Budget Management

Overview

The Budget Management module tracks the hours that employees work against the budgeted hours that have been assigned to selected Jobs.

As the Budget Management functionality is not enabled in portals by default please contact Support for more information.

You will need to have access to Config in your Admin user profile to view the Budget Management screen.

Configuring a Budget

You can configure a budget for a Job in Config > Payroll > Budget Management.

This screen lists the active users in your portal, along with their associated workplaces, for any Job with a Finish Date entered. If a Job does not have a Finish Date entered, it will not appear in the Budget Management screen.

Allocating Budgeted Units to a Job or Week

To allocate budgeted units to an employee for either a Job or per week:

1. Go to Config > Payroll > Budget Management.

2. Tick the checkbox for the user you are allocating a budget.

3. Enter the number of units and set the drop-down field to Job or Week. This value determines how many units are budgeted to the employee for the duration of the Job or on a weekly basis.

4. Select the Start Date for the budget. You can specify a date or select ‘Each individual job(s) starting date’.

5. Click OK.

6. Click Save.

If there are employees with the exact same budget settings, you can select more than one employee at a time to allocate a budget in bulk.

The Budget Management module tracks actual units against budgeted units only, so it’s important to remember that allocating a budget limit does not prevent an employee from submitting or being paid for units that exceed the budget limit.

Budget Notifications

You can enable budget reports to be visible to Primary Approvers by ticking the ‘Yes’ button and clicking Save.

1. Select the employee from the list at the bottom of the screen.

2. Select ‘Yes’ under ‘Enable Primary Approver to see job(s) budget report’.

3. Click Save.

Other users can also be set to receive selected jobs’ budget notifications. To add a user type to the recipient list:

1. Select the employee from the list at the bottom of the screen.

2. Tick the checkbox for the relevant user types in ‘Send selected job(s) budget notifications to:’. The Administrator checkbox cannot be deselected by default, but you can edit the other user types.

3. Click Save.

Setting a Budget Limit Alert

The Budget Limit Alert is a nominated percentage which, when exceeded by the actual units worked, will trigger a notification to send to the nominated users to advise them that the limit is approaching.

To set the Budget Limit amount:

1. Select the employee from the list at the bottom of the screen.

2. Enter a percentage value in the Budget Threshold Limit Alert field (eg 80 to notify users when 80% of the budgeted hours have been used).

3. Click Save.