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Roles Required: Super User, Supervisor
Permissions Required: N/A
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Employment Status
Description: Identifies the employment status of the user
Edit: Employee Details-> Actions-> Edit Employee-> Employee Information
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Authentication Status
Description: Identifies the user’s ability to log into the profile
Edit: Employee Details->Actions->Edit Employee-> Authentication Information
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Client Status
Description: Identifies the status of the client. All system tasks can be done for the client regardless of client status. However, no new entries can be entered past the specified discharge date or when a client is in suspended status.
Edit: Client Details->Actions->Edit Client->Client Information
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Client Authentication Status
Description: Identifies the client’s ability to log into a client profile to complete Client Sign-Off
Edit: Client Details->Actions->Edit Client->Authentication Information
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Punch Entries Status
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 (S) for the Cost Center that the entry was made in (S).
*Please note: In FI mode, Employer is equivalent to Supervisor throughout.
Punch Entries Status | Punch Entries Description | View E S | Edit* E S | Cancel* E S | Reject 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 | ||
Open | A true clock in/out entry that has started but has not been clocked out of | X | X | X | |||||
Approved | The pending entry has been reviewed and approved by a supervisor and is ready for billing/payroll | X | X | X | X | ||||
Rejected | 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 canceledbeen 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 Entriespunch 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 status 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 midnight
- One entry for the second date, starting at midnight
Attendance/Absence Entries Status
Description: The following outlines the actions that can be taken when an attendance/absence entry is in each status.
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Payroll/Billing Entries Status
Description: Payroll and Billing Entries are created when a batch is processed based on the punch entries in the batch.
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Payroll/Billing Batch Status
Description: Payroll and Billing Batch status 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 | 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 | 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 | 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 | The batch has been reviewed, approved, and is ready to be transmitted to payroll/billing. | Processed/ Paid | Approved |
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Transmitted | 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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