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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

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1. Log in to DCI with personal profile
2. Click Home on the main menu
3. Click Pending Entries onthe 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:

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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 fromthe 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, click the blue Plus (+) Sign next to the reason fieldSelect a reason from the 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 text box will appear where text must be entered.
13. Click the blue Plus (+) Signnext to the Add Reason Codesdrop-down to add the selection to the Added Reason Codes box
14. Click Save andYesto confirm
15. free text note.
16. Click Save and Yes to confirm

When the 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.

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• Hourly
• Client Transportation
• Residential Programs (employee punch entries only)
• Day Programs Programs (employee punch entriesonlyentries only)

Available Criteria for Auto Approval

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• 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 the these business rules fail,  the the punch entry will 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.

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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.
   4. 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. 1. 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.
   2. 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
   5. Log in to DCI with personal profile
   6. Click Home on the main menu
   7. Click Employees on the submenu
   8. Enter the employee name in the Employee Name field then click Search
   9. Click anywhere on the row to open the employee details page
   10. Select the Entries tab located below the demographics box
   11. Click anywhere in the row to open the punch details page
   12. Click Actions
   13. Select Edit Entry from the drop-down menu
   14. Make the necessary changes on the Entry Form wizard
   15. If the organization requires a reason code when editing a punch, click the blue Plus (+) Sign next to the reason fieldSelect a reason 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.
   16. 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 text box will appear where text must be entered.
   17. Click the blue Plus (+) Sign next to the Add Reason Codes drop-down to add the selection to the Added Reason Codes box
   18. free text note.
   19. Click 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. 

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   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, click the blue Plus (+) Sign next to the reason fieldSelect a reason select a reason(s) from the Add Reason Codes drop-down that best describes why the edit entry is being madecanceled. 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 text box will appear where text must be enteredfree text note.
   12. Click the blue Plus (+) Sign next to the Add Reason Codes drop-down to add the selection to the Added Reason Codes box
   13. 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.

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   1. 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

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   1. confirm

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