The Hours Worked by Employee and Client Report gives a list of the total number of hours worked on each job by employees between selected dates and the value of that time.
This report can be grouped by employee and client (both Non-chargeable and Chargeable clients). It lists the chargeable & nonchargeable hours worked by an employee and it also calculates the percentage of chargeable hours based on total hours, ‘At Work‘ hours and standard hours.
How to Generate Hours Worked by Employee and Client Report
From Reports >> Performance Reports >> search for or select Hours Worked by Employee and Client from the Timesheet Entries section >> select the required date range.
This report can be filtered by Employee Office, Employee Team, Client and Employee.
Tick the ‘Current’ box for ‘Client’ to select a specific client from the current clients’ list in the dropdown. Untick the box to choose from all clients, whether current or noncurrent.
Similarly, tick the ‘Current’ box for ‘Employee’ to select a specific employee from the current employees’ list in the dropdown. Untick the box to choose from all employees, whether current or noncurrent.
Once the dates and filters have been chosen, click on the Report Options button to view the ‘Additional Report Options’ box.
Tick the required box/es here and click on the print button to preview the Hours Worked – by Employee and Client Report.
Hours worked – negative units
The only instance where an employee might have negative units for hours is by agreement – for example if an employee takes 4 hours annual leave on a Tuesday, but then works 4 additional hours non-paid overtime on the Thursday.
Note that the percentages for this report will only calculate correctly when the report period is equal to a complete timesheet period/s
Understanding the data
This report contains the following information-
- Employee Name
- Client (name)
- Hours
- Value of Time
- Non-chargeable Clients
- Chargeable Clients
- Total Non-chargeable Hours
- Total Chargeable Hours
- Percentage of chargeable hours
- Report Totals
Employee Name
Employee name comes from Administration >> Employees >> Employee Details screen
Client
From Clients, Contacts & Jobs >> Search Clients and Jobs >> click on any ‘Contact Name’ to view the client Details for page. Client name comes from the ‘Details’ tab in the Details for client page.
Hours
These are the hours spent by the employee between the selected dates on jobs for chargeable and nonchargeable clients.
Value of Time
This is the value of time for the hours spent by the employee between the selected dates. This is calculated based on the charge rate.
The Value of Time is calculated as:
Hours Spent x Charge Rate
Non-chargeable Clients
These are clients with only non-billable jobs. Usually, companies create non-chargeable clients and jobs for themselves so as to track nonchargeable work like administration and leave.
Learn about Nonchargeable work here.
Chargeable Clients
These are clients with billable jobs.
Total Non-chargeable Hours
These are the total hours spent by the employee on non-billable jobs in the selected date range. Non-billable jobs are those with the ‘Billable’ box unticked in the Job Details screen.
Total Chargeable Hours
These are the total hours spent by the employee on billable jobs in the selected date range. Billable jobs are those with the ‘Billable’ box ticked in the Job Details screen.
Percentage of chargeable hours
Percentage of chargeable hours are given as based on Total Hours, At Work Hours and Standard Hours) and are calculated as below.
The calculation for the Percentage of chargeable hours based on Total Hours is:
(Chargeable hours ÷ Total hours) x 100
The calculation for the Percentage of chargeable hours based on ‘At Work’ Hours is:
(Chargeable hours ÷ At Work hours) x 100
At Work hours is calculated as the number of hours worked on jobs with the ‘At work’ box ticked in the Job Details screen.
See more on At Work here.
The calculation for the Percentage of chargeable hours based on Standard Hours is:
(Chargeable hours ÷ Standard Hours) x 100
The calculation for the Standard Hours is:
(Required Hours) x (No. of Timesheet Periods) between the filtered dates
Required Hours
This refers to the ‘Units Per Timesheet’ entered for the employee in the Employee Details screen.
Report Totals
These give the total hours and the total value of time for the selected date range.
Calculation of percentages example
The relevant information for the percentage calculations includes:
Total Chargeable Hours = 30
Total Hours = 41
At Work hours (based on jobs in the above report with ‘At Work’ ticked in Job Details) = 31
Required Hours = 40 (from the Employee Details screen)
Standard Hours = 40 x 1 = 40
Percentage of chargeable hours based on Total Hours:
(30 ÷ 41) x 100 = 73.17%
Percentage of chargeable hours based on ‘At Work’ Hours:
(30 ÷ 31) x 100 = 96.77%
Percentage of chargeable hours based on Standard Hours:
(30 ÷ 40) x 100=75%
Other Hours Worked Reports in Abtrac include:
Hours Worked by Employee Report
Hours Worked by Employee and Activity Code Report
Hours Worked By Employee, Contact and Job Report
Hours Worked by Date, Employee, Client and Job Report
Hours Worked by Employee, Client and Job by Month Report
Hours Worked by Employee, Client, Job, Task and Date Report
Hours Worked by Client and Job Report
Hours Worked by Employee, Client, Job and Task Report and
Hours Worked by Employee, Job Office Report
Abtrac KB # 2103