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Employment Status | Description | Employee Actions | Supervisor Actions |
Registered | A profile has been created, but the user has not yet confirmed the activation email. | The employee must confirm registration using the email link before being able to log in |
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Pending | The user has activated their profile using the email link and is ready to be changed to Active. | ● Log in ● Create entries for training punches ● Change Password/Pin/ Security Question/ Email | ● Edit employee ● Manage employee roles and permissions No new service accounts can be created for the employee until the status is changed to Active |
Active | The user can log in and perform all actions per the assigned roles and permissions | All employee actions (view entries/accounts, create entries, change password/pin/security question/email) |
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Suspended | The user is suspended, and the profile cannot be logged into (authentication status has been disabled). | None | ● Supervisors can perform all supervisor actions for this user ● Entries can still be processed for payroll |
Terminated | The user is no longer an employee, and the profile cannot be logged into (authentication status has been disabled). | None | ● Supervisors can perform all supervisor actions for this user ● Entries can still be processed for payroll |
Extended Leave | The user is on a leave of absence. Users are still able to log in if the authentication status remains active, but the status will read as Extended Leave. | Dependent on the authentication status |
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Authentication Status | Description | Automatic Status For: | Optional Status For: |
Active | User The user can log in | None | ● Pending ● Active ● Extended Leave |
Disabled | User The user cannot log in | ● Registered ● Suspended ● Terminated | ● Pending ● Active ● Extended Leave |
Locked | User The user cannot log in until the profile is unlocked by a supervisor or other administrator | When a user failed login attempts exceeding the number set by the organization | ● Pending ● Active ● Extended Leave |
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Edit: Client Details->Actions->Edit Client->Client Information
Client Status | Description |
Active | The client is actively receiving services |
Deceased | The client has passed away and no longer receives services |
Inactive | The client is not actively receiving services |
Discharged | The client has exited the agency and will no longer receive any services |
Suspended | The client has temporarily ended services , but plans to resume, i.e., hospitalizations. No new entries can be made on a client while the status is suspended. |
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Client Authentication Status | Description | Status For: |
Active | Client The client can log in |
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Disabled | Client The client cannot log in |
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Locked | Client The client cannot log in until the profile is unlocked by a supervisor or other administrator | ● When a user failed login attempts exceeding the number set by the organization ● Optional status if Enable Client Login is checked Yes |
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Description: The following outlines the actions that can be taken when an entry is in each status by an employee (E) and by a user with a Supervisor role for the Cost Center that the entry was made in (S).
Punch Entries Status | Punch Entries Description | View E S | Edit* E S | Cancel* E S | Reject E S | ||||
Pending | Entry 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. | X | X | X* | X | X | X | ||
Open | True A true clock in/out entry that has started , but has not been clocked out of | X | X | X | |||||
Approved | Pending The pending entry has been reviewed and approved by a supervisor and is ready for billing/payroll | X | X | X | X | ||||
Rejected | Pending A pending entry that has been reviewed and rejected by the employee or supervisor or an original entry that has been edited | X | X | ||||||
Canceled | An approved entry that has been canceled | 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 prior to before the business rule runningruns. | X | X | X | |||||
Unverified | Entry 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 | Approved An approved entry that has been included in a pending payroll batch | X | X | X | X | ||||
Processed | Approved An approved entry that has been processed in a payroll batch | X | X | X | X | ||||
Paid | Approved 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 status 3 days after payroll was transmitted) | X | X | X | X | ||||
Write Off | Approved An approved entry was not billable and has been written off by processing in a Write Off batch | X | X |
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- Pending residential and day program entries cannot be edited by the employee. 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 in 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 midnight
- One entry for the second date, starting at midnight
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Attendance/Absence Entries Status | Attendance/Absence Entries Description | View | Edit* | Cancel* | Reject | Approve |
Pending | Entry The entry has been saved and is awaiting review by the supervisor | X | X | X | ||
Approved | Pending The pending entry has been reviewed and approved by a supervisor and is ready for billing/payroll | X | X* | X | ||
Canceled | An approved entry has been canceled, or rejected, by the supervisor which creates a new entry for a negative amount that zeroes out the original entry. Both entries show a status of approved. | X | ||||
Rejected | Pending The pending entry has been reviewed and rejected by the supervisor and is not eligible for billing/payroll | X | ||||
Batched | Approved An approved entry has been included in a pending billing batch | X | ||||
Processed | Approved An approved entry has been processed in a billing batch | X | ||||
Paid | Approved An approved entry has been paid (non-billable entries that have been processed automatically show a status of Paid; all other entries change to Paid status after the billing batch is reconciled) | X | ||||
Write Off | Approved An approved entry was not billable and has been written off by processing in a Write Off batch | X |
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- Approved residential and parenting program entries cannot be edited, but they can be canceled. Day program attendance/absence entries can be edited.
- When an entry is edited, two new entries are created that need to be approved
- One entry for a negative amount that zeroes out the original entry
- One entry for a positive amount that reflects the correct shift
- 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 cancelled canceled entry and the reference entry show in an approved status.
Payroll/Billing Entries Status
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Payroll/Billing Entries Status | Description | Batch Status | Actions |
Pending | Entries have been created and are awaiting review prior to before being approved | InProcess or Processed |
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Approved | Entries have been reviewed and approved for transmitting | Approved or Transmitted |
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Paid | Entries are non-payable or non-billable, have been paid (status changes from Approved to Paid 3 days after payroll batch is transmitted or when billing batch is reconciled) | Approved or Transmitted |
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Payroll/Billing Batch Status
Description: Payroll and Billing Batch status allows allow the user to know what actions can be taken and where the batch is in the process.
Payroll/Billing Batch Status | Description | Punch Status | Billing/Payroll Entry Status | Actions |
Pending | Batch A batch has been created | Batched | N/A |
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Canceled | All entries have been removed from a pending batch | N/A | N/A | None |
InProcess | Batch The batch is in process. This step can take anywhere from a few minutes to a few hours to complete. | Batched/ Processed | Pending |
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Processed | Batch The batch has been processed and payroll/billing entries are ready for review. | Processed | Pending |
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Approve InProcess | Approval is in process. This step can take anywhere from a few minutes to a few hours to complete. | Processed | Pending/ Approved |
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Approved | Batch The batch has been reviewed, approved, and is ready to be transmitted to payroll/billing. | Processed/ Paid | Approved |
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Transmitted | Batch The batch has been approved and transmit files have been generated | Processed/ Paid | Approved |
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Reconciled | Billing/Payroll Entries in the batch have been paid. | Paid | Paid |
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