Submit your Timesheet at the end of a Pay Period.
We recommend that you submit a timesheet only at the end of a pay period and that you have made sure that you have rendered all sessions for that pay period prior to going into the Submit Timesheet Tab. Please check your sessions on the My Schedule tab to make sure all have been Rendered or put into Cancelled status PRIOR to going into the Submit Timesheet Tab. If you attempt to submit a timesheet and you have not rendered all sessions for the selected pay period, the system will ask you to go back and render all billable sessions and also will inform you that the timesheet has NOT been submitted successfully.
Tip: You are able to view sessions by Pay Period within the My Schedule Tab to easily check your list of sessions prior to submitting your timesheet.
- Select Pay period - Be sure to select the correct pay period. Once the pay period is selected it does lock all sessions that have been rendered within that pay period. This means you will not be able to change the session’s status after it has been pulled through this stage for viewing.
- Week View- When the pay period is selected, it defaults to the Week view. In the week view you will see the weekly totals for each week within the Pay period. You are able to select which week you would like to view. The number of weeks shown depends on how the facility’s pay periods are set up. (Weekly, Bi-weekly, Monthly, etc..)
- Pay Period View - This view shows you the whole pay period with the total amount of hours at the bottom. This feature was added at a later date. If you do not see this view within the submit timesheet tab, have an administrator of the facility contact our support team to activate it for your facility.
- Day View - This section you want to use if you have sessions overlapping and/or you are wanting to add non billable hours to your timesheet.
- Overlapping sessions and Exclude button- The Exclude button is mostly used to exclude sessions from the timesheet that overlap with other sessions that are at the same time(group sessions). EXAMPLE(see screenshot below): The system thinks the staff member is trying to get paid for 4 hours when in reality they were only physically there for 2 hours. So in this case you would exclude all sessions that overlap but one. If you exclude a session, it will not exclude the session from billing, only within the timesheet.
- Add Button - This button is used to add a non billable session to the timesheet by the staff member. This option may be removed by request. Contact support to have it removed, if needed.
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Add Drive Button- Clicking this button will auto calculate from Google Maps the miles and time in between sessions. It will NOT calculate from home to the first session or from the last session to staff’s home. This is an extra feature that needs to be turned on by our support team and will be needed to be requested by an Administrator.
- Submit Timesheet Button - Click the Submit Timesheet button once all has been reviewed. Then Approve and Submit. You are able to edit the message within the Approve and Submit box within the Manager Module.
If the timesheet is submitted successfully, you will see the following message:
No further action is needed.
The 2 Most Common Errors:
If the timesheet is NOT submitted successfully and has overlapping sessions, you will see the following message:
Solution: go into the day view for the sessions listed in the error and exclude the overlapping sessions. Leave only one included.
If the timesheet is NOT submitted successfully and the provider/staff has billable sessions still in confirmed status, you will see the following message:
Solution: Go back to the My Schedule tab and check to see if there are any billable sessions left in confirmed status that need to be either rendered or placed in cancelled status. If you are not able to place in cancelled status, contact the administrator or scheduler to cancel for you.
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