Special Topic: Labor Costing

Summary

With Deltek Time & Expense with ESS, you can cost the labor hours charged. Whether the costs are labor or billing amounts depends on your system configuration. Although most clients do not require this feature, some do, for the following reasons:

The costing of labor hours can be a complex process, and it is helpful to understand how the system performs the calculation. In order to calculate amounts, the system needs the following information:

Rate

Deltek Time & Expense with ESS supports two user-defined rates. Each of the user-defined rates has characteristics that make them suited for different purposes. The first user-defined rate is well suited for a labor rate, especially if the labor rate needs to be driven by project, union, locations, labor code, etc. The second user-defined rate is well suited for billing or "burn" rates, where the rates need to be based on project or labor code. To enable user-defined rates, select the Use checkbox and enter a Label in the User-Defined Rates group box in the Miscellaneous tab of the Time Configuration screen.

User-Defined Rate 1

As mentioned above, user-defined rate 1 is well suited for a labor rate. When an employee charges hours, the system goes through a series of defaults to determine which rate to use. The following items may determine the rate:

Rate 1 Defaulting Logic

View a diagram depicting the defaulting logic for user-defined rate 1.

Rectangles are processes the system performs, diamonds are decisions the system makes, and ovals are the results. As you study the diagram, see the associated descriptions below.

Processes

Decisions

Results

User-Defined Rate 2

As mentioned above, user-defined rate 2 is well suited for a billing rate. When an employee charges hours, the system goes through a series of defaults to determine the rate to use. The following items can determine the rate:

Rate 2 Defaulting Logic

View a diagram depicting the defaulting logic for user-defined rate 2.

The Rate 2 diagram depicts the defaulting logic for User Defined Rate 1. Rectangles are processes the system performs, diamonds are decisions the system makes, and ovals are results.

Processes

Decisions

Results

Calculation of Amounts

Once the hours and various rates are known, it is necessary to plug these values into the appropriate formula to calculate the amounts. The formula and certain amounts are determined by the pay type found on the timesheet line. Each pay type is configured for the following:

The Pay Types screen contains separate configuration options for User-Defined Rate 1 and User-Defined Rate 2 in the Rate Options group box.

In addition to the calculation above, if the timesheet line is charged to a UDT that has an applicable wage determination schedule, the system will also include the fringe and fringe reduction amounts in the calculation. The formula for this additional amount is as follows:

(hours x fringe rate) (hours x fringe reduction rate)

The fringe rate/fringe reduction rate calculation applies only when calculating the User-Defined Rate 1.

Override Rates

The user or supervisor in the cell comments dialog on the timesheet can overwrite the rates used in the calculations. The user can modify the rate if the Modify checkbox in the User-Defined Rates group box in the employee's Timesheet Classes screen is selected. Whether the supervisor can modify the employee's rate is determined by the Modify checkbox for his functional role. Once the rate is changed, select the Calculate pushbutton to recalculate the amount.

The TS_CELL table stores the source of the rates in the s_rate1_cd and s_rate2_cd columns. The values are:

Examples

Here are a few examples to show how the calculations are performed. The following information represents a system's configuration:

Employee 1

Employee 2

Pay Type REG

Pay Type - OT

Pay Type - REGSHFT

Pay Type - OTSHFT

Wage Schedule for Project XYZ (Certain Location, Union, and Labor Code)

Employee

Project

Pay Type

Hours

Pay Type Calculation

Fringe Calculation

Amount

1

ABC

REG

8

(8 x 10 x 1) + 0

 

80.00

1

XYZ

REG

8

(8 x 15 x 1) + 0

+ (8 x 12) (8 x 5)

176.00

1

ABC

OT

8

(8 x 10 x 1.5) + 0

 

120.00

1

XYZ

OT

8

(8 x 15 x 1.5) + 0

+ (8 x 12) (8 x 5)

236.00

1

ABC

REGSHFT

8

(8 x 10 x 1) + (8 x .50)

 

84.00

1

XYZ

REGSHFT

8

(8 x 10 x 1) + (8 x .50)

+ (8 x 12) (8 x 5)

180.00

1

ABC

OTSHFT

8

(8 x 10 x 1.5) + (8 x .50 x 1.5)

 

126.00

1

XYZ

OTSHFT

8

(8 x 15 x 1.5) + (8 x .50 x 1.5)

+ (8 x 12) (8 x 5)

242.00

2

ABC

REG

8

(8 x 20 x 1) + 0

 

160.00

2

XYZ

REG

8

(8 x 20 x 1) + 0

+ (8 x 12) (8 x 9)

184.00

2

ABC

OT

8

(8 x 20 x 1.5) + 0

 

240.00

2

XYZ

OT

8

(8 x 20 x 1.5) + 0

+ (8 x 12) (8 x 9)

264.00

2

ABC

REGSHFT

8

(8 x 20 x 1) + (8 x .50)

 

164.00

2

XYZ

REGSHFT

8

(8 x 20 x 1) + (8 x .50)

+ (8 x 12) (8 x 9)

188.00

2

ABC

OTSHFT

8

(8 x 20 x 1.5) + (8 x .50 x 1.5)

 

246.00

2

XYZ

OTSHFT

8

(8 x 20 x 1.5) + (8 x .50 x 1.5)

+ (8 x 12) (8 x 9)

270.00