This page provides an overview on approval of Employee Timesheets
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
The following is an outline of the fields and objects that comprise the Approve Timesheet page:
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.
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
View: This object will update the Approve Timesheet page to reflect timesheets either by employee or client.
Employee view
Client view
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.
Range selection: This object is used to set the timesheet approval period as either weekly or fortnightly.
Branch filter: This is a drop down field that allows for timesheets to be filtered by organisation branches. This filter only has relevance where multiple branches has been registered within Brevity.
Funding Source filter: This is a drop down field that allows for timesheets to be filtered by funding source.
Service approval status: This object lists three buttons. Selecting ALL will list will all client services irrespective of status, NOT APPROVED will list all service irrespective of status that are not YET approved and FOR APPROVAL will list only completed and cancelled services with a charge that are not YES approved.
Client / Employee panel: This panel will list particulars of either the Client or the Employee. Determined by the view that is selected. Refer above to (3) for images of the different views. When viewing timesheets by employee, the information displayed includes the employee name, role and compliance status , number of hours billable or non billable and travel time within the timesheet. When viewing timesheets by client, the information displayed includes the client name, number of hours billable or non billable and travel time within the timesheet.approval period. Compliance status not relevant for client.
Service summary panel: This panel lists the particulars of the service either received by the participant. Refer above to (3) for images of the different views. Double clicking the service panel When viewing timesheets by employee, the information displayed within the service panel will include Service Start and End Times, duration of service. description of the service, client name, funding source, shift notes and timesheet comments, travel and transport costings, billable flag, feedback rating and client signature when completed through the mobile application. When viewing timesheets by client, the information displayed within the service panel will include Service Start and End Times, duration of service. description of the service, employee name, funding source, shift notes and timesheet comments, travel and transport costings, billable flag, feedback rating and client signature when completed through the mobile application.
Navigating Approve Timesheet page
The following is an outline of the fields and objects that comprise the Approve Timesheet page:
Approved: This column identifies the timesheets that are to be approved. To exclude a timesheet from approval deselect this field.
Date: This column identifies the date of client service to which the employee timesheet relates.
Employee: This column identifies the name of the employee that delivered the service to the client.
Service type: This column identifies a description of the service delivered to the client.
Comments: This column identifies comments registered to the timesheet. Timesheet comments can be input during shift completion within the Timesheet comment (most common when there is a variation being clock on/off time and service start/end time or when undertaking updates to the timesheet once the service has been completed.
Times: This column identifies the service start and end times as well duration of client service. any variations of the service time due to late/early clock in/out by the support worker will be reflected in red text.
Transport: This column identifies transport costings if these are payable on the client service.
KM’s: This column identifies total kilometers traveled during the service.
Travel time: This column identifies total travel registered during the service.
Notes: This column identifies the case/shift notes registered during client service. Shift notes can be also updated once the service has been completed.
Update Shift time: This column lists a collection of drop down values. The values available are used to determine what the support worker is paid based on whether a service time variation is updated to reflect the revised service time.
Update Transport KM’s: This column lists a collection of drop down values. The values available are used to determine whether the support worker is paid for any associated transport costs.
Update travel KM’s: This column lists a collection of drop down values. The values available are used to determine whether the support worker is paid for any associated travel costs with service.
Update Travel time: This column lists a collection of drop down values. The values available are used to determine whether the support worker is paid for any associated travel costs with service.
Used Company Code: This column identifies whether a resource booking was associated with the client service.
Approve: Clicking this button will approve all timesheets marked with a tick in the Approved column.
Close: Clicking this button will exit you from the Approve Timesheet page.
Navigating the Timesheet Record page
The following is an outline of the fields and objects that comprise the Employee Timesheet page:
Save: This button is used to create as well as save updates to an existing record.
Close: This button is used to close down the employee timesheet page.
Deactivate: This button is used to adjust the activity status of the employee timesheet record.
Audit History: This button is used to display an audit of changes made on the employee timesheet .
Notes: This button provides access to the notes function. Notes can be retained against the employee timesheet thereby tracking actions and communications.
Documents: This button provides access to the document function.
Delete: This button is used to delete the employee timesheet record.
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.
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.
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.
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.
Approved: This field identifies the approval status of the timesheet.
Paid: This field identifies the payment status of the timesheet.
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.
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.
Total Hours: This text field lists the service time total.
Break Hours: This field lists the time that was allocated for a break during the scheduled service.
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.
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.
Transport Mileage: This text field lists the distance of transport that was undertaken during the client service,
Comments: This field lists a narration of any comments associated with the timesheet, example this may relate with comments related with timesheet approval.
Shift Notes: This data grid list the individual or group notes raised by the support worker in respect of the client service.
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.
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.
