Description: In this quick reference you will learn about the different status options in DCI.
Roles Required: Superuser, Supervisor
Permissions Required: N/A
Employment Status
Description: Identifies the employment status of the user
Edit: Employee Details-> Actions-> Edit Employee-> Employee Information
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 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 authentication status remains active, but status will read as Extended Leave. | Dependent on authentication status |
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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
Authentication Status | Description | Automatic Status For: | Optional Status For: |
Active | User can log in | None | ● Pending ● Active ● Extended Leave |
Disabled | User cannot log in | ● Registered ● Suspended ● Terminated | ● Pending ● Active ● Extended Leave |
Locked | User cannot log in until the profile is unlocked by a supervisor or other administrator | When user failed login attempts exceeding the number set by the organization | ● Pending ● Active ● Extended Leave |
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
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. |
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
Client Authentication Status | Description | Status For: |
Active | Client can log in |
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Disabled | Client cannot log in |
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Locked | Client cannot log in until the profile is unlocked by a supervisor or other administrator | ● When user failed login attempts exceeding the number set by the organization ● Optional status if Enable Client Login is checked Yes |
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 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 has been saved and is awaiting review by supervisor. Most pending entries can be edited except for Residential and Day program entries | X | X | X* | X | X | |||
Open | True clock in/out entry that has started, but has not been clocked out of | X | X | X | |||||
Approved | Pending entry has been reviewed and approved by supervisor and is ready for billing/payroll | X | 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 | X | ||||||
Rejected | Pending entry has been reviewed and rejected by supervisor and is not eligible for billing/payroll | X | X | ||||||
Unverified | 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 entry has been included in a pending payroll batch | X | X | X | X | ||||
Processed | Approved entry has been processed in a payroll batch | X | X | X | X | ||||
Paid | Approved entry has been paid out (salaried punches that have been processed automatically show status of Paid; all other entries change to Paid 3 days after payroll was transmitted) | X | X | X | X | ||||
Write Off | Approved entry was not billable and has been written off by processing in a Write Off batch | X | X |
*Additional Notes
- 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 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 entry and the reference entry show in 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 Approved status
- One entry for the first date, ending midnight
- One entry for the second date, starting at midnight
- A setting can be enabled at the Service Code level to count Entries Crossing Midnight as one bill unit
Attendance/Absence Entries Status
Description: The following outlines the actions that can be taken when an attendance/absence entry is in each status.
Attendance/Absence Entries Status | Attendance/Absence Entries Description | View | Edit* | Cancel* | Reject | Approve |
Pending | Entry has been saved and is awaiting review by supervisor | X | X | X | ||
Approved | Pending entry has been reviewed and approved by 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 entry has been reviewed and rejected by supervisor and is not eligible for billing/payroll | X | ||||
Batched | Approved entry has been included in a pending billing batch | X | ||||
Processed | Approved entry has been processed in a billing batch | X | ||||
Paid | Approved entry has been paid (non-billable entries that have been processed automatically show status of Paid; all other entries change to Paid after billing batch is reconciled) | X | ||||
Write Off | Approved entry was not billable and has been written off by processing in a Write Off batch | X |
*Additional Notes
- 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 entry and the reference entry show in approved status.
Payroll/Billing Entries Status
Description: Payroll and Billing Entries are created when a batch is processed based on the punch entries in the batch.
Payroll/Billing Entries Status | Description | Batch Status | Actions |
Pending | Entries have been created and are awaiting review prior to 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 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 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 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 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 has been reviewed, approved, and is ready to be transmitted to payroll/billing | Processed/ Paid | Approved |
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Transmitted | Batch has been approved and transmit files have been generated | Processed/ Paid | Approved |
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Reconciled | Billing/Payroll Entries in batch have been paid. | Paid | Paid |
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