10X: Time Tracking Settings

On the Time Tracking Settings page, you can set the fiscal year, time tracking week, general settings for email notifications, and time submission and approval compliance, customize the time tracking terminology, configure general time tracking settings, set the time tracking periods, create administration codes and custom employee classifications, set the hourly blended rates for your organization, and manage identification and work codes.

Important: A license is required to enable time tracking functionality. To obtain a license, contact Jira Align sales or support. You need to have the Time Administrator role assigned to view this page.

Set a fiscal year

Select the start of a fiscal year for your organization so you can configure the system to handle dates properly. A fiscal year is a 12-month accounting period.

To set the start of the fiscal year:

  1. Select Administration from the left menu bar, and then click Time Tracking under Settings.
  2. Under Fiscal Year Start, select the start month of the fiscal year.
  3. Click Save.

Set time tracking weeks

As a time administrator, you can set the start and end dates for the work week to meet the organization needs. The start and end dates of the week are tied to the time tracking periods as well as time approval and time entry pages, including the calendar on the time entry page.

Changing the work week start date can impact existing time tracking periods, timesheets, and data exports. If time tracking data is pulled from the system using the Jira Align API, the data accuracy can be affected. Before this change is made, be sure your finance department is aware and has approved the change and understand the consequences this change might have on existing data.

To set a time tracking week:

  1. Select Administration from the left menu bar, and then click Time Tracking under Settings.
  2. Under Time Tracking Week, select the start day of the week. The end day is filled in automatically.
  3. Click Save.

Settings for email notifications

As a time administrator, you can configure if a user receives an email notification for approved, rejected, and recalled timesheets. The Recall option covers both recalled timesheets by approvers and time trackers. Select the action you want an email notification to be sent for. Notifications are sent immediately.

Set time submission and approval compliance

You can set a day and an hour when the time must be submitted and approved to be considered compliant within your organization. Timesheets submitted and approved after this time are considered out of compliance. For example, compliance for submission is Tuesday at 6:00 P.M. Even if the timesheet is submitted at 6:01 P.M. and approved immediately, it is still considered out of compliance because it was submitted after 6:00 P.M.

If the timesheet is submitted or approved on time, it is considered compliant, regardless of what happens after the initial submission (like recalling).

The weekly start date as well as submission and approval compliance dates are considered chronological. If the week starts on Monday, the submission compliance is on Friday, and approval compliance is on Tuesday, the order of events for workflow is Monday > Friday > Tuesday.

You can view the Time Submission Metrics report to see if users submitted their timesheets on time and if time approvers approved time when expected so you can track where your organization is as a whole around its level of compliance.

To set the time submission and approval compliance rules:

  1. Select Administration from the left menu bar, and then click Time Tracking under Settings.
  2. Under Time Submission and Approval Compliance, click Create New.
  3. Type the name of the compliance rule.
  4. From the Type drop-down menu, select the compliance type:
    • Submission. Timesheet submission compliance.
    • Approval. Timesheet approval compliance.
  5. Select the day and hour the time needs to be submitted or approved by accordingly.
  6. In the Date Applied box, select the date starting from which the compliance rule will be applied.
  7. Click Save, and then close the dialog box.

Configure time tracking terminology

Time tracking terminology used throughout Jira Align can be customized to more closely match your processes.

To configure time tracking terminology:

  1. Select Administration from the left menu bar, and then click Time Tracking under Settings.
  2. Under Time Tracking Terminology, edit the fields you want to change, and then click Update Terminology.

Important: You must sign out, and then sign back in to see the updates.

General time tracking settings

You can configure the following general settings for time tracking. After configuring the options, click Save to save your changes.

  • Create and Manage Time Tracking Standardized Tasks. An option to create a set of time tracking standard tasks, and then associate it with a certain time project. This way, you can track time against that time project when people enter their time in the time tracking sheet. For details, visit the Create time tracking task sets section.
  • Manage Flexible Holidays. An option to set the number of flexible holidays each region can use in a given period. You can view a list of all regions that have time tracking enabled and enter the number of flexible holidays allowed per fiscal year.
  • Allow Time to Be Recorded Against Projects in the Future. An option to allow entering time on the timesheet against the projects in the future:
    • Allow users to enter time in the future until [date]. Users can enter time on the timesheet up to the provided date. The time approver can approve time in the future until the provided date as well.
    • No time limit. Users can enter time on the timesheet as far into the future as they want.
  • Associate Time Projects with. Options to associate employees with various time project types. The user will see the enabled options as time project type options when creating or editing time projects.
  • Enable Cost Centers on the Time Projects Page. An option to associate cost centers and time projects. If the option is turned off, the user will not see the Cost Centers option when creating or editing time projects as well as the Link Time Projects to Cost Centers link on the Program Increment page.
  • Show the Identification Code Field on the Time Projects Page. An option to show the Identification Code field on the time project Details panel. When this setting is enabled, the validation of identification codes is required when associating time projects with release vehicles or epics.
  • Require the Identification Code Field on the Time Projects Page. An option to make the Identification Code field on the Time Projects page required. You will see this option only if the Show the Identification Code Field on the Time Projects Page option is turned on.
  • Time Approvers:
    • Can approve time for any time tracker. Time approvers can approve time for anyone in Jira Align.
    • Can only approve time for time trackers in their enterprise hierarchy. Time approvers can only approve time for users within their enterprise hierarchy. Enterprise hierarchy is assigned on the user’s record page.
  • Time Approvers Must Be Company Employees. An option to allow only the company employees and not contractors to approve time for time trackers. A non-employee is determined by the This employee classification is a contractor option under AdministrationTime Tracking > Custom Employee Classifications.
  • Associate Administration Codes with. An option to associate administration codes with Cost Centers or Operating Time Projects. Depending on your selection, the user will see the Cost Centers or Operating Time Projects option (or both) when creating or editing administration codes.
  • Allow Editing of the Launched Date After It Has Passed. An option to allow editing of the Launched date after it passes when editing the time project. This option is applicable only if a release vehicle is tied to a time project. Otherwise, users can edit the Go Live date at any time.
  • Automatically Close Shipped Release Vehicles. An option to automatically close a release vehicle after a specified number of days after the Ship date. The default number of days is 60, and the Closed/Cancelled date will be set as today’s date. This option is used to automatically close the projects that are complete, but forgotten.
  • Show the Product Drop-Down Menu on the Time Projects Page. An option to show the Product dropdown menu on the time project Details panel. Products are associated with time projects for financial reporting services.

Set time tracking periods

You can set periods for the year where time can be tracked. These periods can be locked once complete, allowing time tracking data to be extracted to a financial system on a regular basis.

You can view the following information on the time tracking periods:

  • Display the time periods by year. An option to filter the periods by year.
  • Period Label. The name of the period which is used as an identifier.
  • Period Start Date. The start date of the period. The start date is tied to the start day of the week, which is set under Administration > Time Tracking > Work week runs from [day] to [day]. You can only select the day set as the week start day in the calendar. All other days are not selectable. 
  • Period End Date. The end date of the period. The end date is tied to the end day of the week, which is set under Administration > Time Tracking > Work week runs from [day] to [day]. You can only select the day set as the week end day in the calendar. It is seven days in the future from the period start dates. The end date is not selectable until the start date is selected. 
  • Weeks in Period. The number of weeks in the period. It is a read-only value and is based on the period start and end dates.
  • Target Lock Date. The date by when the accounting needs the time tracking information. You can set the Target Lock Date before the Period End Date, but it cannot be set earlier than the Period Start Date.
  • Applies to Employee Classification. A list of employee classifications the period applies to. This allows administrators to create periods for different groups of classifications. One period cannot overlap another one for the same employee classification.
  • Edit. An option to change the period. Editing is not available if the time period is locked. For current and past time tracking periods, the only change you can make is to add new employee classifications. Once you add new employee classifications, they cannot be removed. Current time period is counted from Period Start Date to Target Lock Date.
  • Lock/Unlock. An option to lock or unlock the period. Locking the time period will lock the timesheet. No time can be entered for this time period moving forward. Also, the timesheets cannot be submitted, recalled, approved, or rejected. They are read-only. Thus, timesheets cannot be modified and financial results changed after the time period is locked. Unlocking the period might invalidate financial results, requiring time tracking data to be exported again.
  • Delete. An option to remove the period. Deleting is not available if the time period is locked or the current time period is running. The current time period is counted from Period Start Date to Target Lock Date.

To create a time tracking period:

  1. Select Administration from the left menu bar, and then click Time Tracking under Settings.
  2. Under Time Tracking Periods, click Add Period.
  3. Select the type of the time periods:
    • Periods are tied to the weekly start day. You can edit the start date of the week under Time Tracking Week.
    • Periods start at the beginning and end on the last day of each month. Selecting a month creates all time tracking periods for the selected year.
    • Custom time tracking periods. This allows creating periods of any length, start and end dates.
      Note: You cannot change the period type after it is created.
  4. In the Period Label box, type the period name.
  5. Depending on what you selected in Step 4, do one of the following:
    • If you selected Periods are tied to the weekly start day or Custom time tracking periods, set the period year and month, and then set the start and end dates of the time tracking period. The Period Month option allows you to select the month for those periods that span multiple months, for example, from October 15 till November 5. The same applies to the Period Year option.
    • If you selected Periods start at the beginning and end on the last day of each month, select the month and year for the first and last periods. All periods within the selected time range will be created automatically. The first period will start on the first day of the selected month and year. The last period will end on the last day of the selected month and year.
  6. Click in the Target Lock Date box, and then select the date by when the accounting needs the time tracking information.
    Note: For the Periods start at the beginning and end on the last day of each month option, the Target Lock Date starts a certain number of days past the period end date.
  7. Under Applies to Employee Classification, select the employee classifications to which the period applies.
  8. Click Save. You can view the added periods in the grid.
    Note: You can edit the period by clicking the Edit link next to it. If the time tracking periods have gaps between their end and start dates, they are colored red.

To lock or unlock a time tracking period:

  1. Select Administration from the left menu bar, and then click Time Tracking under Settings.
  2. Under Time Tracking Periods, click Lock or Unlock next to the time period you want to lock or unlock accordingly.
  3. Click Continue.

Create administration codes

You can create codes used for company holidays, personal time off, sick leave, jury duty, and so on. All administration codes are recorded as operating. These codes can be associated with employee classifications and will appear on the user’s timesheet.

Administration codes may be connected to a cost center.

You can view the following information about the administration codes:

  • Display Name. A friendly name for the administration code which will be used in the time tracking sheet.
  • Owner. The owner of the administration code.
  • Applies to Employee Classification. All employee classifications the administration code applies to. When users go to the time tracking sheet, they see the codes associated with their employee type. For example, if an administration code is created for full-time employees, then when they go to the time tracking sheet, they will see the code. The part-time employees will not see this code.
  • Operating Work Code. The OpEx code. N/A means that no operating code is specified for this administration code.
  • Cost Center. The cost center the administration code is connected to. N/A means that no cost center is specified for this administration code.
  • Active. The status of the administration code: active or inactive. Inactive administration codes do not appear in the time tracking sheet.

To create an administration code:

  1. Select Administration from the left menu bar, and then click Time Tracking under Settings.
  2. Under Administration Codes, click Create New.
  3. Under Applies to Employee Classification, select the employee classifications to which the administration code applies.
  4. In the Display Name box, type a friendly name for the administration code, which will be used in the time tracking sheet.
  5. In the Description box, type a short description of the administration code.
  6. From the Owner drop-down menu, select the owner of this administration code.
  7. Type the operating (OpEx) work code in the corresponding box if applicable. This option is available only if you associate administration codes with operating work codes under Administration > Time Tracking > General Time Tracking Settings > Associate Administration Codes with.
  8. From the Active drop-down menu, select whether the administration code is active or inactive.
  9. Select if this administration code should be billable for contractors.
  10. If you want to include the administration code in the PTO Export report or show it on the user’s profile page, select the Employee Personal Time Off option.
  11. If you want to show the administration code description as a tooltip on the timesheet, select the Show Description in Information Dialog on Timesheet option.
  12. Click Save.
  13. If applicable, in the Available Cost Centers box, select the cost centers to which you want to assign the administration code, and then click the down arrow to move them to the Assigned Cost Centers box. This option is available only if you associate administration codes with cost centers under Administration > Time Tracking > General Time Tracking Settings > Associate Administration Codes with.
  14. Click Save.

You can view the added administration codes in the grid. To hide inactive codes from the view in the grid, click the Hide Inactive button. To view all active and inactive codes, click Show Inactive.

Note: You can edit the administration code by clicking the Edit link next to it.

Create custom employee classifications

The employee classifications are used on a work code and user’s profile pages for the time tracking purposes.

In Jira Align, there are three default employee classification types: full-time employee, part-time employee, and contractor employee. You can edit the default classification names, but you cannot delete them. You can also add other employee classifications to allow full customization to match your organization structure.

To create a custom employee classification:

  1. Select Administration from the left menu bar, and then click Time Tracking under Settings.
  2. Under Custom Employee Classifications, click Create New.
  3. Type the name of the new employee classification in the box.
  4. If you want to apply individual rates to this classification and not blended rates, turn on the Employee using this classification will have individual rates option.
    Note: Individual rates can be set from Administration > People > user's record page.
  5. If you want to make this classification a contractor, turn on the This employee classification is a contractor option.
  6. Click Continue.

You can edit the employee classification details by clicking the Edit link next to it. To delete an employee classification, click the red cross sign next to it. If the employee classification is in use on a time project, you cannot delete the classification until you remove it from the time project.

Set blended rates

As a time administrator, you can set the blended rates your organization uses to get accurate accounting information out of the system. You can set different blended rates for each employee classification. The rates are per hour. This information is displayed on each user’s record page.

There are three options for setting blended rates:

  • Single rate. All hours will be associated with this rate.
  • By region. All hours recorded by users in these regions will be associated with this rate.
  • By role. All hours recorded by users with these roles will be associated with this rate.

If the Employee using this classification will have individual rates option is turned on on the employee classification page, you cannot set blended rates for this employee classification. Individual rates must be used in this case. Individual rates can be set from Administration > People > user's record page.

Setting the rate start and end dates allows administrators to update rates in advance of changes. When the Rate Start Date is set, the rate will not be applied until that date. If this date is not set, the rate will be applied immediately. If the Rate End Date passes and the rate is not updated, the existing rate will still be used moving forward.

To set blended rates:

  1. Select Administration from the left menu bar, and then click Time Tracking under Settings.
  2. Under Blended Rates, select the employee classification that you want to set a blended rate for.
  3. Select the type of blended rate: single rate, by region, or by role, and then click Set Rates.
  4. Depending on what you selected in Step 4:
  • For Single rate, set the blended rate, and then set the rate start and end dates.
  • For By region, set the blended rate for regions, and then set the rate start and end dates. Here, only the regions that have the Enable time tracking for this region check box selected will appear.
  • For By role, set the blended rate for roles, and then set the rate start and end dates. Here, only system roles appear. Time tracking roles and team roles do not impact the rates.
    Note: You can enter the rate with two numbers past the decimal, for example, 7.55.
  1. Click Continue, and then again click Continue to confirm that the rates you entered are the default ones for your organization.
    Note: The current rate is marked with the active rate phrase.
  2. Repeat Steps 3-6 to set blended rates for each employee classification.

Manage identification and work codes

In this section, you can create, update, and search for identification and work codes. To view the codes, you need to do a search first.

To create an identification or a work code:

  1. Select Administration from the left menu bar, and then click Time Tracking under Settings.
  2. Under Manage Identification Codes and Work Codes, click Create New.
  3. In the Work Code box, type a name for the work code.
  4. From the Type drop-down menu, select the work code type.
    Note: You cannot change the work code type after it is created.
  5. In the Description box, type a short description of the work code.
  6. Click in the Cost Center box, and then select the cost centers to which you want to assign the work code.
  7. From the State drop-down menu, select whether the code is enabled or not.
  8. Click Save.
    Note: To edit a code, search for the code, and then click the Edit link next to it.

To filter identification and work codes:

  1. Click the Apply Filters button next to the search field to add the filtering criteria.
  2. In the dialog box that displays, select your filtering criteria from the drop-down menu.
  3. To further refine the filter, click the plus sign next to the drop-down menu to activate another field where you can add specific search strings to include in the filter.
  4. Click the Filter button to view the results.
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