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This page provides an overview on approval of Employee Timesheets

These are topics on this page

Introduction

A consolidated listing of employee timesheets regardless of status that are accessible through the Employees>Approve Timesheet sub menu. The Approve Timesheet interface which is of similar to design to that of the schedule board, is used to approve individual or groups of employee timesheet by service status, branch, funding source and date range. The interface only supports the timesheet approval of client services either completed either through the Schedule Board or viz the Brevity Care mobile application or cancelled with a charge through the schedule board.

It represents also an important element in the Client funding and Client Invoicing batching processes, as well as validating variations of service time, travel and transport costings. As the Approve timesheet interface provides the system user with access to the timesheet record. it does therefore allow for updates to be undertaken to a selected record.

Additional information

For additional information on pay rates, timesheets and invoicing please refer to the following topics:

Navigating the Timesheet Approval page

Expand
titleCick to expand and preview the fields and objects that comprise the Approve Timesheet page

The following is an outline of the fields and objects that comprise the Approve Timesheet page:

  1. Service Legend: This element provides a legend of the client services by status listed within the Approve Timesheet interface. The count corresponding on the service colour, tells you how many service of that status are listed within the Approval page. To hide a set of services click the corresponding colour. You can observe the presence / absence of a light grey eye 👁 icon as to whether those corresponding services are visible. Alternatively select the for approval filter to show only completed services.

  2. Filter: Subject to the view selected, this field is used to filter the timesheets listed either based on a full or partial client or employee name

  3. View: This object will update the Approve Timesheet page to reflect timesheets either by employee or client.

    Employee view

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    Client view

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  4. Date Range: This object is to define the Timesheet Approval range. Date range selected is determined by the range selection of weekly or fortnightly. Clicking in the field will allow the starting date of the timesheet approval period to be set.

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  5. Range selection:

  6. Branch filter:

  7. Funding Source filter:

  8. Service approval status:

  9. Client / Employee panel:

  10. Service summary panel:

Navigating Approve Timesheet page

Expand
titleCick to expand and preview the fields and objects that comprise the Approve Timesheet page

The following is an outline of the fields and objects that comprise the Approve Timesheet page:

  1. Approved:

  2. Date:

  3. Employee:

  4. Service type:

  5. Comments:

  6. Times:

  7. Transport:

  8. KM’s:

  9. Travel time:

  10. Notes:

  11. Update Shift time:

  12. Update Transport KM’s:

  13. Update Travel time:

  14. Used Company Code:

Navigating the Timesheet Record page

Expand
titleCick to expand and preview the fields and objects that comprise the Timesheet record page

The following is an outline of the fields and objects that comprise the Employee Timesheet page:

  1. Save: This button is used to create as well as save updates to an existing record.

  2. Close: This button is used to close down the employee timesheet page.

  3. Deactivate: This button is used to adjust the activity status of the employee timesheet record.

  4. Audit History: This button is used to display an audit of changes made on the employee timesheet .

  5. Notes: This button provides access to the notes function. Notes can be retained against the employee timesheet thereby tracking actions and communications.

  6. Documents: This button provides access to the document function.

  7. Delete: This button is used to delete the employee timesheet record.

  8. Employee: This is a drop down down field that by default lists the name of the employee to which the timesheet relates. The value listed within this field SHOULD NOT be altered.

  9. Service Schedule Employee: This is a drop down down field that by default lists the name of the employee that delivered the client service for which the timesheet relates. The value listed within this field SHOULD NOT be altered. This information presented is the same as what is registered in the Employee field.

  10. Service Schedule: This is a drop down down field that by default lists the name of the employee, the service type to which the timesheet relates. The value listed within this field SHOULD NOT be altered.

  11. Service type: This is a drop down down field that by default lists the name of the service delivered to client to which the timesheet relates. The value listed within this field SHOULD NOT be altered.

  12. Approved: This field identifies the approval status of the timesheet.

  13. Paid: This field identifies the payment status of the timesheet.

  14. Start Time: Comprised of the start date and start time. The date field is used to set the commencement date of the service that was delivered to the participant. The time field is used to set the commencement time that the service was delivered to the participant. The date can be specified as free text or by using the calendar picker whereas the time can either be input in free text or selected from the time picker.

  15. End time: Comprised of the end date and end time. The date field is used to set the cessation date of the service that was delivered to the participant. The time field is used to set the cessation time of the service that was delivered to the participant. The date can be specified as free text or by using the calendar picker whereas the time can either be input in free text or selected from the time picker.

  16. Total Hours: This text field lists the service time total.

  17. Break Hours: This field lists the time that was allocated for a break during the scheduled service.

  18. Travel Time: This text field lists any travel payable in time that is associated with the client service. If time is listed travel mileage should not be reported.

  19. Travel Mileage: This text field lists any travel payable in distance that is associated with the client service. If Mileage is listed travel time should not be reported.

  20. Transport Mileage: This text field lists the distance of transport that was undertaken during the client service,

  21. Comments: This field lists a narration of any comments associated with the timesheet, example this may relate with comments related with timesheet approval.

  22. Shift Notes: This data grid list the individual or group notes raised by the support worker in respect of the client service.

  23. Timesheet name: This label reflects the employee name.

Timesheet Selection

Within the Approve timesheet interface Brevity allows you to select for approval both individual as well as multiple timesheets for one or more employees.

Approval Checklist

Absent Timesheet

Time Sheet Approval

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Timesheet approval is applicable to both cancelled services with a charge and completed client services. To approve a timesheet record observe the following steps.

Edit a Timesheet

Undo Approval

Time Sheet Query