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Description: In this topic, the user will learn how to configure and manage other payments. Other Payments include bonus payments for eligible employees and reimbursements for eligible expenses, per a client’s authorization.
*Please note: An active employee service account for the employee/client combination is required prior to creating a new reimbursement entry, and the associated service code must have reimbursement entries enabled.
Role Required: Super User
Permission Required: Various Various based on actions below
Mode: FI
Contents
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Create a New Dollar-based Hourly Service Code that Allows Other Payments
Log
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in to DCI
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Click Settings on
...
the main menu
Click Funding Sources on
...
the submenu
Locate and open the funding source
Click Actions
...
Select New Service
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Code from the drop-down
...
Complete the
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form wizard
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as usual, but include the following criteria:
Please note: If Allow Reimbursements or Allow Bonus Payments field does not display, either the Account Type or Funding Type is incorrect.
Account Type
...
is Hourly
Funding Type
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must be Dollars
Click Yes
...
for the Allow Reimbursements and/or
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Allow Bonus Payments
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fields
Click
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Save then Yes to confirm
To Allow Other Payments on an Existing Service Code
Log
...
in to DCI
...
Click Settings on
...
the main menu
Click Funding Sources on
...
the submenu
Locate and open the funding source
Scroll down and click anywhere in
...
the service
...
code row
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to select and o
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pen the details page
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Click Actions and then
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Edit Service Code
Change radio button
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for Allow
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Reimbursements or
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Allow Bonus Payments
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to Yes
Please note: Fields will only be available if the account type is hourly and the funding type is dollars.
Click
...
Save then Yes to confirm
Create Bonus Payment Entry
*Please note: Other Payments can only be created for dollar-based hourly service codes that allow them. They can be created by a Super User, Employer, Supervisor, or user with Other Payment Admin permission.
Log
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in to DCI
Click Home on the main menu
...
Click Employees on
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the submenu
Use filters to
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search for employee and click the
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Search button to view results
Click anywhere in
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the employee
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row to open the details page
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Click Actions
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Select New Bonus
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Payment from the drop-down
Complete
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the form wizard
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Client (required)
Account
...
Type (required)
Service code (required)
Dollar
...
Amount (required): Enter the total amount of the bonus payment
Date of
...
Service (required)
Notes (optional)
Attachment (optional): Click the
...
blue Add Attachment
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link to upload supporting documents
Click
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Save then Yes to confirm
Create Reimbursement Entry
*Please note: Other Payments can only be created for dollar-based hourly service codes that allow them. They can be created by a a Super uper User, Client, Employer, Supervisor, or user user with the Other ther Payment ayment Admin permission permission. An active employee service account for the employee/client combination is required in order to create a new reimbursement entry.
Log
...
in to DCI
...
Click Home
...
on the main menu
...
Click Clients on
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the submenu
Enter the client's name in the filter and
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click Search
Click anywhere in the client row
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to open the Client Details page
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Click Actions
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Select New Reimbursement Entry
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from the drop-down menu
Complete the form wizard
Entry Type: Auto-populates to Employer Reimbursement
Client: Auto-populates to the selected client Type and select from the drop-down
Account Type (required): Select from the drop-down
Employee Name (required): Type and select from the drop-down
Service
...
Code (required): Select from the drop-down
Dollar
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Amount (required): Enter the total amount for the reimbursement
Date(s) of Service (required): Enter the date and the amount. Click the
...
blue plus sign +
...
to add additional dates and amounts. The sum of the individual dates of service must match the amount in the Dollar Amount field (total amount).
Notes (optional): Add a description
Invoice Attachments (required) -
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Click the Choose Files
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button to attach an invoice in PDF, JPG, or PNG format.
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Click Save then Yes to confirm
The system will create one parent entry for the original reimbursement request in canceled status, and one child entry for each date of service listed on the parent entry.
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Approve/Reject Pending Other Payment Entries
Log
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in to DCI
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Click Home
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on the main menu
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Click Pending Other Payments
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on the submenu
Use filters to specify search criteria and
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click Search
On the payment line, s
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elect A
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to approve
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or R
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to reject
Click anywhere in the row to open the details page
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and alternatively approve
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or reject via the Actions drop-down menu
Please note: This can also be accessed from
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the e
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ntries table on
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the client d
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etails page
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Click Yes to confirm
Edit/Reject Approved Other Payment Entries
Log
...
in to DCI
...
Click Home
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on the main menu
Click Employees on
...
the submenu
Enter the employee's name in the filter
...
and click Search
Click anywhere in the employee row
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to open
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the Employee Details page
Use the search filters in
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the entries table
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to locate
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the desired entry
Click anywhere in the row
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to open the entry details
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Click Actions
Select Edit
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Entry
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or Reject from the drop-down menu
If editing, complete needed updates.
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Click Save and Yes to confirm
*Please note:
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A compensating entry will be created, as well as the new corrected entry. The entry/entries must be approved to cancel out the original.
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Approved Other Payment entries can be processed
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through payroll
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and billing batches
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just like punch entries
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