Video - InEight Progress
Manage Allowance

TRANSCRIPT

Welcome to InEight Progress. In this video, you'll learn how to use allowances to track additional earnings on employee time.

Allowance overview

Allowances can be used to assign extra pay for an employee's entire workday. For example, an employee may receive camp pay while working away from home or a tool allowance for providing required personal tools.

Before allowances can be used on a project, they must first be configured at the organization level. Your organization defines the payroll indicators and allowance records that are available for use.

Once these records have been created, they can be added to projects and made available to assign to employee time.

Allowance records can be assigned on daily plans or weekly time sheets.

When these entries are sent to Time Center, they appear as individual records, separate from employee work hours.

This gives you additional flexibility when you assign rates, WBS tasks, or other payroll values associated with employee earnings.

Set up project allowances

 

Let's take a look at how allowances are managed at the project level.

Under project settings, open Assigned Payroll Indicators.

Here on the Allowances tab, we can see the allowances currently assigned to this project. To add an allowance to your project list, click the Add icon from the top toolbar.

This brings up the list of allowances configured at the organization level.

Click the Add icon to select an allowance and then click Add.

If needed, you can also update rates and other settings to reflect the requirements of your project.

Manage employee eligibility

After you add an allowance to your project, the next step is to select the employees who are eligible for that allowance. To make the allowance available for all employees, select true under Auto Opt in.

Alternatively, you can make specific employees eligible for an allowance. In the Assigned Employees column, click the cell value to open the Assigned Employees page.

Here you can click the Add icon to add eligible employees.

Now these employees are eligible to receive the travel allowance.

If you would like to automatically award the allowance to an eligible employee, click the checkbox in the Default column. In this case, we want to make sure this travel allowance is assigned to our field inspector since she travels regularly between sites.

Let's use the breadcrumbs at the top of the page to return to the Allowances tab.

Now allowances have been added to the project, and we've specified which employees are eligible for each allowance.

Set up default WBS assignments

If you would like to set up a default WBS assignment for the allowance, click under Default WBS and select a WBS task from the drop-down list.

For this project, we'll assign Job Overhead as the default WBS for the travel allowance to fit our budget and reporting requirements.

If needed, you can also override the default WBS at the employee level.

Returning to the Assigned Employees page, we'll set Quality Control as the default WBS for our field inspector so that her travel costs are coded automatically.

Manage allowances in Daily Planning

Next, let's see how allowances are managed in Daily Planning.

Here, we're on the Time Sheet tab of a daily plan where several employees have been added along with work hours. The Travel Allowance has been added automatically for our field inspector, and we're ready to add some additional allowances based on the project needs for this workday.

To assign an allowance to an employee's workday, click the employee tile and select Allowance.

This brings up the list of allowances assigned to this project. We need to assign a Tool Allowance to this employee since he furnished some personal tools. Select the allowance and click Done.

We'll also add a Travel Allowance for these employees.

Review allowances in Time Center

Once this daily plan is submitted for approval, we can view these records in Time Center.

Here we can see the records sent from the daily plan.

Labor hours appear for each task, while allowances appear as separate payroll records.

The default WBS we set up for the Travel Allowance can be seen here under Task ID.

We can also see that the Travel Allowance was added automatically for our field inspector along with the employee-specific default WBS.

Notice the Tool Allowance does not have a default WBS assignment, so we can add one now in Time Center. Just click under Task ID and select a WBS from the drop-down list.

Note that if you award an allowance to an employee who is not eligible for it, Time Center will flag this as an error.

You can make corrections directly in Time Center.

With the allowance records reviewed and updated, you're ready to send the time cards to payroll and complete the workflow.

Now you've learned how to manage allowances in InEight Progress. Thanks for watching.