Deltek Time & Expense™

Key Features and Benefits

Reduce Payroll Processing Costs

Paperless Data Collection
Replace paper timesheets with online versions, eliminating costs related to issuing, sorting, filing, mailing, faxing, copying, and storing.

Real-Time Data Validation
Eliminate invalid data by verifying that charges exist and that employees are authorized to use them.

Overtime and Leave Policy Rule Enforcement
Reduce time spent manually checking for overtime and leave policy compliance and eliminate manual leave requests and approvals via an online leave request function.

Imbedded Queries and Reports
Timesheet data is easily retrieved via standard imbedded queries and reports.

Wage Determination
Organizations subject to Davis-Bacon or Service Contract Act requirements may elect to use the Wage Determination feature, which automatically calculates the correct amount of pay an employee subject to wage determination requirements should receive, eliminating the need to track and manage this off-line. Workflow-Based Approvals — Employees, approvers, and administrators are automatically notified of labor policy exceptions or action items that require their attention.

Reduce Billing Processing Costs and DSO Advanced Charge Code Defaulting and Pre-Validation
Pre-validate employee-entered data, reducing invalid entries and thereby cutting invoice preparation costs and decreasing DSO.

Billing Detail Reporting
Reduce the time and cost of preparing billing substantiation documentation

Client Pre-Approval
Solicit client approval of hours before bills are created.

Improve Managerial Decision Making

Real-Time Project and Employee Activity Reporting
Get up-to-the-minute reporting on project and employee charges using the embedded Project or Employee Activity report.

Real-Time Labor Utilization Reporting
Monitor employee or group labor utilization with real-time Labor Utilization reporting, showing labor hours and percent utilization in user defined categories such as Billable Labor, Unbillable Labor, Leave, Travel or other categories.

Reduce Employee Administrative Time

Customizable Timesheet
Reduce submittal time by allowing employees to organize their timesheet in views that make the most sense for them, such as changing column sizes, sorting data by charge type (project, labor code, pay type, etc.), and controlling Desktop views and language settings.

Charge Lookups
Lower submittal time by allow employees to view their pre-assigned charges for easy selection and addition to their timesheet. Reduce charge entry time spent on finding correct projects using wildcard searches, either by charge number or description.

Charge Auto-Loading
Streamline submittal process by allowing employees to create lists of frequently used charges for easy retrieval, saving search time. Select certain charges to be “Auto-Loaded” on the next timesheet, eliminating the time required to build a timesheet from week to week.

Offline Timesheet
Record labor when an internet connection is not available.

Leave Balance Inquiries
Reduce calls to payroll to determine available leave balances via an online inquiry.

Automatic Notifications & Approval Routings
Lower costs of manually notifying and routing timesheet via an embedded Workflow engine that automatically sends Tasks, Alerts, and/or emails to employees, approvers, administrators, and other users. Automatically notify employees who have timesheets that are missing for a particular day, need signing, need approval, have been rejected, and many other statuses.

Correcting Timesheet Reversals — Cut the time required to charge processed timesheets using the Reverse Line or Reverse Timesheet functions, that automatically back out unwanted entries (while keeping the audit trail intact).

Comply With Regulations

Audit Trail
Track all changes (original entry, correcting entry, person responsible for the change, date and time of change, reason for change) to timesheets for DCAA and Sarbanes-Oxley compliance purposes. State Overtime Laws — Capture information required to substantiate overtime usage in certain states, such as minimum and maximum hours per day, week, or timesheet period. Require certain employees to record time in/out.

Daily Floor Check
Increase compliance with company time recording policies by automatically notifying employees and supervisors when employees fail to record their labor in a timely manner.

Internal Controls
Standardize system access rights using a combination of Security and Functional roles to support stronger internal controls and segregation of duties.

Reduce Expense Report Processing Costs

Paperless Data Collection
Deltek Expense’s web-based architecture replaces paper expense reports with online versions.

Real-Time Data Validation
Deltek Expense pre-validates employee-entered data, reducing invalid entries and thereby cutting invoice preparation costs and decreasing DSO.

Receipt Imaging
Receipts images can be scanned and attached to the expense report to facilitate a faster approval process.

Automatic GL Code Defaulting
Charge Groups are used to automatically derive the correct GL Account for an expense without requiring employees to know anything about the GL system or coding.

Automatic Travel and Expense Policy Enforcement
Automatically enforce multiple travel policies pertaining to the reimbursement and billing of expenses.

Workflow-Based Approvals and Escalations
Automatically route and notify expense reports to potential approver(s).

Expense and Travel Pre-Authorization
Secure managerial and potentially even client pre-authorization of travel
expenses before taking the trip, decreasing invoicing issues and billing rejections.

Improve Decision Making

Pre-Configured Reporting and Notifications
Decrease time spent tracking late or missing expense submissions, approvals, outstanding cash advances, or American Express® card transactions using imbedded inquires and reports that are easily accessed directly from the menu bar.

Business Intelligence & Analytics
Managers can create and view a wide variety of exception and scorecard-type reports to show user-defined views of expense data so key decision makers can quickly analyze critical expense exceptions on a timely basis.

Reduce Employee Administrative Time

Total Browser Deployment
100% web based delivery of all forms and approval processes eliminates paper-based submission and approval cycles, shorting expense entry time and speeding up expense reimbursement.

Auto Create Expense Report from Expense Authorization
Cut expense creation time by automatically building an expense report from a previously submitted Travel Authorization, reducing expense submission time.

Charge Auto-Defaulting
Cut expense submission time by automatically defaulting repetitive employee and project data using the extensive employee and charge defaulting logic in Deltek Expense.

Favorites List
Reduce time employees spend entering frequently-used projects on their expense reports using the Favorites List.

Workflow-Based Alerts
Instantly alert employees when an expense report has been approved, rejected, processed, or paid thereby reducing inquiries into the status of a particular expense report using the systems embedded Workflow engine.

Automatic JTR (Joint Travel Regulations) and FTR (Federal Travel Regulations) Rate Defaulting
Eliminate the need for employees going to external sources (paper, files, or other web sites) for the latest government CONUS (Continental United States) and OCONUS (Outside Continental United States) Lodging and Per Diem rates via on-line rate defaulting based on their location.

Charge Splitting
Reduce employee expense entry time by allowing them to easily allocate expenses among multiple projects (by percentage or amount) using the Charge Splitting feature.

Comply With Regulations

Control and Compliance
Track all changes to submitted expense reports including original entry, correcting entry, date/time changed, user making the change, and reason for the change for Sarbanes-Oxley and internal control audits using the embedded audit trail in the expense report

Government Policy Compliance
Comply with government entertainment, mileage, and lodging and per diem reimbursement policies via entry wizards that capture all required information for expenses and default the allowable rates as mandated by governmental agencies including the IRS and DCAA.

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