Content Comparison

...

Description:  In this topic, the user will learn how to manage entries.

Roles Required: Super User, Supervisor, Employer

Permissions Required: N/A

Contents:

...

Description:  In this topic, the user will learn how to manage entries.

Roles Required: Super User, Supervisor, Employer

Permissions Required: N/A

Contents:

Available Actions by Entry Status

...

1. Log in to DCI with personal profile
2. Click Home on the main menu
3. Click Employees onthe submenu
4. Use the filters to search by any of the following:
   1. Employee Name
   2. Cost Center
   3. Employee Number
   4. Employee Type – Select from drop-down
   5. State – Select from drop-down
   6. State – Select from drop-down
   7. Status – Select from drop-down
5. Click Search
6. Export entries by clicking the Export button above the entries table on the right-hand side of page
   1. If no search criteria are defined, all entries in the table will be exported.
   2. If search criteria are defined, only the entries in the search criteria will be exported.
7. Open the .csv file from the device downloads
8. Excel will open
9. Sort and format downloaded data as needed

Approve Entries

...

1. Employee Name
2. Cost Center
3. Employee Number
4. Employee Type – Select from drop-down
5. State – Select from drop-down
6. Status – Select from drop-down

...

1. Select Approve from the drop-down menu
2. Click Yes to confirm

1. 1. Status – Select from drop-down
2. Click Search
3. Export entries by clicking the Export button above the entries table on the right-hand side of page
   1. If no search criteria are defined, all entries in the table will be exported.
   2. If search criteria are defined, only the entries in the search criteria will be exported.
4. Open the .csv file from the device downloads
5. Excel will open
6. Sort and format downloaded data as needed

Approve Entries

1. Log in to DCI with personal profile
2. Click Home on the main menu
3. Click Employees onthe submenu
4. Use the filters to search by any of the following:
   1. Employee Name
   2. Cost Center
   3. Employee Number
   4. Employee Type – Select from drop-down
   5. State – Select from drop-down
   6. Status – Select from drop-down
5. Click Search
6. Click anywhere in the entry row to view the punch detail page
7. Click Actions
   1. Select Approve from the drop-down menu
   2. Click Yes to confirm

Reject Entries

1. Log in to DCI with personal profile
2. Click Home on the main menu
3. Click Employees onthe submenu
4. Use the filters to search by any of the following:
   1. Employee Name
   2. Cost Center
   3. Employee Number
   4. Employee Type – Select from drop-down
   5. State – Select from drop-down
   6. Status – Select from drop-down
5. Click Search
6. Click anywhere in the entry row to view the punch detail page
7. Click Actions
   1. Select Reject from the drop-down menu
   2. Click Yes to confirm

Search, View, Manage, and Export all Entries by Object

1. Log in to DCI with personal profile
2. Click Home on the main menu
3. Click one of the following tabs on thesubmenu to open the object page:
   1. Employees - All entries for a particular employee
   2. Clients - All entries for a particular client
   3. Residential Programs, Day Programs, Group Services, or Parenting Programs - Only punches for these programs or group service will appear on these pages. This excludes punches not made within the program or group service such as Training, Administration, Hourly, etc.
   4. Cost Center - All entries for a particular cost center
4. Use the filters to search by specific criteria and click Search
5. Select the row in the entries table by clicking anywhere in the row of the object (employee, client, program or group, or cost center) to open the object details page
6. Click the Entries tab
7. Click anywhere in the punch row on the entries table to open the punch details page
8. Click Actions
9. Select Approve or Reject from the drop-down menu
10. Click Yes to confirm
11. Export entries by clicking the Export button above the entries table on the right-hand side of the page
    1. If no search criteria are defined, all pending entries in the table will be exported.
    2. If search criteria are defined, only the entries in the search criteria will be exported.
12. Open the .csv file from the device downloads
13. Excel will open
14. Sort and format downloaded data as needed

Manage Punch Entry for Employee

Description:  In this topic, the supervisor will learn how to add or edit employee punches for those they supervise. The best practice is for employees to enter and edit their punches, however, some situations require supervisor assistance (i.e., missed punches for Residential or Day Programs; approved punches that require editing, etc.).

Add a New Punch for an Employee

1. Log in to DCI with personal profile
2. Click Home on the main menu
3. Click Employees on the submenu
4. Enter the employee name in the Employee Name field then click Search
5. Click anywhere on the row to open the employee details page
6. Click Actions
7. Select New Entry to complete the form wizard
   1. Entry Type is automatically set to Punch and the Employee Name field contains the employee’s name
   2. From the Account Type menu, select the type of punch.
   3. The remaining fields will display the information that must be entered for the account type selected.
      1. Add Reason Codes: The organization may require a reason code when entering a punch, explaining why a non-EVV-compliant method of time entry has been added. Select a reason from the Add Reason Codes drop-down. Please note: Multiple reason codes may be selected simultaneously. 
      2. Add Reason Code Note: Some Reason Codes require an additional field called Add Reason Code Note to be completed. Enter a free form note to support the chosen reason code(s). Please note: The added reason code note will be saved with all selected reason codes that require a free text note.
8. Click Save and Yes to confirm

The punch appears in the employee’s entries list with a status of Unverified. The employee must verify the punch, which updates the status to Pending. The supervisor may then review and approve the pending entry.

Edit a Punch for an Employee

1. Log in to DCI with personal profile
2. Click Home on the main menuClick Employees onthe submenu
3. Use the filters to search by any of the following:
   1. Employee Name
   2. Cost Center
   3. Employee Number
   4. Employee Type – Select from drop-down
   5. State – Select from drop-down
   6. Status – Select from drop-down
4. Click Search
5. Click anywhere in the entry row to view the punch detail page
6. Click Actions
   1. Select Reject from the drop-down menu
   2. Click Yes to confirm

Search, View, Manage, and Export all Entries by Object

...

1. Employees - All entries for a particular employee
2. Clients - All entries for a particular client
3. Residential Programs, Day Programs, Group Services, or Parenting Programs - Only punches for these programs or group service will appear on these pages. This excludes punches not made within the program or group service such as Training, Administration, Hourly, etc.
4. Cost Center - All entries for a particular cost center

...

1. If no search criteria are defined, all pending entries in the table will be exported.
2. If search criteria are defined, only the entries in the search criteria will be exported.

...

Manage Punch Entry for Employee

Description:  In this topic, the supervisor will learn how to add or edit employee punches for those they supervise. The best practice is for employees to enter and edit their punches, however, some situations require supervisor assistance (i.e., missed punches for Residential or Day Programs; approved punches that require editing, etc.).

...

1. Home on the main menu
2. Click Employees on the submenu
3. Enter the employee name in the Employee Name field then click Search
4. Click anywhere on the row to open the employee details page
5. Select the Entries tab located below the demographics box
6. Click anywhere in the row to open the punch details page
7. Click Actions
8. Select Edit Entry from the drop-down menu
9. Make the necessary changes on the Entry Form wizard
10. If the organization requires a reason code when editing a punch, select a reason(s) from the Add Reason Codes drop-down that best describes why the edit is being made. Multiple reason codes may be selected simultaneously.
11. Reason codes may require a text explanation. If this requirement is selected, complete the Add Reason Code Note field. The added reason code note will be saved with all selected reason codes that require a free text note.
12. Click Save and Yes to confirm

An edited pending punch will change to rejected status and a new punch with unverified status is generated with the corrections. The Ref field is assigned a number that references the original punch, indicating the punch has been modified. The employee must log in to DCI and verify (acknowledge and concur with) the change(s), which updates the status to Pending. The supervisor must now review and approve the punch. Once approved, the approved or rejected entry will disappear from the Pending Entries screen and be visible under Entries for the program, or individually under Entries for the employee or client. 

An edited approved punch will maintain the status of approved but will reflect a Compensated flag. Two new punches are created and need to be approved; one that zeroes out the original entry, and one for the correct entry. These entries can be found on Pending Entries on the submenu or in the reference entries table on the original entry’s punch entry details page. The Ref field is assigned a number that references the original punch, indicating the punch has been modified.

Cancel a Punch for an Employee

1. Log in to DCI with personal profileprofile 
2. Click Home on the main menumenu 
3. Click Employees on the submenusubmenu 
4. Enter the employee name in the Employee Name field then click Searchfield then click Search
5. Click anywhere on the row to open the employee details page
6. Select the Entries tab located below the demographics box
7. Click anywhere on in the row to open the employee punch details page
8. Click Actions
9. Select New Entry to complete the form wizard
10. Entry Type is automatically set to Punch and the Employee Name field contains the employee’s name
11. From the Account Type menu, select the type of punch.
The remaining fields will display the information that must be entered for the account type selected.Add Reason Codes: The organization may require Cancel Entry from the drop-down menu to open the Cancel Entry form
12. If the organization requires a reason code when entering canceling a punch, explaining why a non-EVV-compliant method of time entry has been added. Select select a reason(s) from the Add Reason Codes drop-down . Please note: that best describes why the entry is being canceled. Multiple reason codes may be selected simultaneously. 
13. Add Reason Code Note: Some Reason Codes require an additional field called Add Reason Code Note to be completed. Enter a free form note to support the chosen reason code(s). Please note: Reason codes may require a text explanation. If this requirement is selected, complete the Add Reason Code Note field. The added reason code note will be saved with all selected reason codes that require a free text note.
14. Click Save and Yes to confirm

The punch appears in the employee’s entries list with a status of Unverified. The employee must verify the punch, which updates the status to Pending. The supervisor may then review and approve the pending entry.

...

1. note.
2. Click Save and Yes to confirm 

The updated employee punch remains in Approved/Processed/Paid status but will reflect a Compensated flag. A new entry zeroing out the original has been created. The Ref field is assigned a number that references the original punch indicating the punch has been modified.  

Verify an Unverified Punch for an Employee

Description: As an alternate option to the employee verifying an unverified punch, some organizations may allow a supervisor to verify (or reject) the punch from the punch details screen on behalf of the employee.

1. Log in to DCI with personal profile
2. Click Home on the main menu
3. Click Employees on the submenu
4. Enter the employee name in the Employee Name field then click Search
5. Click anywhere on the row to open the employee details page
6. Select the Entries tab located below the demographics box
7. Click anywhere in the row to open the punch details page
8. Click Actions
9. Select Edit Entry from the drop-down menu
10. Make the necessary changes on the Entry Form wizard
11. If the organization requires a reason code when editing a punch, select a reason(s) from the Add Reason Codes drop-down that best describes why the edit is being made. Multiple reason codes may be selected simultaneously.
12. Reason codes may require a text explanation. If this requirement is selected, complete the Add Reason Code Note field. The added reason code note will be saved with all selected reason codes that require a free text note.
13. Click Save and Yes to confirm

An edited pending punch will change to rejected status and a new punch with unverified status is generated with the corrections. The Ref field is assigned a number that references the original punch, indicating the punch has been modified. The employee must log in to DCI and verify (acknowledge and concur with) the change(s), which updates the status to Pending. The supervisor must now review and approve the punch. Once approved, the approved or rejected entry will disappear from the Pending Entries screen and be visible under Entries for the program, or individually under Entries for the employee or client. 

An edited approved punch will maintain the status of approved but will reflect a Compensated flag. Two new punches are created and need to be approved; one that zeroes out the original entry, and one for the correct entry. These entries can be found on Pending Entries on the submenu or in the reference entries table on the original entry’s punch entry details page. The Ref field is assigned a number that references the original punch, indicating the punch has been modified.

Cancel a Punch for an Employee

1. Log in to DCI with personal profile 
2. Click Home on the main menu 
3. Click Employees on the submenu 
4. Enter the employee name in the Employee Name field then click Search
5. Click anywhere on the row to open the employee details page
6. Select the Entries tab located below the demographics box
7. Click anywhere in the row to open the punch details page
8. Click Actions
9. Select Cancel Entry from the drop-down menu to open the Cancel Entry form
10. If the organization requires a reason code when canceling a punch, select a reason(s) from the Add Reason Codes drop-down that best describes why the entry is being canceled. Multiple reason codes may be selected simultaneously.
11. Reason codes may require a text explanation. If this requirement is selected, complete the Add Reason Code Note field. The added reason code note will be saved with all selected reason codes that require a free text note.
12. Click Save and Yes to confirm 

The updated employee punch remains in Approved/Processed/Paid status but will reflect a Compensated flag. A new entry zeroing out the original has been created. The Ref field is assigned a number that references the original punch indicating the punch has been modified.  

Verify an Unverified Punch for an Employee

Description: As an alternate option to the employee verifying an unverified punch, some organizations may allow a supervisor to verify (or reject) the punch from the punch details screen on behalf of the employee.

1. Log in to DCI with personal profile
2. Click Home on the main menu
3. Click Employees on the submenu
4. Enter the employee name in the Employee Name field then click Search
5. Click anywhere on the row to open the employee details page
6. Select the Entries tab located below the demographics box
7. Click anywhere in the row to open the punch details page
8. In the Punch Details widget box, select either the Verify or Reject button by the Status field
9. Click Yes to
10. In the Punch Details widget box, select either the Verify or Reject button by the Status field
11. Click Yes to confirm

Manage Accrued Time Entries (FI Mode Only)

The accrued time entry feature allows employees to claim paid time off against an hourly authorization. DCI does not manage the accrual of paid time off; however, an accrued time off balance can be deposited into an hourly authorization and employees can deduct from this balance. Accrued time entries allows the client if authorized to pay their employee (s) for time off. This feature is only for unit-based authorizations.

Set-Up

1. Submit a support ticket to enable the instance-level setting called Features_FIModeAccruedTime_IsEnabled

2. Create a service code

1. Account Type = Hourly

2. Funding Type = Units

3. Allow Accrued Time Entries = Yes

1. Select an Accrued Time Pay Code (pay code that will appear on the payroll for accrued time entries associated with this service code)

2. Please Note: It is possible to use this service code for both accrued time off and hourly services if needed (i.e., Client receives one authorization to cover both)

3. Create client profile if not already created

4. Create employee profile if not already created

5. Create a client funding account for the service code

6. Create and approve an authorization for the funding account

7. Create an employee service account for the employee and funding account

8. Use the Accrued Time Adjustment Entries import to add a balance to the employee service account created above

1. Import > Entries > Accrued Time Adjustment Entries

2. Please Note: Unlike authorizations, accrued time balances are always hours as a decimal, regardless of the service code settings for units/rounding.

Create an Accrued Time Entry

Accrued Time Entries can be created by the employee in the web portal and mobile web, but not in the mobile app because the entries are historical. Accrued Time Entries can also be created on behalf of the employee by Super Users, Supervisors, and Employers via the web portal.

1. Log into the web portal as an appropriate user

2. Navigate to the Add New Entry form wizard

1. Home > Employees > search and select > Actions > New Entry

3. Complete the form as follows:

1. Entry Type: Accrued Time Off

2. Account Type: Hourly

3. Client: Type and select the client name

4. Service Code: Select the service code that was created in the set-up

5. Service Date: The date for which the employee is claiming paid time off

6. Amount: The time in hours the employee is seeking to claim. Must be a whole integer no more than two digits with an optional one or two-digit decimal (i.e., 10.25).

7. Complete all other fields as normal

4. Click Save and Yes to confirm. An Accrued Time Off entry has now been created.

Accrued Time Entry Business Rule

The system runs relevant business rules, including the Accrued Time Entry Business Rule, if enabled.

• This business rule operates just like the Authorization Remaining Balance business rule except that it validates against the balance on the employee service account rather than the authorization

• Its purpose is to provide the ability to confirm if the employee submitting an accrued time entry has enough balance to cover their request

• This is a phase 1 business rule, meaning it occurs when the employee saves the entry.

• If the entry fails the business rule, the employee will see an alert when saving.

Enable the Accrued Time Entry Business Rule

1. Log in to web portal

2. Select Settings from the main menu

3. Select Funding Sources from the submenu

4. Use filters to enter parameters and click Search

5. Clink anywhere in the selected funding source row to view details page

6. Scroll down and click the Service Code tab

7. Use filters to locate a specific service code

8. Click anywhere in the service code row to view details page

9. Scroll down and click the Business Rules tab to display the business rule table

10. Select the Accrued Time Entry Business Rule to open the details page

11. Click Actions

12. Select Edit Business Rule

13. Click the Enable Checkbox

14. Click Save and Yes to confirm

Related articles

...