A Labor Authorization (LA) is a contract to perform a certain labor task for a specific price. Labor Authorizations are issued to control internal employee labor commitments, and track cost. Anytime an employee is authorized to perform labor, whether administrative or sitework, it is important to create and approve a Labor Authorization within RedTeam Flex.
1. Create a Labor Authorization
A Labor Authorization (LA) is issued to an Employee to authorize them to work on certain Projects for a specified amount of time. Once a Labor Authorization is created and Committed, a line appears on the Employee's Timesheet (for the specified date range on the LA) to allow them to enter time against the Project. As hours are entered against a Labor Authorization on the Employee's Timesheet and the Timesheet is approved, the cost of the labor will automatically be displayed as Actual Cost on the Budget of the Project, and on the Actual Cost report.
Steps:
From the Project's Home menu, select + Labor Authorization.
Or
From the Project's Buyout Tab, click + New and select + Labor Authorization.
Fill out the required fields of the Labor Authorization:
2.1. Enter an Authorization Date.
2.2. Scope: refers to the Scope of the Customer Contract, i.e. Original vs. Scope Change 01).
2.3. Subject: this can be the Cost Code description, but you can enter any other.
2.4. Cost Code: this is the code under which open and actual labor costs will appear on the Budget.
2.5. Enter a Cost Category.
2.6. Authorized by: will default to the user creating the LA, but can be changed.
2.7. Delegated to: select the Employee you are Authorizing to perform labor for this Project.
2.8. Labor Category: choose the Employee's Labor Category that will determine the rate that is used to calculate job cost.
2.9. Constraints: these are not changed here, but rather reference the Constraint information that can be updated in the Scope tab.
2.10. Choose a Start and Finish date (the Project will appear on the Employee's Timesheet during this date range).
2.11. Enter a Task, or description of the work to be completed. (Optional)
2.12. Enter the Duration you wish to authorize, in Weeks, Days, or Hours.
2.13. When you are finished, click Save.
Once the Labor Authorization is Committed, it will appear on the Employee's Timesheet for the specified Start and Finish date range.
2. Edit a Labor Authorization
Once a Labor Authorization has been created, you may need to adjust some of the information before it is Committed. While the LA is in Draft status, you can use the Edit option to make adjustments. Once the Labor Authorization has been Committed, you must Uncommit the LA to make changes. If you do not have permission to Uncommit, contact your System Administrator.
Steps:
From the Project's Home menu, select Vendor Commitments or navigate to the Project's Buyout tab.
Click the Edit icon.
Make the necessary changes to the Labor Authorization.
Click Save.
3. View a Labor Authorization
Once a Labor Authorization has been created, you can View it to review and verify the information entered on the LA, as well as to email or print the LA.
Steps:
From the Project's Home menu, select Vendor Commitments or navigate to the Project's Buyout tab.
Locate the Labor Authorization in the Buyout tab.
Click the View icon.
4. Commit a Labor Authorization
Once a Labor Authorization is created on a Project it will be in Draft status. Draft records appear in green and can be modified by clicking the Edit icon to make changes. Once a Labor Authorization is Committed, the color will change to blue. Committed Labor Authorizations cannot be Edited unless it is first Uncommitted. If you do not have permissions to Uncommit, contact your System Admin.
Once a Labor Authorization is Committed it will appear on the Employee's Timesheet.
Steps:
From the Project's Home menu, select Vendor Commitments or navigate to the Project's Buyout tab.
Locate the Labor Authorization in the Buyout tab.
Click the tools icon.
Click Commit.
5. Delete a Labor Authorization
Once a Labor Authorization has been created, you may need to remove it. While the LA is in Draft status, you can use the Delete option to remove it completely. Once the Labor Authorization has been Committed, you must Uncommit the LA to make changes. If you do not have permission to Uncommit, contact your System Administrator.
If you have permissions but cannot Uncommit a Labor Authorization, a Timesheet has already been entered against the LA. You can verify by checking the Actual Cost report in the Budget tab of the Project.
Steps:
From the Project's Home menu, select Vendor Commitments.
Locate the Labor Authorization in the Buyout tab.
If the LA is in Draft status, click the tools icon and select Delete.
6. Email a Labor Authorization
Once a Labor Authorization has been created and committed in the system, it can be issued for review and approval. You have several options when issuing a Labor Authorization. You may print the completed LA to send by mail or fax, or you may email the document directly from RedTeam Flex. Both the print and email options can be found using the View feature.
Steps:
Locate the Labor Authorization in the list of Buyout Commitments.
Click the tools icon.
Click View.
Click Email or Print.
