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:
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 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) |
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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 the authentication status remains active, but the status will read as Extended Leave. | Dependent on the authentication status |
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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 |
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. |
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 |
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Disabled | The client cannot log in |
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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 |
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 | 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
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
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 |
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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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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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