How to Create a Timesheet
This section provides an overview of the process for creating a timesheet in OnTarget Clinical.
From the timesheets desktop, start the timesheet by clicking Add Timesheet.
Then select the name from the employee drop-down for the timesheet being created. Next, select the pay period of the timesheet to be worked on. If the pay period required is not visible, a supervisor should be contacted. Also, review the existing timesheets to see if a timesheet has already been started against the pay period. All existing timesheets (ones that have already been started) will be displayed on the left side of the screen. Once those items have been saved, the timesheet for the current pay period will be visible on the left hand side. Click on it to begin adding time.
Both billable and non-billable time can be added to the timesheet. If the system is being used to enter notes, then the company will most likely have made the determination that billable time can only be added by importing notes to the timesheet. This ensures that what is paid out ties directly back to the documentation and the hours of service delivery provided.
By clicking on Import into Timesheet, billable time generated from notes can be brought into the timesheet. The user will be presented with a listing of notes that have been approved for payroll. These are approved notes that have never been imported into a prior timesheet and ones that don’t go past the end date of your current pay period.
In the example above, all notes approved for payroll that are prior to September 30th would be eligible for import. Even though the beginning of the pay period is September 16th, a note from September 12th is available for import. This is because it never got pulled into the September 1st-15th timesheet. One explanation would be that the note may not have gotten approved for payroll in time for the September 1st-15th timesheet to be signed. Since the staff has never gotten paid for this note, the time can be pull into the September 16th-30th timesheet.
Check the notes to be imported into the timesheet. All billable time records can be selected by clicking on the top check box. Once the selections have been made, click Import.
Billable time can be reviewed by expanding each day and by looking at the total columns. None of the time imported from a note can be edited on the timesheet. If a mistake is found with the time, the note will need to be deleted from the timesheet and the process for correcting the note should be followed. Each time record has the option to view the note directly or add a task (possibly requesting a supervisor’s unapproval of the note so that the time can be edited). Documents can also be uploaded if necessary. Line items shown in pink are ineligible for billing and/or payroll.
In order to add any additional time to the timesheet, such as non-billable time for trainings, mileage, etc., click on the Add Time Record button. Input the date, time, and then select whether it is billable or non-billable. Be aware that the company may determine that only non-billable time may be added manually. In that case, the radio button for billable would not be visible. This would mean that all billable time would have to be imported into the timesheet from the notes. If the option for billable time is available, enter in the client and choose the authorized service for the time provided. If there is not an authorization to cover the date of service, the time cannot be entered. All billable time must be covered by a valid authorization; a supervisor should be contacted in that event.
For non-billable time, select the pay type category that best suits the time entry. Note: for mileage pay types, the number of miles should be entered in the units field. For a reimbursement pay type, enter in the amount to be reimbursed. For most other pay type categories, enter in the start/end time (ex. training).
The Indirect and Out of Community boxes may be checked to designate whether the time was provided in the office and not face-to-face with the client. That is typically only necessary for billable time. Lastly, a comment may be entered to further define the time entry. After saving, just as with the billable time record, a non-billable record can be opened to create a task or to possibly upload a document.
Once entries have been made for all billable and non-billable time, the timesheet should be reviewed to verify the total hours. If any entries need to be removed, click on the delete icon. Timesheet supervisors have the ability to delete non-billable time from timesheets. If time related to a note is removed from a timesheet, be aware that the note itself will not be affected. This is only removing the note from that timesheet. The note record will still be eligible to pull into another timesheet since it is still marked as approved for payroll. The only way that the system will not see the note as eligible for import again, is if the note gets unapproved for payroll by the supervisor. The other icons available are for editing the time record and for uploading a document (DMS).
When hovering the mouse pointer over the icons under the Type column, a tool tip will show how the time was entered on the timesheet (whether it came from a note, a schedule or if it was manually entered).
There are a few other buttons found at the top of the timesheet. The Validate Timesheet button will present any warning messages that were displayed at the time the entries were made. This is usually most helpful when the supervisor is ready to approve the timesheet and would like to understand where any entries may be out of compliance before they approve the time. There are controls in security for what warning messages are allowed to be overridden. For example, input of any overlapping time may not be allowed if the security administrator has enforced that rule.
When clicked on, the Late Notes Report button will show notes that occurred before the date range of the timesheet selected, but are not found on any other timesheet. It will also show notes that occurred before or during the date range of the selected timesheet, but were signed after the date range of the selected timesheet.
Export timesheet allows for printing of the report or exporting to another file type, such as excel, PDF, etc.
The last step, once all time is entered and verified, is to sign the timesheet. Click the Sign button (bottom right corner) and enter in the password associated with the user’s timesheet. This is the same password used to sign into the program.
Once the timesheet has been successfully signed, the status of the timesheet will move from unsigned to signed. From there, a supervisor will need to approve the timesheet for payroll purposes. The supervisor will know to do so based on the signed status.
Name and date filters are available and can be useful for timesheet supervisors to focus on one pay period at a time and/or a particular caregiver’s timesheet(s).