• DCI can run a system process to automatically approve employee time entries based on the criteria set by the organization. This process is called auto approval.

• Auto approval is when the time entry meets the criteria determined by the organization, and a supervisor or employer does not need to approve it.

• Any time entries that do not meet the criteria would remain in a pending status for review by the supervisor or employer

• If an entry's funding source has the auto approval setting "Exclude From Auto Approval" set to Yes, the entry will not be attempted by auto approval, even if it passes all business rules. The entry will remain in a status of pending for supervisor or employer review.

• If the funding source of the entry has the setting "Approve Unverified EVV" set to No, the picture, signature, or voice recording must be approved before auto approval runs or the entry will fail auto approval and remain in a pending status.

  • If Approve Unverified EVV is set to No for Picture, and there is no picture on the client profile, the system will not approve (auto approval fails) and will not allow the user to approve the entry. The message “This punch cannot be accepted because EVV verifications have not been verified” displays followed by the user being unable to approve the EVV picture verification. The message “No picture on client profile exists for comparison and approval” displays.

    If Approve Unverified EVV is set to Yes for Picture, and there is no picture on the client profile, the system will allow auto approval or the user to approve the entry.

• The funding source setting Enable Auto Approval Vendor Payment (FI Mode only) allows users to determine if vendor payments should flow through the auto approval process.

  • If Yes is selected, the Require Employer Sign-Off setting becomes visible.

  • When Require Employer Sign-Off is set to Yes, Auto Approval of vendor payment entries requires Employer Sign-Off when the service code setting for Employer Sign-Off is enabled.

• The funding source setting Enable Auto Approval Reimbursements (FI Mode only) allows users to determine if reimbursements should flow through the auto approval process.

  • If Yes is selected, entries will always pass.

*Please note: There is an additional Auto Approval setting for manual entry check. This validation checks to see if an entry was made in real-time or was entered manually (not verified in real time). Please see the Manual Entry Check section below to learn more.

Auto Approval can be configured for the following account types:

• Hourly

• Client Transportation

• Residential Programs (Employee Punch entries only)

• Day Programs (Employee Punch entries only)

• Vendor (FI Mode only)

Available Criteria for Auto Approval

• Does it put the employee over 40 hours in the pay week?

• Does it put the client over the authorization?

• Did it match the schedule (within an acceptable variation)?

• Was it entered from an approved location (did it pass geofencing)? (Hourly Only)

• Does the punch entry have completed client verification? (Hourly Only)

• Did the Employer sign off on the vendor payment if required? (FI Mode, Vendor Only)

What does completed verification mean?

All of the following entries pass this check:

• Phone EVV Entries

• Entries created with a valid FOB token

• Mobile App entries with any of the following:

• PIN/Password EVV

• Signature EVV (signature does not have to be verified)

• Picture EVV (picture does not have to be verified)

• Voice Recording EVV (recording does not have to be verified)

• Entries with completed portal signoff

Business Rules

• If any of these business rules fail, the punch entry will fail auto approval.

• Authorization business rule if enabled in mode 2

• Authorization Daily Max

• Authorization Weekly Max

• Authorization Monthly Max

• Max Hours Per Week Per Employee

  • Timely Filing Employee Punch Approval (phase 3)

Manual Entry Check

This validation checks to see if an entry was made in real-time or was entered manually (not verified in real time). It is available for account type Hourly.

Real Time Entries that pass the manual entry check include entries made via:

• Real time mobile app

• Real time phone IVR

• FOB entry with valid tokens

All other entries are considered manual entries and fail the check. These entries are flagged for review and indicated by the red eye icon in the Needs Review column on the Pending Entries page. Supporting text when hovering over the eye icon states “Manual Entry.”

*Please note: This feature is always active, regardless of Auto Approval settings, including when Auto Approval is disabled and/or the Manual Entry check is disabled.

*Please note: Auto Approval is managed based on the organization's configuration settings. If interested in this feature, please submit a DCI support ticket to get started.

Related articles

Related articles appear here based on the labels you select. Click to edit the macro and add or change labels.