Glossary
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The payroll export method used for independent contractors and 1099 employees. Separate from the Payroll Export, which is used for W2 employees.
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Time entered by an administrator on behalf of a candidate, typically using the Proxy function within Web Time Entry or through the BTE Time Management Console.
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The record created in Bullhorn Time & Expense (BTE) when a Placement successfully syncs from the ATS. Employees and administrators use the Assignment record for time entry.
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The amount to be invoiced to a client based on approved time worked. Billable Charges flow through statuses (Not Ready to Bill, Ready to Bill, Invoicing, Invoiced) before appearing on a finalized invoice.
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Defines the billing cycle period (weekly, bi-weekly, monthly, etc.) used to group billable charges into invoices. Configured in Pay & Bill Calendars and associated with Invoice Terms.
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The defined period over which billable charges are collected and invoiced. Set on Invoice Terms and flows down to Billable Charges.
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A collection of billing details at the Company level including the billing contact, bill-to client, location, invoice terms, and delivery method. The Billing Profile is linked to the Placement and determines how and where invoices are sent.
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The time entry and management system that handles timesheet collection, approval, and the creation of payable and billable charges. Operates alongside the Bullhorn ATS.
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Bullhorn's built-in reporting tool. Used to run standard and custom reports including the Invoice Register Report, Transaction Master Report, Pay Export Batch Report, and others.
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Physical or virtual punch-in/punch-out devices used for time collection. Options include Tempo Clock (hardware), Cloud Clock (iPad-based), Mobile Punch (smartphone app), and Virtual Time Clock (VTC, web-based).
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Custom data fields configured at the Company level that candidates select during time entry (e.g., department, cost center, PO). CRFs flow from Company to Job to Placement and can be used to split, group, and summarize invoices.
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A unique identifier that categorizes the type of transaction associated with time worked or expenses (e.g., REG, OT, DT, Holiday, Per Diem). Earn Codes determine how employees are paid and clients are billed.
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The automated process by which the Time & Labor rules engine analyzes raw timesheet data and applies configured pay and bill rules to generate pay and bill transactions. Triggered automatically when a timesheet is submitted or modified.
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A tool in Placement Viewer that manually triggers a sync of up to 100 placements from the ATS to BTE without requiring an ATS event. Used to resolve sync issues.
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A feature of Mobile Punch that verifies an employee's physical location at the time of a clock punch. Can be configured in warning mode (alerts only) or required mode (enforces on-site punch).
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Instructions that define when and what the agency bills, how billable charges are displayed, and how invoices are split, grouped, and summarized. Configured at the Company level and linked to a Billing Profile.
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A finalized bill sent to a client generated from approved Billable Charges. Once finalized, an invoice cannot be edited or deleted. Credits or Credit & Reinstate are required to make corrections post-finalization.
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A client worksite or billing address added to the Company record. Locations flow to Billing Profiles and Placements. The worksite location's state drives OT rules and tax calculations in Time & Labor.
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A Payable Charge status indicating the associated timesheet has not yet been approved. Charges in this status cannot be exported.
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Configure the weekly timesheet cycle, pay evaluation period, bill evaluation period, and billing cycle. Must be assigned to placements via the Timesheet Cycle field.
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A Canvas report used to audit and reconcile exported payroll batches. Provides gross pay totals for comparison against the payroll provider's records.
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Configured rules that define how time is evaluated and how pay and bill transactions are calculated. Set at the Company level and flow down to Jobs and Placements. Effective-dated to support changes over time.
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The amount to be paid to a contractor or employee for time worked. Payable Charges move through statuses (Not Ready to Pay, Ready to Pay, Processing, Exported, Export Error) before being sent to a payroll provider.
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The action of exporting Ready to Pay charges from Bullhorn to the payroll provider. Separate exports exist for W2 employees (Payroll Export) and 1099/IC workers (Accounts Payable Export).
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A tool in BTE used to troubleshoot individual placement sync issues. Allows review of sync status, field mapping, and time sync events. Also contains the Fetch Placements function.
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The record created when a candidate is selected for a job. It connects candidate, job, and client details and must meet specific criteria (status = Approved, Time & Expense Branch populated, active Rate Card, etc.) before syncing to BTE.
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An optional contract between a client and their customer that tracks authorized services, budget, hours, and expiration dates. POs are configured on the Company record and can be tied to CRFs for timesheet tracking.
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An admin-driven time entry method that allows administrators to enter hours, units, or dollars on behalf of multiple candidates directly in the BTE Time Management Console (TMC), without opening each timesheet individually.
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A company-level configuration that ensures contractual rates automatically flow to Jobs and Placements when they are created. Rate Agreements supersede Rate Cards on a Job record.
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Defines the pay and bill rates for a placement by earn code. Must be Active for the placement to sync and for time to be evaluated correctly. Rate Card versions support effective-dated rate changes.
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A Payable Charge status indicating the associated timesheet has been approved and the charge is eligible for export to payroll.
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A BTE tool used to identify and resolve transaction mismatches between BTE and the ATS Pay & Bill module. Color-coded results flag mismatches (red) and unapproved expenses (gold). Accessed via TMC > Maintenance > Administration > Reconciliation Dashboard.
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The field on a Placement that determines which branch/location in BTE the placement lands in. The most commonly missed required field. Without it, the placement will not sync to BTE.
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A placement field that identifies the time collection method (WTE, Rapid, Transaction Uploader, VMS Exchange). Required for the placement to sync.
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Bullhorn's rules engine that interprets and evaluates timesheet data to apply OT rules, break rules, state-specific rules, and other configured pay and bill rules. Activated on a placement via the Time and Labor Enabled Date field.
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The administrative interface within BTE where payroll admins manage time entry (e.g., submitted and unsubmitted), approvals, expenses, and break exceptions.
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The defined period for a weekly timesheet, set on the Placement record. Drives how hours are grouped for OT evaluation and determines the Work Week Start for BTE. Required for placement sync.
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A record of the hours, units, or dollars submitted by or on behalf of an employee for a given pay period. Timesheets move through statuses (Unsubmitted, Submitted, Approved) before generating Payable and Billable Charges.
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A time entry method that allows administrators to upload time, units, or dollars into BTE via a spreadsheet. Supports all earn codes including those not on the rate card, making it useful for one-off transactions like bonuses, holiday pay, or PTO.
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A time entry method that imports time data from a Vendor Management System (VMS) into BTE. Requires data mapping between the VMS and BTE to reconcile placement IDs, names, and earn codes.
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A self-service portal where candidates log in to record and submit their own time. Mobile-responsive and supports hours-per-day, ins/outs, unit entry, expense entry, and customer required fields.
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A field on the Placement record that identifies where the employee physically works. Required for Time & Labor. The state of the worksite location determines which OT and tax rules apply. For remote employees, the candidate's home address is used instead.
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