This is an overview of approval of Employee Timesheets
Introduction
A consolidated list of Employee Timesheets, regardless of their status, is accessible via the Employees>Approve Timesheet sub menu. The Approve Timesheet screen is similar in design to the Schedule Board, and can be used to approve Timesheets submitted by individual Employees or Employee groups, by service status, Branch, funding source and date range. Approve Timesheet only allows approval of client services that have been completed via the Schedule Board or the mobile app, or cancelled via the Schedule Board with a charge.
Approve Timesheet is important to the Client funding and Client Invoice batch processes, and in validating variations in service time, and travel and transport costings. It also enables Timesheets to be updated.
Additional information
For more information on pay rates, timesheets and invoicing see:
Navigating the Timesheet Approval page
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The following is an explanation of the fields and elements that comprise the Approve Timesheet screen:
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Navigating Approve Timesheet page
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The following is an outline of the fields and objects that comprise the Approve Timesheet page:
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Navigating the Timesheet Record page
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The following is an outline of the fields and objects that comprise the Employee Timesheet page:
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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.
Single select a timesheet
To select an individual timesheet for approval, you can search for your timesheets either by employee or client, set the timesheet reporting range as either week/fortnight followed by the starting date of the timesheet reporting period.
Select if applicable your branch and funding source filters followed by clicking the approval button to update the timesheet listing.
Go to the timesheet panel and select the timesheet period that is to be approved as shown below.
Multi select timesheets
To select multiple timesheets for approval, you can search for your timesheets either by employee or client, set the timesheet reporting range as either week/fortnight followed by the starting date of the timesheet reporting period.
Select if applicable your branch and funding source filters followed by clicking the approval button to update the timesheet listing.
Select the image opposite left of the employee/client name to select all timesheets listed within the timesheet period, as shown below.
Multiple timesheets can also be selected by clicking with your mouse the individual timesheets listed with the timesheet period, as shown below.
Approval Checklist
When approving timesheet it is recommend that you check the following on the service panel within the timesheet approval page:
Correct service start and end times and duration, if there is a shift variation (presented in red) ensure the variation is investigated to determine whether the client service is to be updated.
Correct service delivered to the client on that day
Service delivered by appropriate support worker.
Are there timesheet comments where there is a service time variation.
Start and end location of service, the presence of travel and transport costs.
Feedback rating.
Presence of case/progress notes.
Presence of a client signature.
Absent Timesheet
There will be occasions when a timesheet record may not have been created when a client service is completed through the Brevity Care mobile application. From within the Timesheet Approval page, client shift panels, that don't have an accompanying timesheet record are identified with the - - hrs,and double clicking the shift panel will present the timesheet page, absent of data, as shown below.
To address the absence of a timesheet you are to observe the following steps:
From within the Timesheet Approval page make note of the employee, the date and time of the client service.
Select the Schedule Board icon to present the scheduling page.
Select either the Employee or Client schedule board record view.
Within the search field input either the employee or client name.
Schedule board service period to be updated to correspond with the timesheet approval period, so as to present the service that does not have a corresponding timesheet.
Based upon date and time, highlight the service record.
Select the undo complete icon to reset the selected service back to schedule.
Re-select the scheduled service followed by the Complete selected Shifts icon to set the service status as complete.
Return back to the Approve Timesheet page. Select the timesheet approval period, apply your record filters, and select the date and service time.
Highlight the service followed by the approve selected timesheets icon to open the Approve Timesheet page to Approve the selected record.
Time Sheet Approval
Timesheet approval is applicable to both cancelled services with a charge and completed client services. To approve a timesheet record observe the following steps.
Select the timesheet approval period, apply your record filters, and select the date and service time.
Select either the employee or client view and optionally input the employee or client name.
Highlight the one of more services as outlined under the topic timesheet selection.
Select the approve selected timesheets icon to open the Approve Timesheet page.
Review the time sheets listed.
Ensure values are specified within the drop down columns and time variations have been investigated.To exclude a timesheet deselect the Approved column.Click the Approve button to close the page and update the selected services with
icon in the top right of the the service panel.
Edit a Timesheet
To edit a timesheet record observe the following steps:
Access the Employees> Approve Timesheet sub menu.
Select the timesheet approval period,
Apply your record filters, and select the date and service time.
Double click on the service panel to open the accompanying timesheet record.
Edits on the Timesheet record are limited to the following:
✴Update of the Timesheet approval status.
✴Update of the start and end times of the timesheet.
✴Update Travel or Transport time &/or mileage.
✴Assignment of comments.
✴Assignment of notes.
✴Updates to the shift notes.Click the SAVE button to update the Timesheet with the changes made.
Click the CLOSE button to exit back to the Timesheet list
Undo Approval
To undo a timesheet approval select the timesheet approval period, apply your record filters, and select the date and service time. Highlight the service followed by the undo approve icon. A pop up screen will be presented to confirm the undo, upon selecting OK, the Approve Timesheet page will refresh automatically, removing the icon from the service panel.
Time Sheet Query
A timesheet can only be queried if the service is completed and the underlying timesheet has not been approved. Query notes can be assigned to an individual or multiple of timesheets. To query a timesheet observe the following steps:
Select the timesheet approval period, apply your record filters, and select the date and service time.
Select either the employee or client view and optionally input the employee or client name.
Highlight the one of more services as outlined under the topic timesheet selection.
Select the Query timesheet icon to open the query input page.
Within the Query text line input the particulars of the comment that will be registered to one or more timesheets selected within the Approve Timesheet page.
Select the OK button to close the page and update the selected timesheets with the query text.
Top right of the timesheet will be flagged with a❓icon.Hovering the cursor over the shift panel will make visible the timesheet query text as a pop up, as shown below.
