/
Managing Entries - Guide

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

 

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.                       

Entry Status

Description

View

Edit*

Cancel*

Reject

Approve

E

S

E

S

E

S

E

S

E

S

Pending

The entry has been saved and is awaiting review by the supervisor. Most pending entries can be edited except for Residential and Day program entries, which can only be edited or rejected by the employee if True Clock In/Out is set to No on the associated employee service account.

X

X

X*

X

 

 

X*

X

 

X

Open

A true clock in/out entry that has been clocked in but has not been clocked out of

X

X

 

 

 

 

 

X

 

 

Approved

The pending entry has been reviewed and approved by the supervisor and is ready for billing/payroll

X

X

 

X

 

X

 

 

 

 

Rejected

A pending entry that has been reviewed and rejected by an employee or supervisor or an original entry that has been edited

X

X

 

 

 

 

 

 

 

 

Canceled

An approved entry that has been backed out. Has been paid and/or billed correctly.

X

X

 

 

 

 

 

 

 

 

Compensated

An original entry that has already been approved, batched, or paid that has been edited. Does not necessarily indicate the entry has been paid.

X

X

 

X

 

 

 

 

 

 

Unvalidated

If a phase 2 business rule is enabled, the entry may be in unvalidated status after the entry was created, and before the business rule runs.

X

X

 

 

 

 

 

 

 

X

Unverified

The entry was made/edited on behalf of an employee and must be verified or rejected by the employee before further action can be taken. Only applicable to punch entries.

X

X

 

 

 

 

 

 

X

X

Batched

An approved entry that has been included in a pending payroll batch

X

X

 

X

 

X

 

 

 

 

Processed

An approved entry that has been processed in a payroll batch

X

X

 

X

 

X

 

 

 

 

Paid

An approved entry that has been paid out (salaried punches that have been processed automatically show a status of Paid; all other entries change to Paid 3 days after payroll was transmitted)

X

X

 

X 

 

X

 

 

 

 

Write Off

An approved entry was not billable and has been written off by processing in a Write Off batch

X

X

 

 

 

 

 

 

 

 

Void

An approved, paid, and reconciled entry that was incorrect. No further action can be taken (cannot be canceled, edited, or billed).

 

X

 

 

 

 

 

 

 

 

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, schedule deviation, or manual entry (non-real time entry).

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

  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