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• Pending residential and day program entries cannot be edited by the employee unless True Clock In/Out is set to No on the associated employee service account, in which case the employee can edit or reject the pending entry.
  • All other types of entries can be edited by the employee while in pending status
• When a pending entry is edited, two entries are created:
  • The original entry moves to a rejected status
  • The new (reference) entry reflects the correct shift and has a status of unverified
• When an entry is canceled, a new entry for a negative amount that zeroes out the original entry is created and is automatically approved. Both the canceled entry and the reference entry show an approved status.
• When an entry that spans 2 days (crosses midnight) is approved, the following occurs:
  • The original entry is canceled
  • Two new entries are created in the Approved status
    • One entry for the first date, ending at midnight11:59:59 PM (23:59:59)
    • One entry for the second date, starting at midnight 12:00:00 AM (00:00:00)

Pending Entries Page

Description: The Pending Entries submenu tab houses all pending entries. View pending entry details, manually approve or reject pending entries, or export pending entries. Auto approval and frequency is an instance-level setting that the organization may enable. Pending entries that meet the criteria for auto approval will approve when that process runs and will drop off of the pending entries list. See the Auto Approval section below for more information on this process.              

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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

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