About Hours to Days Rules

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Hours to Days Rules Records

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If you have the permissions to do so, you can create hours to days rules that determine how many hours count as a day or a half day for the purpose of calculating how many days to include in billing or cost calculations when using daily bill rates and daily cost rates.

To apply an hours to days rule to a project or an assignment, add the Hours to Days lookup field on the project or assignment page layouts.

An hours to days rule created for an assignment takes precedence over rules set on a project. PSA uses any default hours to days rules you have created if you do not have an hours to days rule set for an assignment or project. If you have no hours to days rules defined, when you enter hours greater than zero on a timecard day, this counts as one day.

Note:

When you create an hours to days rule, existing timecards are unaffected until you update them. If timecards already exist for a project and or assignment when you create hours to days rules, the Total Days Worked field on those timecards is not updated until you edit and save them.

Each hours to days rule contains several hours and days fields. The days field specifies how many days to apply when the number of hours specified on the day of a timecard falls into the range specified in the corresponding hours field. For example:

Standard Hours to Days Rules Example

Name of Rule	Hour Threshold 1	Days Value 1	Hour Threshold 2	Days Value 2	Hour Threshold 3	Days Value 3	Hour Threshold 4	Days Value 4
Europe	0	0.0	1	0.5	5	1	12	1.5

Using this example:

• Entering a value between 0 and 1, for a timecard day, counts as zero days.
• Entering a value greater than or equal to 1 and less than 5, counts as half a day.
• Entering a value greater than or equal to 5 but less than 12, counts as one day.
• Entering a value greater or equal to 12, counts as one and a half days.

Note:

If you do not enter 0 for Hour Threshold 1 and 0.0 for Days Value 1, each day in a timecard that has zero hours logged against it might be included in the calculation of days. For instance, if Hour Threshold 1 is 1 and Days Value is 1, each day that has zero hours logged against it counts as one day.

Tip:

If you are using negative timecard entries as a way of creating adjustments, you can also create hours to days rules to handle negative amounts.

Using tiered rules, you can apply different granular hours to days rules to segments of a day when converting hours into days for daily bill rates.

In the tiered rules, each Hours Threshold is a "tier" to which this formula applies for determining the conversion of hours to days: ([Timecard hours up to the threshold value]/[Per Increment field value]) * [Days Value field].

In tiered rules, hours that exceed a threshold are calculated using the next appropriate threshold. So if you have an Hour Threshold 1 of 12 and an Hour Threshold 2 of 24, then if you convert 16 hours, the first 12 hours use the calculation for Threshold 1 and the remaining 4 hours are calculated based on Threshold 2.

Example:

Tiered Hours to Days Rules Example

Hour Threshold 1	Per Increment 1	Days Value 1	Hour Threshold 2	Per Increment 2	Days Value 2
12	2	0.25	24	2	0.387500

Using this example:

Tiered Hours to Days Rules Calculation

Hours to Convert	Logic	Calculation
8	An 8 hour value is within the 12 hours specified in Hour Threshold 1.	(8 hours/2 increment) * 0.25 days value = 1 day.
16	A 16 hour value has hours in the tiers covered by Hour Threshold 1 and Hour Threshold 2. The first 12 hours are calculated using Hour Threshold 1. The remaining 4 hours are calculated using Threshold 2.	First Tier: (12 hours/2 increment) * 0.25 days value = 1.5 days. Second Tier: (4 hours/2 increment) * 0.3875 days value = 0.775 days Total Days: 1.5 days + 0.775 days = 2.275 days