Learning about Web TimeSheet’s Features 12 4.    The booking is displayed in other user’s time off calendars, if they have permission to view others’ bookings. 5.    If time off is being tracked as exception time, the data can be exported to a payroll system. If a user is using a timesheet, any bookings will also be shown on their timesheet. The booking must be ap- proved before the timesheet can be approved. Recording Time Off in the Timesheet If time off does not require approval ahead of time, Web TimeSheet provides users the ability to record time off directly in their timesheet, as follows: 1.    A user adds a time off row to their timesheet, selects a time off type, and enters the amount of time off taken. 2.    The time off is displayed in the user’s time off calendar. 3.    The user submits the timesheet, once all the time for that period has been entered. 4.    The user’s balance is reduced by the amount of time off entered. 5.    The timesheet is automatically sent to one or more approvers. 6.    The approvers approve the timesheet. 7.    The time and time off from the timesheet can be exported to a payroll system, such as ADP. How Expenses Work With a license for the Expense module, you can track the expenses incurred by users, as follows: 1.    A user fills out and submits an expense sheet, uploading any available receipts. If using the Project & Billing Edition, the user can choose which project each expense was associated with. 2.    The expense sheet is automatically sent to one or more approvers. 3.    The approvers approve the expense sheet. 4.    The finance department can reimburse the user based on the approved expense sheets. 5.    If using the Project & Billing Edition, the expenses can be exported for client billing or reviewed against project estimates. Offline expense sheets are also available when users are away from the office. Offline expense sheets follow the same process outlined in How Offline Timesheets Work on page 10. How Projects Work The Project & Billing Edition allows you to define projects to enter time and expenses against, as follows: 1.    A project manager adds a project to Web TimeSheet, specifying the client the project is being com- pleted for, if applicable. 2.    The project manager specifies who will be working on the project. 3.    If the project is being billed to a client, the project manager sets the billing rates for the project. 4.    The project manager creates tasks within the project and enters estimates. 5.    The project manager specifies which expenses can be claimed under the project. 6.    When entering time on their timesheet, users working on the project allocate their time against the project and task. Users also select the project when entering expenses. 7.    The costs and billing charges associated with the time and expenses are automatically calculated by the system.