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

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, when an entry is in each 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 . All other types of entries can 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 an a pending entry is edited, two new entries are created that need to be approved:
  • The original entry moves to a rejected status
  • The new (reference) entry reflects the correct shift and has a status of unverified
  • 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 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

Employee Punch Entries - Approve, Reject, View, Search or Export

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Pending Entries

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1. Log in to DCI
2. Click Home on the main menu
3. Click Pending Entries on the submenu
4. Use the filters to search for a punch or group of punches and select the Search button
5. Locate the punch in the entries table
6. Click A in the entry row to approve the punch or the red R to reject the punch
7. Click Yes to confirm
8. Click anywhere in the entry row to view the Punch Detail page
9. To export the entries table to a CSV file, click the Export button

All Entries by Object (employee, client, program or group, or cost center)

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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 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. 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 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. 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 onthe 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

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Correcting/Editing Pending Employee Punches

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
2. Click Home on the main menu
3. Click Employees on the submenu
4. Use filters to search for the employee and click anywhere on the employee row to open the employee details page
5. Scroll down to the entries table and click on the hyperlinked IDof the punch to be edited
   1. Optionally use the filters to search for the punch and click Search
6. View the punch details
7. Click Actions
8. Select Edit Entry
9. Make the necessary changes on the Edit Entry form wizard
10. If the organization requires a reason code when editing a punch, click on the Blue Plus (+) Sign button next to the reason field
11. Select a reason from the Add Reason Codes drop-down that best describes why the edit is being made
12. Reason codes may require a text explanation. If this requirement is selected, a text box will appear where text must be entered.
13. Click the Blue Plus (+) Sign next to the Add Reason Codes drop-down to add the selection to the Added Reason Codes box
14. Click Save and Yes to confirm
15. The new punch will have a Ref. Entry # listed and is linked to the original punch
16. To view the original and new punch 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) the change(s). When the punch is modified, the Ref field is assigned a number that references the original punch, indicating the punch has been modified.

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. 

After the employee verifies the corrected punch, the status changes to Pending, and the supervisor must approve the punch.

Correcting/Editing Approved Employee Punches

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

• An employee requests the change after a punch has been approved
• An error is realized after a punch has been approved, processed for payroll, or paid
• Changes that might require a correction and can be solved by editing the punch include:
  • Date
  • Start Time
  • End Time

1. Log in to DCI
2. Click Home on the main menu
3. Click Employees Pending Entries onthe submenu
   1. Use filters to search for the employee and click anywhere on the employee row to open the employee details page
   2. Scroll down to the entries table and click on the hyperlinked IDof the punch to be edited
      1. Optionally use the filters to search for the punch and click Search
   3. View the punch details
   4. Click Actions
   5. Select Edit Entry
   6. Make the necessary changes on the Edit Entry form wizard
   7. If the organization requires a reason code when editing a punch, click on the Blue Plus (+) Sign button next to the reason field
   8. Select a reason from the Add Reason Codes drop-down that best describes why the edit is being made
   9. Reason codes may require a text explanation. If this requirement is selected, a text box will appear where text must be entered.
   10. Click the Blue Plus (+) Sign next to the Add Reason Codes drop-down to add the selection to the Added Reason Codes box
   11. Click Save and Yes to confirm
   12. The new punch will have a Ref. Entry # listed and is linked to the original punch
   13. To view the original and new punch select the Entries tab on the details page

   The updated employee punch will stay in Approved/Processed/Paid Status but will show a Compensated flag. When the punch is modified, the Ref field is assigned a number that references the original punch, indicating the punch has been modified.

   Two new entries have been 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.

   Canceling Approved Employee Punches

   Supervisors may cancel an employee’s punch entry. Some conditions under which a Supervisor might cancel an entry are:

   • An employee requests a change other than date or time after a punch has been approved
   • An error other than date or time is realized after a punch has been approved, processed for payroll, or paid
   • Changes other than date or time might include:
     • Cost Center
     • Client
     • Service Code
     • Program
   1. Log in to DCI
   2. Click Home on the main menu
   3. Click Employees on the submenu
   4. Use filters to search for the employee and click anywhere on the employee row to open the employee details page
   5. Scroll down to the entries table and click on the hyperlinked IDof the punch to be edited
      1. Optionally use the filters to search for the punch and click Search
   6. View the punch details
   7. Click Actions
   8. Select Cancel Entry
   9. Click Yes to confirm

   The updated employee punch will stay in Approved/Processed/Paid Status but will show a Compensated flag. When the punch is modified, the Ref field is assigned a number that references the original punch, indicating the punch has been modified.

   Making Punch Entries for an Employee

   If an employee is unable to make a punch entry for themselves, a supervisor can make them for the employee. After the supervisor makes the entry, the employee must verify it and then the supervisor performs a final approval.

   1. Log in to DCI
   2. Click Home on the main menu
   3. Click Employees on the submenu
   4. Use filters to search for the employee and click anywhere on the employee row to open the employee details page
   5. Click Actions
   6. 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.
   7. Click Save and Yes to confirm

   The punch appears in the employee’s entries list with a status of Unverified. The employee must now verify the punch then the status will be Pending. The supervisor must approve the pending entry.

   Verify an Unverified Punch for an Employee

   As an alternate option to the employee verifying a punch, a supervisor can verify or reject the punch from the punch details screen on behalf of the employee.

   1. Log in to DCI
   2. Click Home on the main menu
   3. Click Employees on the submenu
   4. Use filters to search for the employee and click anywhere on the employee row to open the employee details page
   5. Scroll down to the entries table and click on the hyperlinked IDof the punch to be edited
      1. Optionally use the filters to search for the punch and click Search
   6. View the punch details
   7. Click Actions
   8. Select Verify or Reject
   9. Click Yes to confirm

   ...

   1. 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.
   2. 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.
   3. Choose Review Needed from the drop-down in the Select Review filter to search for pending entries needing review
   4. OR sort all pending entries by clicking on the Needs Review column header so that entries needing review sort to the top
   5. Hover over the red-eye icon to view the violation
   6. Typical violation examples include a business rule violation, EVV failure, geofencing failed, or schedule deviation.
   7. Click anywhere in the entry row to view the punch detail page
   8. 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.
   9. Schedule deviation errors can simply be approved or rejected
   10. Click Actions
   11. 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 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 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 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:

   • 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 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, 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. 

   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 thesubmenu
   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 thesubmenu
   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 onthe 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 onthe 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 onthe 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 thesubmenu 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

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