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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.
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
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.
Invoices
Accounts Receivable Aging
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.
Feature Toggles
Allow Journal Entry Deletion
When enabled, administrators and accountants can permanently delete journal entries. When disabled, journal entries can only be voided/reversed.
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.
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.
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.
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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