When you arrange for a contractor to undertake a job, or fulfill fulfil a particular role for a client, you are creating what is known as a placement.
A placement defines:
- Who is doing the work.
- Which client the work is being carried out for.
- Which consultant is responsible for the work.
- Who, within the client organisation, is responsible for the placement.
- The rates of pay and charge.
- The types of expense that can be claimed.
You can create new placements
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or edit existing ones if you have the corresponding roles.
How do I create a placement?
Note:in order to create a placement, you must have an Approval Route set as the default for timesheets, chargeable expenses and non-chargeable expenses.
- From the Profiles menu, select Placements. The Placement Search screen is displayed.
- To create a placement from a blank template, click Create. The Create Placement screen appears.
- Note: If you want to create a placement that is very similar to an existing one, you can clone the existing placement. This saves you having to enter most of the details again. Please see the "How do I find and edit (or clone) an existing placement?" section below.
Who can create placements?
The following users can create placements?:
- Administrators with the Create Placement Role.
- Consultants with the Create Placement Role.
Who can modify placements?
The following users can modify placements:
- Administrators with the Write and/or Write-All Placement Roles.
- Consultants with Write Placement can modify their own placements. Consultants Consultants with the Write All Placement role can modify any placement
How do I find and edit (or clone) an existing placement?
- From the Profiles
- menu bar, select
- click Profiles > Placements. The Placement Search screen is displayed.
- Click the plus sign below the Create button and select
- to expand the search form. Select a tab (Main, Financials or Date Ranges) ,
- and enter appropriate search criteria for the placement that you want to find.
- Click Search. The Search Placement Results list appears at the bottom of the screen and contains any placements that match the search criteria that you entered.
- Tip: Only active placements are shown by default. To
- To see historic placements, change the
- theStatus to
- toInactive or
- orAll.
- If you just
- want to view a summary of a particular
- placement, click the drop-down arrow next to the edit
- Edit button in
- in in the Actions column
- column and select View Summary. Otherwise, click the
- the Edit button
- button on the placement line to edit or clone the placement.
- The Edit Placement screen is displayed, allowing you to edit or clone the placement’s
- placement's details. When you have finished, click Save.
- If you want to create a new placement that is similar to the one that you have selected, click the drop down next to the Actions button and select Clone. This will display the Clone Placement screen.
The Create Placement, Clone Placement and Edit Placement screens are identical. Each screen has these tabs:
General
Timesheet
Expenses
Invoicing
Financial
Documents
Advances
History
The General Tab
The General tab contains the main details that define the placement. For example, there is information about the consultant, client, consultant and manager:
The fields on this screen are described in the following table:
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This is your reference for the placement.
This value must be unique; no other placement can have the same reference code.
InTime allows this value to be created automatically from a sequence, if required. If this option is enabled, you won't be able to edit this value as the system will generate it for you.
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This value is used for forecasting purposes only.
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each
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Any other managers, at the client, who are involved with the placement.
Alternative managers are typically used to approve a timesheet or expense if the primary manager of the placement has not done so (although this will depend upon the approval route).
The managers who are available for selection are shown in the left-hand box, and those who are actually selected for the placement are shown in the right-hand box. You can use the arrows to move managers from one box to the other.
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The date on which work commences. Time cannot be submitted against the placement prior to this date.
Note: This field is mandatory.
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This field determines whether the timesheet is weekly, bi-weekly or monthly.
There are often additional options that allow you to specify, for example, that the working week for the placement ends on a Sunday, or ends on a Saturday. Other options can be added.
Note: This field cannot be changed once time has been submitted against a placement. If you need to have a different value, you should create a new placement and terminate the existing one.
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This field allows you to round entered time to a certain number of minutes. For example, if this field contains the value 15 then the times entered will be rounded to the nearest quarter of an hour.
The default value is 1, but this can be changed if required.
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- Timesheet Approval Route
The approval route that timesheets submitted against this placement will go through. - Chargeable Expense Approval Route
The approval route that chargeable expense items will go through. - Non-Chargeable Expense Approval Route
The approval route that non-chargeable expense items will go through.
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Rates
Rates define how much contractors will be paid for the work, and how clients will be charged.
Placements can have between one and ten rates. If you require more than ten rates, please contact the RSM ESL support team, who can increase this value for you. See Requesting Support
The rate at the top of the list is the default rate—when a timesheet is created, this is the rate that is selected by default:
Each rate has the following fields:
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Rates must have a pay element.
Pay Elements are particularly useful for PAYE processing, where they are used to map rates in InTime to pay elements or job codes in a payroll system. This can be used to categorize a large number of rates into a smaller number of pay elements in the payroll system. The pay element can also control whether the rate is payable or chargeable, and whether shifts are included in the Margin report.
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These fields control how time is entered on the timesheet.
- If the time period is set to Hourly, then you can choose whether to enter:
- Hours Only
A single box will be provided for the number of hours worked on the shift. - Time & Hours
Boxes will be provided for the start time, finish time and length of break.
- Hours Only
- If the Time Period is set to Fixed, then you can choose:
- Tickbox
This will show a check box for the shift. This is often used for a day-rate. - Decimal
A box where a decimal number can be entered will be displayed. This can be used as an alternative for entering hours, if required.
- Tickbox
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This is the duration of each unit minutes. For hourly rates, this value is always 60.
NOTE: If you are connected to our InPay payroll service then it is particularly important that this value is set correctly. This value is usually used to determine the number of hours that the contractor has worked. This is used in verifications on minimum wage for example.
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If this box is checked, then the worker or contractor can enter time using this rate.
If the box is not checked, then only Administrators and Consultants can enter time using this rate. This can be useful if you want to control the booking of time on certain rates.
The priority determines the order that the rates appear on timesheet entry.
How do I remove a rate from the list?
- Click the red cross in the Remove column.
Monthly Rates Configuration
If you have purchased the Monthly Rates module and you have selected a monthly timesheet period, you will have an extra column, "Charge Monthly". Select the rate that represents the monthly charge a configure appropriately. For more information about configuring monthly rates, click here.
The Financials Tab
The financials tab contains information about the currencies, tax rates, categorisation into sectors, and split commissions.
Currencies
The following settings are available for currencies:
- Charge Currency
Time and expenses raised on this placement will be billed in the specified currency - Timesheet Pay Currency
Time raised on this placement will be billed in this currency - Expense Pay Currency
Expenses raised on this placement will be paid in this currency
Other currencies can be configured for clients who have our multi-currency module. Information about adding new currencies can be found in the Exchange Rates section.
Charge Terms
By default, client invoices raised for items related to this placement will be raised using the charge terms defined on the client. This can be overridden on the placement if required:
Expenses
Before a worker can claim expenses, an expense template must be set for the placement. Select an expense template from the Expense Template Group list.
To find out more about setting up expense templates, see Configuring Expenses.
Sectors, Branches and other categories
Each placement can be categorised. This allows you to report on placements in different business areas, and also flows through to the margin reporting.
For example, you could have a location for North and South. You could then produce a margin report for the North region, one for the South region and an overall report for the whole country:
The values that appear in these drop-downs is configured using Tag Categories.
Split Commissions
You can set up split commission for a placement between up to five consultants. You can choose whether or not to force the total of the splits to be equal to 100%. The value set here are used in the Margin Report.
Communications
The Advanced tab allows you to enable and disable the sending of communications from InTime to the parties who are connected with a placement (the worker, manager, consultant, and limited company). It also allows you to specify a different sales invoice contact to the default one that has been set up for the placement.
By selecting one or more of these checkboxes, you can disable the sending of emails from InTime to the relevant parties:
- Disable Worker Communications
- Disable Manager Communications
- Disable Consultant Communications
- Disable Ltd Communications
Sales Invoice Contact
The default contact at the client, to whom sales invoices should be sent, is set up when the client is created (on the Create Client page). The Sales Invoice Contact area of the Communications tab allows you to override this default setting for a particular placement.
To override the default sales invoice contact settings, select the Override Default Sales Invoice Contact checkbox. You can then change the details in any of the fields in the rest of the Sales Invoice Contact area. Please note that Street1 and either Town or County must be populated for the ovverride address to appear on invoices, otherwise it will default back to the invoiceing address in the client profile.
The Contracts and Compliance Tab
The Contracts and Compliance tab allows you to:
- View the list of contract documents that apply to a placement.
- Confirm that you have read specific documents and have agreed to any terms and conditions contained within them.
- Upload a new contract document for a particular placement.
- Upload new versions of the contract documents that apply to a placement.
- Assign, to a placement, a document from the supplier pool.
- Assign, to a placement, a document from the client pool.
How do I confirm that I have read, and agree to, a document?
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How do I upload a new contract document for a placement?
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How do I upload a new version of a contract document?
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How do I assign a document from the supplier or client pools to the placement?
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The Advanced Tab
The Filters sub-menu enables you to add a number of modifiers to the placement. This module is sold separately and may not apply to your installation. They control and modify various aspects of how timesheet information will be submitted by the worker for the placement.
For example, there is an Exact Value Meal Break filter, which enables you to specify that a contractor's break duration must be a specified number of minutes. For example, if you applied this filter to a placement and specified that the break duration was 60 minutes, then when the contractor enters his/her timesheet information and submits that timesheet, the break duration will automatically be adjusted to 60 minutes, regardless of what the contractor enters in the Break Duration field. For more information click here - Enforcing Lunch Break Values
There are a number of pre-set filters that you can add to a placement. A description of each filter is provided on screen for the respective filter.
How do I add a filter?
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The Tags Sub-Menu
Tags are optional configurable properties that can be used to store additional information against entities. If a tag category has been created in the Settings Cog > Tag Categories page, then you can use that tag to enter information for the placement.
For example, you might want a method of recording whether a contractor on a placement was recommended by a third party. If this tag category has been set up to be available on placements, then you can add that tag to the placement and record the appropriate information.
How do I add tags to a placement?
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Frequently Asked Questions
- How can I pay a worker for a shift but not invoice the client?
There are two ways in which this can be done. You can either create a rate where the pay is the required pay value and the charge rate is zero, or you can create the rate on a pay element that is marked as payable but not chargeable. - How can I bill a client for a shift but not pay the worker?
There are two options: You can create a rate where the pay rate is zero and the charge rate is the required value; or you can create the rate on a pay element which is chargeable but not payable.
Note: In these instances, you would normally mark the rate as "not selectable by worker". If you do not do this, then workers will be able to view the rate on their timesheets.
- My worker has worked ten hours but I can only bill my client for eight hours. How can I do this?
In this instance you would need to split the shift into two. You would put eight hours on the normal rate and then you would put two hours on a pay-only rate, as described in the question "How can I pay a worker for a shift but not invoice the client?". - My worker only worked six hours but my contract says I can bill eight hours. How can I bill the extra hours?
To accomplish this you should enter the six hours as usual. Then create a separate shift for the additional hours, as described in the question "How can I bill a client for a shift but not pay the worker?".
Related topics
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has the following tabs:
Please click on the links below to view the details for each tab
The Clone Placement and Edit Placement screens have an additional tab called History where you can view the changes made to the placement.