Adding Time Entries
Agency staff can record the time that they spend working on transactions for the purposes of billing and reporting.
Accessing Time Entry
You add time entries directly on the respective pages for the transaction you are working on. For example, you can enter the time you spend working on a permit inspection using the Time Recording page of the inspection details.
Additionally, you can quickly access transactions using the Time Recording tile on the Agency Springboard. This page displays transactions that you are assigned to or that you have already recorded time against.
By default, this page displays only your current transactions. For example, it won’t display expired permit inspections or completed plan review cycles. Turn on the Show All Statuses switch to show all transactions assigned to you regardless of status.
Click a row to access the transaction page where you can enter your time.
Adding a Time Entry
Access the transaction that you want to add time for.
Click Add Time.
On the Time Details page, enter values for the following fields:
Staff who have the ability to enter time for others, such as billing supervisors, can select any agency staff member in this field. All other agency staff automatically have their name populated in this field and can’t change it.
Select the date that you’re entering time for. The current date is the default value.
Time Type Code
Enter the time entry type code that you want to use. The page displays the category and subcategory associated with the code that you select. The time entry type code also determines the default values of the Billable and Assess Now switches on this page and whether those default values can be changed.
For more information on time entry types, see Setting Up Time Entry Types.
Hours and Minutes
Enter the amount of time you spent on the transaction in hours and minutes. You can select 0 to 23 in the Hours field and 0 to 59 in the Minutes field.
Use this switch to indicate whether the time is billable. Whether this switch is turned on by default or can be overridden is determined by the time entry type that you select.
Use this switch to indicate whether the fees associated with this time entry are assessed immediately when you save it.Note: This switch appears only for staff who have the ability to enter time for others. It is disabled when the Billable switch is turned off.
Enter any additional information you want to record for the time entry.
Modifying a Time Entry
Click a time entry row.
On the Time Details page you can:
Edit the time entry fields.
Delete the time entry. You will be prompted to confirm the permanent deletion.
Assessing Fees for Time Entries
Agencies can bill for time spent by their staff working on transactions.
Fees are automatically calculated when time is recorded. Time entries with the Assess Now switch turned on are immediately assessed when they’re saved and appear in the Fees and Payments page for the transaction. If the switch is turned off, an agency staff member must assess the fee explicitly.
You assess fees on the Time Recording page for a transaction.
This page has three tabs:
The Recorded Time tab displays all recorded time entries for the transaction.
The Unassessed tab displays all time entries for which fees have not yet been assessed.
The Assessed tab displays time entries for which fees have already been assessed.
Assessing Fees for Time Entries
Access the Unassessed tab of the Time Recording page.
Select the check box next to each time entry you want to assess.
Click Assess Fees.
The application moves the selected time entries from the Unassessed tab to the Assessed tab, and creates a fee for each fee item associated with each assessed time entry on the Fees and Payments page.
For more information on the Fees and Payments page, see Working with Fees and PaymentsNote: Even after a fee is assessed for a time entry, agency staff with permission to assess fees can modify it until one or more of the fees associated with the time entry has been paid.
Accessing Unassessed Time Fees from the Agency Springboard
You can quickly access transactions with unassessed fees using the Unassessed Time Fees tile on the Agency Springboard.
By default, this page displays only current transactions with unassessed fees. For example, it won’t display permits with expired inspections or completed plan review cycles. Turn on the Show All Statuses switch to show all transactions with unassessed fees.
Click a row to access the Unassessed tab of the Time Recording page.