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Organization Chart
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Expense Breakdown (YTD)
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Indirect Charge Code Guide
Reference for selecting the correct indirect labor account
| Charge Code | When to Charge |
|---|---|
| 2280 General | Catch-all for non-project related tasks which do not fall under a different charge code (general meetings, maintenance, cleaning, etc.). |
| 2230 Office Administration | Division and corporate management and accounting time (administration, financial management, human resources, etc.). |
| 2270 Training | Internal (safety meetings, PM training, etc.) and external training (conferences, courses, PDHs, and associated travel time). |
| 2241 PTO (Vacation & Excess Sick Leave) | Accrued PTO — limited to 8 hours per day to achieve no more than 40 hours in a given week. Use for personal time off and when you have exhausted your sick leave bank. |
| 2242 PTO (Sick Leave Bank) | Sick leave to reach 40 hours per week (or standard work week hours if less). Should only be charged after making all reasonable effort to make up hours through the remaining business days of the week. Not available for part-time or seasonal employees. |
| 2243 PTO (Company Sponsored Leave) | Jury duty, family medical leave (maternity, paternity, death in family). |
| 2245 Holiday | Established holidays as identified in annual corporate calendar. |
| 2246 Holiday (Floating) | To be used on or adjacent to any Federal Holiday with advanced notice and approval from supervisor. No carryover to following year. |
| 2250 Selling | Direct selling — includes time marketing and meeting with potential clients when no identifiable project exists. Should not be used without management approval. |
| 2220 Marketing (Unallowable) | Only with management approval. Lobbying efforts, trade shows, social media time and enhancing image of firm. |
| 2260 Shared Technical Resources | Only with management approval. Used for staff on stand-by awaiting work assignments. |
Timesheets
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My Timesheets
Hours Charged Report
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Indirect Labor Accounts
Timesheet Utilities
Recalculate all project/phase labor costs and WIP hours from approved timesheets. Use this if timesheet-driven costs appear incorrect.
Recompute WIP labor for all projects from scratch using approved timesheet entries and classification rates. Fixes any drift caused by orphaned entries that were later assigned and corrected. Does not affect invoices, journal entries, or billed amounts.
Invoice Billing Reconciliation
Recompute phase and project amount_billed from scratch based on all active invoices. Run this once to fix any phases where pre-conversion WIP invoicing did not correctly reduce the WIP balance.
Timesheet Audit Trail
Employee Utilization Report
Payroll
Project Analysis
Active Project List
Total Reports
0
Total Amount
$0.00
Draft
$0.00
Pending Review
0
Account Selection
Check which expense accounts appear in the dropdown when creating expense reports.
Dropdown Order
Drag to reorder how selected accounts appear in the expense report dropdown.
GSA Mileage Rate
Set the current GSA reimbursement rate per mile. When an employee selects a mileage account on an expense report, they will enter miles and the amount will be calculated automatically.
Linked Account Pairs
Link two expense accounts together so both appear when an employee selects either one. The employee enters an amount for each that sum to the line item total. Receipts are shared across the pair.
Project Audit Trail
Expense Audit Trail
Invoices
Accounts Receivable Aging
Labor Backup Report
Bank Accounts
Staff Resource Planning
Plan and allocate employee hours across projects. Drag to adjust, click cells to assign.
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⚙ Settings
Administrator-only system configuration. Changes take effect immediately.
About Us — Training Courses
Courses employees can select on the About Us page. Set a Parent to nest a refresher under its primary course (e.g. NHI-130053 under NHI-130055). Expires controls whether an expiration date is collected. Group is an optional tag — the SPRAT count keys off the
Rope Access group, and the team-leader counts key off specific course numbers, so keep those consistent.Loading…
About Us — Group Display Order
Controls the order training groups appear in when viewing an employee's certifications on the About Us page. Use the arrows to reorder.
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Feature Toggles
Distribution Expense Report Visibility
Controls who can view expense reports that contain Distribution account line items.
Allow Journal Entry Deletion
When enabled, administrators and accountants can permanently delete journal entries. When disabled, journal entries can only be voided/reversed.
Allow Post-Payroll Corrections
When enabled, administrators can enter labor corrections for pay periods where payroll has already been run. Disable (default) to lock timesheets once payroll is marked as run.
Require Charge Code for Sub-Consultant / Direct Expense Accounts
When enabled (default), expense lines using sub-consultant or direct expense accounts must be assigned to a project phase. Disable temporarily to allow pre-conversion expense entries without a charge code (e.g. for bank match of pre-conversion AP).
OSHA Safety Tracking
Man-hours will include all approved timesheet hours after the recordable date, plus any pre-conversion hours entered above.
Maintenance
Pre-render PDF Receipts
Convert existing PDF receipt attachments to images for faster expense report exports. Only needs to be run once.
Company Holidays
Define company-wide holidays. These are highlighted on the corporate calendar on the Dashboard.
Work Roles
Define work role classifications used in Resource Planning to categorize capacity by role type. Employees can hold multiple roles.
Resource Planning — Hour Types
Define hour type categories used in the Hour Planning modal. Each phase row can have separate hour totals broken down by type.
AASHTO Audited OH Rate
Current rate:
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Externally-audited overhead rate (per AASHTO audit). Tracked over time with effective dates.
Used by financial reporting (e.g. Division Net Operating Profit).
This is separate from the Budget OH Rate shown on the Projects page —
edits here do not affect project budgets or WIP calculations.
Financial Audit Export
Generates a comprehensive Excel workbook with 10 audit tabs: unbalanced JEs, balance-sheet expense JEs, reversal date mismatches, bank transactions missing JEs, duplicate transactions, open AP/AR, orphaned JE lines, and full balance-sheet account activity. Read-only — writes nothing. Drop the exported file here for AI-assisted analysis.
Reset Indirect Labor Accounts
Resets the indirect labor account list to only accounts under 2200 Indirect Labor in the COA hierarchy. Run this if the NOP Other Indirect Costs shows $0 unexpectedly.
Backfill CC Provisional JEs
Creates provisional JEs for all existing uncategorized credit card charges that don't yet have one. Fixes balance sheet imbalance from historical uncategorized CC transactions. Only creates new entries — never modifies existing data.
2025 Net Income Adjustment
Reconciles retained earnings on the 1/1/2026 balance sheet to your prior accounting software by adding a one-time adjustment to the 2025 net income calculation. Separate values for accrual and cash basis. Only affects balance sheets dated in 2026.
Accrual
$
Cash
$
Permanently deletes all CCPROV- JEs and their reversals. Resets affected bank transactions to uncategorized. Cannot be undone.
Fix Cross-Month Reversal Dates
Automatically sets each REV- entry date to match its original JE date, for any reversal that landed in a different month. Preview first, then apply.
📧 Email Notifications
Global controls for the automated email notification system. Individual user preferences are managed in My Profile.
Master Switch
Disabling this stops ALL notification emails immediately.
Timesheet Submitted
Notifies supervisors when a timesheet is submitted for review.
Timesheet Rejected
Notifies employees when their timesheet is returned.
Expense Submitted
Notifies supervisors when an expense report is submitted.
Expense Returned
Notifies employees when their expense report is returned.
WIP Write-Off
Notifies PM/DPM when a WIP write-off is recorded on their project.
Labor Correction
Notifies employees when a labor correction is applied.
Accounting Review Required
Notifies admins/accountants when an expense contains a "7000 Accounting Department to Update" line.
Missing Timesheet Reminders
Friday 3pm employee reminders and 5pm supervisor alerts.
Balance-Sheet Expense JE Cleanup
Scans for bank transactions where the auto-created expense report debited a
non-income-statement account (e.g. equity, liability, asset).
These EX- accrual journal entries should not exist — selecting them here creates
a reversal JE for each. Only REV- entries are created; no other data is modified.
Bank Accounts
Page Access by Role
Control which roles can access each page. Administrators always have full access. Page-specific logic (e.g. PMs seeing their own projects) is preserved within granted pages.
Per-Employee Page Access
Grant specific employees access to pages beyond their role. Additive only — never restricts existing access. Select an employee to view or edit their individual grants.
User Access Management
Enable or disable employee access to the ERP system. Disabled users cannot log in. Changes take effect immediately.
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Security Audit Log
Login attempts, password changes, and administrative actions. Most recent 100 entries shown.
Click Refresh to load audit log.
Security
Require Two-Factor Authentication (2FA)
When enabled, all users will be required to set up an authenticator app on their next sign-in. Applies to both the main ERP and mobile expense site.
Force All Users to Reset Password
All non-administrator users will be required to change their password on their next sign-in to both the main ERP and the mobile expense site. Administrators are exempt.
Invoicing
Configure remittance address and other invoicing defaults. Used in exported Word invoices.
Remit-To Address
Printed on exported invoices. Enter each line of the address.
Database Backup
Download a full compressed backup of the database (pg_dump). The file is a
.sql.gz archive that can be used to restore the database to this exact point in time. This download is logged in the audit trail.
Restore instructions: To restore, decompress the file (
gunzip backup.sql.gz) and run psql -U postgres ae_firm_erp < backup.sql on the server. Always test restores on a separate instance first.
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Credentials
Experience
Set your career start date and adjust as necessary to reflect your actual years of relevant engineering experience.
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NBIS / NTIS Team-Leader Eligibility
Do you meet the education and experience requirements to be a routine bridge inspection team leader per NBIS?
Do you meet the education and experience requirements to be a NSTM bridge inspection team leader per NBIS?
Do you meet the education and experience requirements to be a tunnel inspection team leader per NTIS?
Training & Certifications
| Course | Completed | Expires | Certificate |
|---|
Professional Licensure
| Type | State | License # | Expires |
|---|
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