Time & Expense Capabilities

Low Total Cost of Ownership

Deltek Time, Expense, and Employee Self-Service provides organizations with a very low Total Cost of Ownership (TCO). The suite uses a common installation, common implementation tasks, common technical environment, use of open web standards, common GUI design, and robust integration facilities.


Low Total Cost of Ownership

Feature Benefit
Common Installation and Deployment Seamless design and integration of Time Collection, Expense, and Employee Self-Service modules decrease IT costs by eliminating additional applications to install, deploy, and maintain. The process of adding a new module only requires the addition of a new license file, rather than the installation and deployment of an entire new system.
Common Implementation Tasks Implementation costs are reduced since many of the key system setup tasks are common to all modules, such as validation tables, employee information, and approval workflows.
Common Technical Environment A common system architecture eliminates the need to purchase and maintain additional hardware and database licenses.
Open Web Standards Design 100% web-based design eliminates deployment and firewall issues. Deployable on multiple browsers (IE, Netscape, FireFox, and Safari) and Operating Systems (Windows, Linux, Mac, and Linux).
Common GUI Design The Time, Expense, and Employee Self-Service modules all share a common GUI design, concepts and workflow, and look-and-feel leading to decreased training time and improved user acceptance. In addition, a single sign-on for the suite and LDAP authentication reduces the need for managing multiple passwords.
Robust Integration Facilities Data is easily shared between Deltek Time & Expense with Employee Self-Service and other 3rd-party systems via a robust interfacing facility. Data imports (projects, employees, and other validation data) can occur in batch on a schedule in multiple formats, or potentially be facilitated via web services. Data exports can write to staging tables, ASCII files, or XML file types.
Standard APIs Standard APIs exist for organizations that wish to customize the application with a unique business rule or process.


Reduce Payroll Processing Costs – Time Collection

Feature Benefit
Paperless Data Collection Deltek Time Collection’s web-based architecture replaces paper timesheets with online versions, eliminating costs related to issuing, sorting, filing, mailing, faxing, copying, and storing. After timesheet approval, data is summarized and formatted for export to the payroll and labor system, thereby eliminating redundant re-keying of payroll, billing, and project costing data as well as preventing math and calculation errors.
Real-Time Data Validation Eliminate invalid data by verifying that charges exist, and that employees are authorized to use them. The result is a significant reduction in the time spent researching and correcting charge-related issues.
Overtime and Leave Policy Rule Enforcement Reduce time spent manually checking for overtime and leave policy compliance by having the system automatically validate this information during the entry process. Prevent submission of incorrect entries by forcing employees to adhere to payroll and leave policies, such as recording a minimum and maximum hours per day, week, or timesheet period. 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. Online inquires and reports provide payroll managers with real-time views of employee timesheet and approval statuses, allowing them to quickly focus on problem areas that need their attention.
Hours Proration Organizations with Total Time Accounting requirements may opt to use the Hours Proration feature, which compresses an employee’s total hours recorded down to a set standard hours and allocates the time proportionately across the projects, eliminating the manual calculation of this data.
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.
Timesheet Correction Labor adjustments and corrections are easily facilitated by pushing the correction out to the employee where they can make the reversal or changes, re-submit, and have the correction approved. The approved correction then can be posted in the current accounting period, and carry the original entry date so managers can distinguish from current and correcting entries.
Workflow-Based Approvals Employees, approvers, and administrators are automatically notified of labor policy exceptions or action items that require their attention by the system’s Workflow module. The user interface makes it easy to find and complete tasks required to be completed by employees, managers, and administrators.


Reduce Billing Processing Costs and DSO – Time Collection

Feature Benefit
Advanced Charge Code Defaulting and Pre-Validation Deltek Time Collection pre-validates employee-entered data, reducing invalid entries and thereby cutting invoice preparation costs and decreasing DSO. Linked User-Defined Tables ensure only valid combinations of charges (typically projects, tasks, labor categories, departments, billing codes, pay types, and more) are selectable by employees which leads to a decrease in errors.
Billing Detail Reporting Reduce the time and cost of preparing billing substantiation documentation using the Print Timesheet by Project and/or the Billing Backup (print by invoice) report.
Client Pre-Approval Solicit client approval of hours before bills are created.


Reduce Expense Report Processing Costs – Expense

Feature Benefit
Paperless Data Collection Deltek Expense’s web-based architecture replaces paper expense reports with online versions, eliminating costs related to issuing, sorting, filing, mailing, faxing, copying, and storing. After expense report approval, the data is summarized and formatted for export to the AP system, thereby eliminating redundant re-keying of expense account and project cost data as well as preventing math and calculation errors.
Real-Time Data Validation Deltek Expense pre-validates employee-entered data, reducing invalid entries and thereby cutting invoice preparation costs and decreasing DSO. Linked User-Defined Tables ensure only valid combinations of charges (typically projects, tasks, accounts, departments, billing codes, pay types, and more) are selectable by employees, leading to a decrease in errors. Invalid data is eliminated by verifying that charges exist, and that employees are authorized to use them. The result is a significant reduction in the time spent researching and correcting charge-related issues.
Receipt Imaging Receipts images can be scanned and attached to the expense report to facilitate a faster approval process. Paper receipts no longer have to accompany the expense report for approval, thereby enabling true electronic approval and decreasing the approval cycle. Fax copies may also be sent to a central administrator for scanning at home office, if remote scanning is not available. The software can automatically notify receipt managers when an expense report is submitting and is pending receipt images.
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. This includes special accounting treatment for over-ceiling and/or unallowable expenses. This automatic GL code defaulting eliminates laborious manual coding and editing that would otherwise be required by AP staff.
Automatic Travel and Expense Policy Enforcement Automatically enforce multiple travel policies pertaining to the reimbursement and billing of expenses, including company-specific policies as well as those mandated by the government (Joint Travel Regulations & Federal Travel Regulations). Also included are policies related to entertainment expenses, mileage, cash advances, lodging, per diem, VAT and GST recording, and travel pre-authorization. This significantly reduces time spent reviewing and correcting expense reports, and also reduces unauthorized and cut over-policy spending.
Workflow-Based Approvals and Escalations Automatically route and notify expense reports to potential approver(s). This can include supervisors, project managers, receipt administrators, billing managers, cost control managers, and even clients. Restrictions can also be placed on the approval of certain types of expense or amounts. The software allows users to direct workflow to specific managers they work for, thereby supporting highly matrixed organizations. Eliminate constant chasing of approvals by automatically escalating late or overdue approvals to pre-assigned backups or alternates.
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.


Reduce Payroll Administration Costs – Employee Self-Service

Feature Benefit
Browser-based Payroll Access Eliminate the manual paper processing of employee-initiated data changes such as address and phone number changes, marital and family status changes, and tax withholding (W4) and banking information changes.
Seamless Integration with Deltek Costpoint Eliminate time spent correcting and re-routing for approval invalid entries by pre-validating employee responses as they are entered. Eliminate processing delays and time spent re-keying data into Costpoint via seamless integration.
Seamless Integration with Deltek Costpoint Paper Advice Opt-Out Eliminate manual payroll and expense checks by allowing employees to opt-out of receiving these via mail, reducing advice printing and mailing costs.
Provider Reconciliation Cut costs of reconciling benefit provider billing with payroll deductions by linking benefit elections directly to payroll deductions.
Total Compensation Statement Eliminate time spent preparing and distributing a Total Compensation Statement by providing an automatically calculated online version to employees.


Reduce HR Administration Costs – Employee Self-Service

Feature Benefit
Browser-Based HR Access Significantly reduce the transactional costs of processing open enrollment, new hire benefit elections, and life event updates by eliminating manual processing of paper forms including copying, routing, printing, mailing, tracking, and filing. Reduce HR call volumes by giving employees direct online access to their personal information so they can answer most common HR-related questions.
Seamless Integration with Deltek Costpoint Eliminate time spent correcting and re-routing for approval invalid elections by pre-validating employee responses as they are entered. Eliminate processing delays and time spent re-keying data into Costpoint via seamless integration.
Workflow-Based Approvals and Notifications Reduce time spent tracking and monitoring employee submission of required benefit elections with automatic Task and/or email notifications.