Processing/Confirming Shifts

Video: Finance - Confirming Shifts Prior to Payroll

In the next screen, you need to set your parameters to ensure that shifts for the current payroll processing week appear

From Date: Automatic set to the first day of the current pay week

To Date: Automatic set to the day before you sign in. This needs to be changed to the week ending date of the pay week you wish to process

Member Selection: Ensure this is set to All

Screen Options: Select one of the ones below

Members shifts per client

Choosing this option will group all shifts worked by a member for each client location.  Meaning the system will show a single entry for each client location the Member attended shifts within the time period applied.

Shifts will appear like this

All shifts per member

Choosing this option will group all shifts a member has worked across all client locations. Meaning a single validation screen will pull all shifts that the member worked within the time period applied regardless of the client location.

The image below shows all Members who worked during the period applied as a single row.

Member shifts per award

Choosing this option will group all shifts a member has worked by the award. Meaning a single validation screen could have multiple client locations if they have the same award

It will look like this

Once you have set your parameters, to move to the validation screen, please select

The shifts then appear in an excel-like a spreadsheet

The shifts are automatically grouped by their Verification Status and are listed alphabetically ( by first name ) within the groups

All Submitted means all timesheets for all shifts have been submitted by the member

Few Submitted means some timesheets for some shifts have been submitted by the member

No Submissions means no timesheets for any shifts have been submitted by the member

NB: All of the columns in this screen can be filtered. This allows you to verify a particular member or by status or by qualification etc

To verify, you can either double click on the member name or select

The validation screen then comes up and lists all the shifts for the selected member

The detail in the top half of the screen is collected from the Allocations screen. This displays the shift as booked.

This detail is then repeated in the bottom half of the screen but anything in this half of the screen can be edited during verification.

To verify the shift, click on the timesheet number to view the timesheet and then compare this to the actual booking.

If the timesheet submitted by the member differs from what is booked, the component of the shift that is different is highlighted in red text.

We can see in the above image that the time under Break for the last shift is highlighted in red text.

By viewing the member’s timesheet ( image below ) we can see that the shift was booked with a 40 minute break but the member is saying they had no break.

If the member is correct in what they are saying, you would click on the Break in the lower half of the screen and delete the value of 40, otherwise, leave the shift as booked.

Please note: If you change anything in the bottom half of the screen, you must select Confirm Shift Changes ( located in the middle of the screen to save these changes.

What to check during verification:

· Timesheet number entered matches the number in the image

· Client is correct

· Delivery Location is entered ( if required )

· Qualification is correct

· Expertise is entered ( if required )

· Shift Day / Date are correct

· PH ( Yes or No )

· Shift type is correct

· Start / End and break are correct

· Pay and Invoice rates are correct ( system will allow $0.00 pay and invoice )

· Pay and Invoice allowances are correct

If pay and invoice rates are missing, you will see the below on the verification screen

You will need to ensure these are corrected prior to proceeding.

If you need to add in or the member has added Travel Allowance for KM travelled, please select:

This button is located to the far right of the Confirm Shift Changes button

Enter the amount of kms travelled in the Total Distance box, navigate down to the Travel Claim section, select the Unit value, enter the pay rate and enter the invoice rate. Once you have entered everything, select this button to save

Once you have viewed all of the shifts for this member, made any necessary changes and you are happy to proceed, you select

This is located down the bottom of the screen and is in the middle.

Once selected, the pay and invoice values will be calculated and saved for later processing during the pay and invoice runs. You will also be returned to the front ( excel like ) screen.

NB: There are two other validate options, these are used if you want to pay only and not invoice or conversely, invoice only and not pay.

Pay only option is located to the left of the PAY / INVOICE button and the invoice only is located to the right of this button. Selecting any of these will also return you to the front screen.

Located just above the PAY / INVOICE button are some notes fields, these are:


Allocation Finance Notes	This field will display any finance notes entered against the shift (Red fill )
Member Timesheet Notes	This field will display any notes entered by the member whilst submitting their timesheet ( Yellow fill )
Client Timesheet Notes	This field will display any notes entered by the client whilst submitting an electronic timesheet ( if applicable )
Member Payroll Instructions	This field will display any notes that have been permanently placed against a member ( ie watch break times, always claims no break )
Client Payroll Instructions	This field will display any notes that have been permanently placed against the client ( ie mandatory 30min break for every shift over 6 hours )

Notes in these fields should be read during verification of the shift/s

Quick Shift Options

There are several quick shift options that can be used during the verification process. These can be accessed by right clicking on the shift.


Apply Timesheet Discrepancy Change	If the Member has submitted a different time from booking you have to click this to automatically update it
Set or Reset Public Holiday	It means if the public holiday was not set and shift was booked before that then we can apply the public holiday rates by clicking on this and vice versa If we have to take out the public holiday
Add Verification Notes	Insert notes that are relevant as to why a shift has been verified which will transfer through to Payroll Process Eg: no break time taken as per xxx at the facility – MM
Query Shift	Insert notes regarding a query you may have with the shift Eg: to confirm end time with facility – MM NB: shifts that are at query status are not processed in any payroll run until it is validated This will create a separate line for that member and show query shift
Remove Query Shift	This will remove the query shift which you would use once the query is completed then you can push it through to payroll
Discard Shift Permanently	If you do not need to process the shift at all Whole Shift Pay Only Portion Invoice Only Portion This will delete it Permanently so only do this if you are 100% sure
Discard Shift Temporarily	If you select this - it will discard the shift from the confirming screen so you can process everything else forward and come back to that later
Clear Submitted Timesheet Details	This is used if you wish to clear the submitted timesheet to allow another timesheet to be uploaded against the shift NB: this action reverts the shift back to booked status and reappears on the member’s app
Swap Timesheet Details	This is used if a member uploads the wrong photo against the wrong shift. Using this allows you to swap the incorrect photo to the correct shift