Managing Entries - Guide

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

Roles Required: Super User, Supervisor, Employer

Permissions Required: N/A

Open

Contents:

Available Actions by Entry Status

The following outlines the actions that can be taken, based on entry status, by an employee (E) and by a user with a Supervisor role (S) for the cost center in which the entry was made.

*Please note: In FI Mode, Employer is equivalent to Supervisor throughout this document.                       

Additional Notes

• 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 11:59:59 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.              

Search Pending Entries

1. Log in to DCI with personal profile

2. Click Home on the main menu

3. Click Pending Entries on the submenu

   1. The number of Pending Entries will display on the submenu in brackets - i.e., Pending Entries (10). This alerts users to pending entries that require attention.

4. Use the filters to search for a pending entry. Search by any of the following:

   1. Date Range

   2. Punch ID

   3. Service Code

   4. Client Name

   5. Employee Name

   6. Cost Center

   7. Account Type

   8. EVV – Can select Yes

   9. Review – Can select Review Needed, or No Review Needed

5. Click Search

6. Locate the punch in the entries table or sort results by clicking on a column header

View Pending Entries

1. Log in to DCI with personal profile

2. Click Home on the main menu

3. Click Pending Entries on the submenu

   1. The number of Pending Entries will display on the submenu in brackets - i.e., Pending Entries (10). This alerts users to pending entries that require attention.

4. Use the filters to search for a pending entry and click Search

5. Locate the punch in the entries table

6. Entry table columns:

   1. Approve - Click A to approve or the red R to reject

   2. Punch ID - Number that is hyperlinked to the punch details page

   3. Service Date

   4. Start Time

   5. End Time

   6. Cost Center

   7. Client/Program Name – Name that is hyperlinked to the client or program details page

   8. Employee/Program Name – Name that is hyperlinked to the employee or program details page

   9. Service Code/Type – Type of service (i.e., group service, vacation, hourly, etc.)

   10. Amount – Amount of service in units

   11. EVV – Yes, no, or N/A

   12. Needs Review – If the entry needs review, this column will display a gray ? or a red Eye

       1. Hover over the icon to view the violation

       2. Typical violation examples include portal sign-off pending, a business rule violation, EVV failure, geofencing failed, or schedule deviation.

       3. Scroll down to the Manage Pending Entries Needs Review section of this guide for additional information

   13. Click anywhere in the entry row to view the punch detail page

       1. View widgets regarding the punch:

          1. Punch Details

          2. Account Details/Service Account

          3. EVV Details

          4. Reason Codes

       2. Click the tabs to view additional punch details such as:

          1. Reference Entries – Entries associated with the pending entry

          2. Notes and Attachments –Images associated with client attestation

          3. History

Export Pending Entries

1. Log in to DCI with personal profile

2. Click Home on the main menu

3. Click Pending Entries on the submenu

4. The number of Pending Entries will display on the submenu in brackets - i.e., Pending Entries (10). This alerts users to pending entries that require attention.

5. 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.

6. Open the .csv file from the device downloads

7. Excel will open

8. Sort and format downloaded data as needed

Manage Pending Entries Needs Review

1. Log in to DCI with personal profile

2. Click Home on the main menu

3. Click Pending Entries on the submenu

   1. The number of Pending Entries will display on the submenu in brackets - i.e., Pending Entries (10). This alerts users to pending entries that require attention.

4. If an entry needs review, the Needs Review column will display a gray ? or a red Eye

   1. Gray ? – Review the needs review column for the warning. Determine the action to take on the punch.

   2. Red Eye icon – Action is required prior to approving the punch. Review the needs review column.

5. Choose Review Needed from the drop-down in the Select Review filter to search for pending entries needing review

6. OR sort all pending entries by clicking on the Needs Review column header so that entries needing review sort to the top

7. Hover over the red-eye icon to view the violation

8. Typical violation examples include a business rule violation, EVV failure, geofencing failed, or schedule deviation.

9. Click anywhere in the entry row to view the punch detail page

10. If the error is Unverified Signature, Picture, or Voice, click the Verifications tab

    1. Click the attachment link to open and compare

    2. Click A to approve the verification or the red R to reject the verification

    3. Please note: While the verification has been approved and the issue resolved, the punch must still be approved.

11. Schedule deviation errors can simply be approved or rejected

12. Click Actions

13. Choose from the following to act and remove the Needs Review flag:

    1. Sign Off

    2. Approve

    3. Reject

    4. Edit Entry

Approve Pending Entries

1. Log in to DCI with personal profile

2. Click Home on the main menu

3. Click Pending Entries on the submenu

   1. The number of Pending Entries will display on the submenu in brackets - i.e., Pending Entries (10). This alerts users to pending entries that require attention.

4. Use the filters to search for a pending entry and click Search

5. Locate the punch in the entries table

6. Click A to approve

   1. Click Yes to confirm

7. Alternatively, click anywhere in the entry row to view the punch detail page

   1. Click Actions

   2. Select Approve from the drop-down menu

   3. Click Yes to confirm

Reject Pending Entries

1. Log in to DCI with personal profile

2. Click Home on the main menu

3. Click Pending Entries on the submenu

   1. The number of Pending Entries will display on the submenu in brackets - i.e., Pending Entries (10). This alerts users to pending entries that require attention.

4. Use the filters to search for a pending entry and click Search

5. Locate the punch in the entries table

6. Click the red R to reject

   1. Click Yes to confirm

7. Alternatively, click anywhere in the entry row to view the punch detail page

   1. Click Actions

   2. Select Reject from the drop-down menu

   3. Click Yes to confirm

Edit Pending Entries

Description: Supervisors may correct/edit an employee’s pending punch entry. Some conditions under which a supervisor might make such changes include:

• If the employee made an incorrect punch and is unable to change it themselves

• If the employee made an error entering a Day or Residential Program punch at a program

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 Edit 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

When the punch is modified, the Ref field is assigned a number that references the original punch, indicating the punch has been modified. To view the original and updated punches, select the Entries tab on the details page.

The updated employee punch assumes Unverified status, which requires the employee to log in to DCI and verify (acknowledge and concur with) the change(s). After the employee verifies the corrected punch, the status changes to Pending, and the supervisor must approve the punch.

Once approved, the approved or rejected entry will disappear from the Pending Entries screen and be shown under Entries for the program, or individually under Entries for the employee or client. 

Entries Requiring Sign Off Page (Employers Only - based on Service Code Setting)

Description: If the service code setting Enable Employer Sign-Off is set to Yes, Employers have an Entries Requiring Sign Off submenu tab where they can sign off on or reject vendor payment entries that are in Pending status. This applies to vendor payment entries for account type Hourly, or Vendor with vendor payments enabled. This functionality is only applicable in the web portal. If anyone other than the Employer creates the entry, the Employer sign off value is No and the entry flows to the Employer’s Entries Requiring Sign Off submenu tab for review.

Employer - Manage Vendor Payment Entries

1. Log in to DCI with employer profile

2. Click Employer on the main menu

3. Click Entries Requiring Sign Off on the submenu

4. Click the checkbox on the row of the entry to be managed

5. In the Action column, click the white S to sign off on the entry, or the red R to reject the entry.

6. Optionally, click the blue Select All button to select all entries, then click the green Sign Off button to sign off on all entries, or the red Reject button to reject all entries.

7. Optionally, click the blue Entry ID in the punch row to view punch details.
   Please note: Super Users and Vendor Admins can approve entries that have not been signed off on by the Employer

Auto Approval (Instance-Level Setting)

Description: 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 without a supervisor or employer manual approval when that process runs and will drop off of the pending entries list. Entries that do not meet the criteria would remain in pending status for review by the supervisor or employer.

*Please note: 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, and the entry will remain in a status of pending.

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.

Auto Approval can be configured for these account types:

• Hourly

• Client Transportation

• Residential Programs (employee punch entries only)

• Day Programs (employee punch entries 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 attestation (EVV)? (Hourly Only)

Entries with Completed Client Attestation (EVV):

• Phone EVV Entries

• Entries created with a valid FOB token

• Mobile App entries with any of the following:

  • PIN/Password attestation (EVV)

  • Signature attestation (EVV) (signature does not have to be verified unless Approve Unverified EVV field on the funding source is set to No)

  • Picture attestation (EVV) (picture does not have to be verified unless Approve Unverified EVV field on the funding source is set to No)

  • Voice Recording attestation (EVV) (recording does not have to be verified unless Approve Unverified EVV field on the funding source is set to No)

• 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)

Punch Entries by Employee

Description: Supervisors may search, view, manage, and export employee punch entries using the Employee submenu tab.

Search Entries

1. Log in to DCI with personal profile

2. Click Home on the main menu

3. Click Employees on the 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. Select the row in the entries table by clicking anywhere in the employee row to open the employee details page

7. Click the Entries tab

8. Click anywhere in the punch row on the entries table to open the punch details page

9. Use the filters to search for a specific employee entry. Search by any of the following:

   1. Date Range

   2. Punch ID

   3. Client Name

   4. Service Code

   5. Account Type – Select from drop-down

   6. Status – Select from drop-down

10. Click Search

11. Locate the punch in the entries table or sort results by clicking on a column header

View Entries

1. Log in to DCI with personal profile

2. Click Home on the main menu

3. Click Employees on the 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. Select the row in the entries table by clicking anywhere in the employee row to open the employee details page

7. Click the Entries tab

8. Click anywhere in the punch row on the entries table to open the punch details page

9. Use the filters to search for a specific employee entry. Search by any of the following:

   1. Date Range

   2. Punch ID

   3. Client Name

   4. Service Code

   5. Account Type – Select from drop-down

   6. Status – Select from drop-down

10. Click Search

11. Locate the punch in the entries table or sort results by clicking on a column header

12. Entry table columns:

    1. Id – Number that is hyperlinked to the punch details page

    2. Service Date

    3. Start Time

    4. End Time

    5. Account Type

    6. – Number that is hyperlinked to the original entry (if the punch was edited)

    7. Cost Center

    8. Client/Program Name – Name that is hyperlinked to the client or program details page

    9. Service Code

    10. Amount – Amount of service in units

    11. Status

13. Click anywhere in the entry row to view the punch detail page

    1. View widgets regarding the punch:

       1. Punch Details

       2. Account Details/Service Account

       3. Client Details

       4. Employee Details

       5. EVV Details

       6. Reason Codes

       7. Statements

    2. Click the tabs to view additional punch details such as:

       1. Reference Entries – Entries associated with the pending entry. The 5^th column (Ref.) is the original punch number. The 2^nd column (Id) is the new entry number.

       2. Notes and Attachments – Images associated with client attestation

       3. Business Rules – Displays business rule(s) associated with the entry

       4. History

Export Entries

1. Log in to DCI with personal profile

2. Click Home on the main menu

3. Click Employees on the 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. 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. Log in to DCI with personal profile

2. Click Home on the main menu

3. Click Employees on the 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 on the 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 the submenu 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 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 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

• Managing Entries - Guide

• Enter a Punch - Web Portal

• Entries Restriction - Day(s) of Week and Holidays

• Add or Edit a Punch for an Employee

• Employee - View and Search Punches