Description: In this quick reference article, the user will learn about the different status options in DCI.

Roles Required: Super User, Supervisor

Permissions Required: N/A


Contents:

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

  • No new service accounts or entries can be created for the employee until the status is changed to Active

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)

  • All supervisor actions (manage service accounts, add entries, manage roles and permissions, review pending punches, etc.)

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

  • Dependent on the authentication status


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

The user can log in

None

● Pending

● Active

● Extended Leave

Disabled

The user cannot log in

● Registered

● Suspended

● Terminated

● Pending

● Active

● Extended Leave

Locked

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

 

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

The client can log in

  • Optional status if Enable Client Login is checked Yes

Disabled

The client cannot log in

  • Automatic status if Enable Client Login is checked Yes

Locked

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


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 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

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

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 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 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 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



Write Off

An approved entry was not billable and has been written off by processing in a Write Off batch

X

X







*Additional Notes

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

The entry has been saved and is awaiting review by the supervisor

 X



X

X

Approved

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

The pending entry has been reviewed and rejected by the supervisor and is not eligible for billing/payroll

X





Batched

An approved entry has been included in a pending billing batch

X





Processed

An approved entry has been processed in a billing batch

X





Paid

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

An approved entry was not billable and has been written off by processing in a Write Off batch

X





 

*Additional Notes

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 before being approved

InProcess or Processed

  • Edit entries using Payroll or Billing overrides as needed

Approved

Entries have been reviewed and approved for transmitting

Approved or Transmitted

  •  No changes can be made to approved payroll entries
  • Billing comments can be added to entry using “Edit Entry”
  • Original punch can be edited (ref entry on punch entry referenced on payroll/billing entry)

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

  • No changes can be made to paid payroll entries.
  • Billing comments can be added to entry using “Edit Entry”
  • The original punch can be edited (ref entry on punch entry referenced on payroll/billing entry)


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

  • Add/remove punch entries
  • Process Batch

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

  • None
  • Users can perform other tasks in the system while this step finishes

Processed

The batch has been processed and payroll/billing entries are ready for review

Processed

Pending

  • Billing/Payroll Entries
  • Approve Batch

Approve InProcess

Approval is in process. This step can take anywhere from a few minutes to a few hours to complete.

Processed

Pending/ Approved

  • None
  • Users can perform other tasks in the system while this step finishes

Approved

The batch has been reviewed, approved, and is ready to be transmitted to payroll/billing.

Processed/ Paid

Approved

  • Transmit Batch

Transmitted

The batch has been approved and transmit files have been generated

Processed/ Paid

Approved

  • Download Files
  • Reconcile Batch

Reconciled

Billing/Payroll Entries in the batch have been paid

Paid

Paid

  • Edit Billing/Payroll Entries



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