Time Tracking and Cost Code Matching in Ontraccr

🧾 Time Tracking and Cost Code Matching in Ontraccr

📘 Overview

In Ontraccr, Labor cost codes are directly tied to time tracking. When a worker logs time — whether via clock in/out or manual entry — they can select a cost code. (This can be made mandatory in company settings “Require Cost Code Selection”.) This ensures that every hour worked is tracked against a specific budget line item.

The system automatically calculates labor costs based on:

• The cost code selected
• The worker’s default wage or the overridden cost in the cost code

⏱️ Time Entry Flow with Cost Codes

For Field Workers:

1. Open the mobile or web time tracking interface
2. Select a project
3. Choose a cost code (required)
4. Enter hours manually or use start/stop clock
5. Submit

Only cost codes categorized as Labor (or Overhead) appear in this list.

🔁 What Happens After Time Is Logged?

• The system applies either:
  • The employee’s wage, or
  • The hourly/daily cost override set on the selected cost code
• Overtime rules (if configured) are applied
• The labor cost is recorded against the selected cost code
• These costs feed directly into:
  • Progress Page (actuals vs. estimated)
  • Job costing reports
  • Payroll exports (if enabled)

⚠️ Cost Code Must Match Budget

To ensure time entries align with budgets:

• The cost code must already be added to the project (in Step 3)
• If a worker selects a cost code that doesn’t exist on the project, the system will not allow the time to be submitted

🧠 Behavior Notes

• If no labor codes are added to a project, no time can be tracked
• Each time entry is linked to:
  • The user
  • The cost code
  • The date
  • The number of hours
• Time entries are used in budget-to-actual comparisons and forecasting tools

📊 Cost Calculation Example