Entries - Managing Entries Guide

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

Roles Required: Super User, Supervisor, Employer

Permissions Required: N/A

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 (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 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 canceled 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 at midnight
    • One entry for the second date, starting at midnight

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

For Pending Entries

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)

1. Log in to DCI
2. Click Home on the main menu
3. Click one of the following tabs on the submenu to open the object page
   1. Employees - shows all entries for a particular employee
   2. Clients - shows all entries for a particular client
   3. Residential Programs, Day Programs, Group Services, or Parenting Programs - only these types of punches will appear on these pages (excludes punches not made within the program or group such as Training, Admin, Hourly, etc.)
   4. Cost Center - shows all entries for a particular cost center
4. Use the filters to search by specific criteria and select the Search button
5. Select the row in the entries table by clicking anywhere in the row of object (employee, client, program or group, or cost center) to open the object details page
6. Select 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
10. Click Yes to confirm

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 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 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

Related articles

• Page:
  Enter a Punch - Web Portal
• Page:
  Managing Entries - Guide
• Page:
  Entries Restriction - Day(s) of Week and Holidays
• Page:
  Add or Edit a Punch for an Employee
• Page:
  Employee - View and Search Punches