Time entries dialog. For example, if time is being recorded in half an hour segments (0.50) and 29 minutes of actual time is recorded, the entry in the Time dialog will be half an hour.

Comments and suggestions about this article and our software are greatly appreciated. As a user of our products, you are in a unique position to provide ideas that have an impact on future releases of this and other products.

Before contacting Technical Support, please consult the online Help and any other documentation included with this package as your first source to solve the problem.

If you require additional assistance, you can contact CaseWare® Technical Support by contacting your nearest CaseWare distributor.

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  1. Your Client Number.
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  6. A description of what happened and what you were doing when the problem occurred.
  7. A description of how you tried to solve the problem.

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