When you hire an employee or a subcontractor, you will set up a Person Profile with information such as name, user name, hire date, supervisor, roles, rates, and roles/permissions. This information is used for time and expense reporting, project management, resource planning, costing and more.
System Administrators, HR Administrators, and P&R Administrators will be the only users permitted to add new employees to the system.
All users must be defined in the system, and profiles must be set up according to appropriate access rights and usage. Multiple tabs exist across the top of the person profile (Profile, Roles, Time, Expense, Purchasing, Rates, Password, Other), with multiple left menu items as well (Alternates, Organization Access, Skills, etc.)
What’s covered in this document:
Person profiles may be created for salaried employees, hourly employees, subcontractors, and approvers.
To add a new person and enter profile information, navigate to People > List > +Person.
Person Profile - Profile Tab
- Person Organization - This represents the internal department or division which the person belongs to. You may want to set up a separate organization for each department. You may also want to separate your subcontractors via the Organization. This could be an organization simply called "Subcontractor" or otherwise the name of the entity that pays the Subcontractor. Note that if the Organization doesn't already exist, you will need to create it.
- Username - The Unanet Username is used to log in and should, as a best practice, reflect the person’s Network ID (everything that proceeds the "@" in the person’s email address). For On Premise installations, this will allow Unanet to be synchronized with Active Directory (AD) in order to enable Unanet Single Sign-On. This also will ensure that each Unanet Username is unique. An example is: Firstname.Lastname. No spaces are allowed
- Name - Populate with the user’s name.
- E-mail - Populate the user’s email address. This is required for the user to receive system-generated notifications, as well as to be able to utilize the password reset feature.
- Business Week - This is the standard work hours for the individual.
- Hire Date - Populate the user’s hire date. This date is a reference date, but in Unanet, this date is used for PTO and sick leave accruals, if the plan escalates based on tenure. You must consider whether you will be setting up accruals for vacation, and set this date to the correct hire date for proper accruals.
- Location - Select the default work location of the employee.
- Payment Currency - Select the proper currency type from the dropdown menu.
- Employee Type - Choose from the custom employee types you have already set up, which allow you to control which pay codes and expense types each Employee Type is allowed. Examples are Hourly (so they can charge Overtime but not Holiday, variable based on company policy of course), Salary, and Subcontractor. Another example - if the employee needs access to charge to straight time overtime, then be sure to select that Employee Type.
- Preferences - Select this check box to receive notification e-mails.
Person Profile - Roles Tab
- Roles combined with "Organization Access" (Person left menu) and "Project Administrator Access" (Project left menu) drive what data and reports a user can view and update. Access can be restricted as necessary.
- Alternates in the person left menu show for which roles and people the specific user is an alternate.
- The default roles may be Timesheet, Expense, and UnaSource User roles.
- Other roles can be assigned based on the user’s access level. Refer to the Unanet Help documents to review the capabilities associated with each role.
- If the employee will be a Project Manager, they will need the roles of Project Manager, Resource Planner, and Resource Assigner.
Person Profile - Time Tab
Time Period definition is set here. We recommend this align with your pay periods.
- Leave Request Approval Group - Associate the user with the correct approval group. Use the default wild card character (%) to search for all available Approval groups. For example, your system may be configured to have Approval Groups with the name of the employee’s supervisor.
- Time Approval Group - Associate the user with the correct approval group. Use the default wild card character (%) to search for all available Approval groups. For example, your system may be configured to have Approval Groups with the name of the employee’s supervisor.
- Labor Category - Associate the user with the correct Labor Category. Use the default wild card character (%) to search for all available Labor Categories.
Note: If the necessary Labor Category is not available, you must request it from your Unanet Administrator.
- Time Entry Increment - Set the Time Entry Increment as appropriate (quarter of an hour, tenth of an hour, etc.).
- Pay Code - Set the default Pay Code as appropriate for regular time hours.
- Time In/Out - This would only apply if you wanted this specific user to enter the time they started and stopped working, either for the day or by project. Typically, this is set to “Not Required."
- Preferences - Autofill Timesheet - This will ensure that any projects charged against in a week will appear on the next weekly timesheet. If the user does not charge against the project for an entire week, it will not repopulate on the following timesheet.
Person Profile - Expense Tab
- Expense Tab:
- An organization record with related vendor information must be set up for each person who should be paid for expense reports out of Accounts Payable.
- An organization record with related vendor information may optionally be set up for each subcontractor person. The record relates the person to the vendor who will be paid for the subcontractor’s work. This will be used in the payroll offset account posting, to facilitate reconciliation between the vendor’s bill and the timesheets entered by the subcontractor into Unanet.
Person Profile - Purchasing Tab
Fill out the Purchasing Tab as appropriate (if necessary).
Person Profile - Rates Tab **Important**
- The CLASSIFICATION selection drives whether Dilution will be applied or not. Anyone who is paid a fixed amount every period should be set to Salaried. Any employee paid hourly should be set to Hourly. Any subcontractor should be set to Non-Employee. Dilution only applies to the classification of Salaried.
- If Dilution is turned On, a Salaried employee must have an effective date at the beginning of the time period even if they start in the middle of a time period. See the link in the Additional Information section of this page for more information concerning Salaried employees, Dilution, and handling partial periods.
- (For Hourly employees, or systems where Dilution is turned Off) - Set the person's BEGIN DATE as the date the user is known to the system, factoring in whether historical time will be imported (at least to the date of the earliest time import).
The LABOR COST ELEMENT must be applied to each person's Rates tab for viewing their data in the Project Accounting reports. See Cost Elements in the Additional Information section below for more details.
- Enter individual's COST RATE to five (5) decimals (best practice) to enable reporting and tracking by actual costs. For example, $50.12345. This is based on the unburdened hourly salary. For salaried employees, calculate this unburdened cost rate as the employee’s annual salary divided by 2080.
- All users must have a rate entry set up in the system.
- The initial start date should be the date of hire for the employee (if Hourly); additional rate lines can be added as the employee receives annual raises.
Pre 11.0 label
Exempt People who are paid a fixed amount every period. (Typically these are employees, although we have seen cases where non-employees are paid a fixed amount per period.) Yes
Non-exempt Employees who are paid hourly. No
Hourly Non-employees who are paid hourly. No Non-Employee (PO) n/a (did not exist) Non-employees whose timesheet cells and expense report lines will be mapped to a PO/PO Line if a PO Assignment has been created to do the mapping (only for Financial licenses). No
- LABOR COST ELEMENT - You must select a Labor Cost Element in order for the labor hours to show up in the Project Accounting reports. Based on how you have configured your system, you may decide to choose “Direct Labor” for your employees or “Subcontractor Labor” for subs. These Labor Cost Elements drive how indirect rates get applied to different categories of people. For example, Fringe would be applied to your direct employees labor costs, but Fringe would likely not be applied to a subcontractor’s rate.
- BILL RATE - If the user is always billed out at the same rate regardless of the project they work on, enter Person’s bill rate. Typically, this field is left at $0 and the bill rates are managed via labor categories.
Person Profile - Password Tab
- Provide the user with a default password. The user does not need to be notified of their password, as they may reset their password upon their initial login by clicking “Forgot your password?”
Person Profile - Other Tab
Populate any necessary fields on this tab as determined by your company's configuration.
Once the user profile is complete, click Save. Your employee is now added into Unanet.
Additional Setup Steps
Approval Group Association
After setting up person profiles, designate people as Approvers and Submitters to Approval Groups (Admin > Setup > Approval Groups).
Email Setup Verification
You will also want to ensure that new user is receiving emails - review Admin > Setup to ensure that user attributes would allow that person to receive emails
Adhoc Audit Check
Run Adhoc report to ensure person is set up correctly: