Real-Time Reports in PROCAS Time author avatar

PROCAS Time & Expense has a wide variety of reports to offer. These reports span from showing who has requested PTO, to checking if employees are logging their time daily, to direct labor utilization. The four reports we receive calls asking about the most are the labor utilization, PTO authorization, labor hour summary, and floor check reports. All these reports can be accessed through the Administration or Approvals menus in PROCAS Time.

Labor Utilization Report

The labor utilization report is a great way to see what portion of employees’ time is going to direct work. To run this report, look under the Administration or Approvals menus --> Timesheet section --> Reports subsection --> “Labor Utilization Report.”

You can select date ranges, tasks, accounts, or even employee approval groups to search by from the parameter screen. At the bottom of the parameters are options labelled “Direct hours/Total hours” and “User defined base hours.” If you select “Direct hours/Total hours”, the report will show a direct utilization percentage that is calculated by dividing the number of direct hours an employee worked in the selected time period by the total amount of hours worked in that period. The user-defined base hours selection defaults to 2080 hours (the total standard work hours in a year) but can be changed to a custom amount. This selection will calculate the direct utilization percentage by dividing the direct hours worked by the base hours entered.

PTO Authorization

A great place to find out how much PTO the employees of your company have is through the PTO authorization report. It can be accessed through the Administration or Approvals menus --> Paid Time Off Request section --> Reports subsection --> “PTO Authorization.” You can select what date to run the report through as well as task, account, and approval group.

Once you’ve run the report, you can see each employee, organized by approval group, and all their information regarding PTO including budgeted hours, PTO hours used, and PTO hours remaining. This report also has the option of being exported to a .csv file on the parameters screen.

Labor Hour Summary Report

It can be tough to keep track of employees working overtime in periods that aren’t exactly one week. This report can be run on any date range (up to three months), and can include data from multiple pay periods. To find the report, go to the Administration or Approvals menus --> Timesheet section --> Reports subsection --> “Labor Hours Summary Report.”

This report has similar parameters to the previous ones, but there is an additional “Hours Threshold” option. In this field, enter the number of hours you expect employees to work during the range of time selected. When the report is created, any employee that worked over the threshold value will be shown. The variance column will show how many overtime hours these employees worked. You can choose to View Details for more information about their time charges.

Floor Check Report

As FAR policy states, employees must log their time daily. A good way to check if employees are, in fact, filling out their timesheets each day is to run the floor check report. This report will show you which employees haven’t filled out time for a specific date chosen. You will find the report under the Administration or Approvals menus -->Timesheet section --> Reports subsection --> “Floor Check Report.”

Select the date you would like to perform the floor check for and fill out other optional search parameters. On the next screen, you will see each employee that has not yet filled out time on the chosen day. The report will also show the PTO status if they have submitted a PTO Request for that date (pending approval, approved, disapproved, or blank).

There is also a check box next to each employee that, if checked, will send an email notification to the employee reminding them to fill out their timesheet for the day.

These are just a few of the many helpful reports PROCAS Time features. Should you have any questions about specific reports you see, or are wondering if there is a report for a function you need, please contact us via email at support@procas.com or by phone at (410) 730-4011 option 2.

The Update We Didn’t Know We Needed author avatar

The PROCAS team is ecstatic to announce that our Time & Expense system has received an update! We have added several features that will make using the system significantly easier and more efficient for you and your employees.

An Updated Administration Menu

We’ve been taking note of what our clients use the most through the admin menu. In the new update, you will notice that there are now eight options in the top “Administration” section. Some of these items are simply a relocation of previously available functions. However, there are now two new functions added into this section: “Establish Default Timesheet Charge Codes (By Person)” and “Establish Default Timesheet Charge Codes (By Task).”

The addition of these items to the “Administration” section will save you precious time and improve the overall efficiency of our Time & Expense system.

Establish Default Timesheet Charge Codes

Employees are no longer the only ones who can choose which charge codes show up on their timesheets by default. Admins are now able to establish the codes and it can be done either by person or by task.

Another great feature being added is a default charge code capacity of 100. This ensures the timesheet rendering runs smoothly every time.

Charge Codes by Person

This new function works best when you add a new employee to your staff. It makes it much simpler for onboarding the new member.

From the “Administration” section, press the “Go” button next to “Establish Default Timesheet Charge Codes (By Person).”

From this screen, you’re able to select which employee you’d like to choose the default codes for using the “Employee:” drop down menu. You are even able to sort the employees by approval group if needed.

Once an employee is selected, press the “Search” button and a list of all the charge codes assigned to the employee will be generated, similar to the one you can view for yourself when establishing your own defaults. Select the checkboxes for the charge codes you want to show on the employee’s timesheets by default and press “Save.”

Note: As you check/uncheck the charge codes, the “Total Selected:” counter will increase/decrease accordingly. Once you go over the 100 charge code limit, the counter will turn red, and the warning message, shown below, will appear. You will not be able to save the changes you’ve made to the employee’s charge codes until you return to a selection under the capacity. A “Save successful” message will appear on the top of the page if performed correctly.

Charge Codes by Task

Establishing default codes by task works very similar to by person, but it allows you to select codes for multiple employees at a time. This function can be best utilized when you receive a new contact and have new tasks that apply to a portion of your staff. It also works great for the end of the year when it’s time to update your Holiday and PTO task numbers for tracking.

Once you’ve selected the “Establish Default Charge Codes (By Task)” function, you will see a set of parameters you can set to search for tasks and employees. Input the search criteria you desire and press “Search.” A list of charge codes and employees will be generated and codes can be selected.

Once the default charge codes are selected, scroll back to the top and press “Save.”

Note: The 100 code limit applies to this function as well. If you select over 100 codes for any employee, the message below will appear:

By clicking on the black, “here” you can see which employees are over the code capacity.

Be aware, the system will let you save these changes even with employees over the limit. However, when the employees who are over the limit log in, they will be automatically directed to their “Establish Default Chare Codes” screen and must update their selections before they can access their timesheets.

Expanded “Select a Period” Window

Over the years, computer screens have been getting larger and larger. The new update is taking that into account and will save you from scrolling through long lists of dates. The “Select a Period” window has now been expanded from six periods shown at a time to 25.

“Exported” Check Boxes Added

Ever run into the issue of forgetting if a timesheet period has been exported into the accounting software? Now, when you go into the “Export Timesheets by Period to Accounting System” tab, you will know. The previous periods will all appear and you will now see (non-editable) check boxes labeled as “exported” next to the periods that have already been sent over to the accounting system.  

We hope these updates to our Time & Expense system will make your jobs just that much easier. If you run into any issues or have any questions about the changes, feel free to contact us between 9AM and 5PM EST, and a member of our dedicated support team will be happy to help.