How to set up a contractor for timesheet entry

KB101

Overview

Sometimes it is necessary to have people who are not employees fill out a Timesheet, and it makes sense that if you already have a timesheet mechanism in place with Accentis Enterprise, you use that. This article shows you how to set up a subcontractor as an employee for the purposes of allowing timesheets to be entered for them, but not so that they are paid through the payroll system.

Process

  1. Create a special department for this purpose. This is so that you can easily isolate all of their activity on reports
    1. Call it e.g. “SUBCONTRACTORS”
    2. Set all departmental accounts to a special account code that you create called something like “DO NOT USE”
      1. Set this account up with its option Disallow use of this account in transactions. This will make sure that any employee records for subcontractors can never accidentally get paid money through the payroll system
  2. Create a new employee, and assign them to this department
    1. Tick the Don’t include in electronic payment summaries on the Pay details tab
    2. Make sure their pay rate is $0. This will also ensure there is no risk of paying them money through the payroll system
    3. Set their Last pay date to be some date in the future so that they won’t appear in pay runs by default
    4. Go to the Other tab and set Allow use in timesheet to ensure that they can appear on timesheets
    5. Then everything else can be set with any value you like that makes sense for someone who is not really an employee. Any fields that are not mandatory, you can leave blank
      1. The Pay methods list are mandatory, but just put some default data in there such as “NOT A REAL ACCOUNT” and “000-000” for the details
  3. Now you can use this employee in the timesheets system in Accentis Enterprise

Further application of this process

There are a number of other benefits to this process and ways in which you can use the employee record for a subcontractor to fulfil your other obligations such as:

  • Remitting superannuation for the person by assigning them a super fund and linking them to a supplier record
  • Using the Timesheet labour recovery and Job cost rate to automatically draw subcontractor costs onto jobs and/or work orders

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Last edit 25/10/19