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Timesheets
To receive payment, you must submit a timesheet, either immediately after a shift (if you're clocking in and out) or at the end of a time period.
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On the calendar, you can view if you've submitted a timesheet or if you've been paid for a particular shift.
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A gray alarm clock indicates that you've submitted your timesheet but you have not yet been paid.
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A red alarm clock indicates that you have not yet submitted your timesheet.
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A green dollar symbol indicates that you've been paid.
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Timekeeping varies from facility to facility. Each facility sets configurations for how workers enter time, submit timesheets, and receive timesheet approval, in addition to other customizations.
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Time Entry
Time entry methods
There are two methods for time entry:
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Clocking in at the beginning of the shift, clocking out at the end of the shift, and clocking in/out for breaks. This is the standard "on the clock" timekeeping.
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Submitting a timesheet periodically. You enter time worked either immediately after a shift or enter time for all shifts at the end of the period.
Your agency sets which time entry method for you to follow for a specific facility.
Enter time for a shift
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On the calendar, click the shift that you're entering time for.
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Click Time Entry.
If you'd like to attach a single image for more than one shift in a week for a single facility, click on one shift, then click Unsubmitted. Here, you can select the Unsubmitted shifts to include in this timesheet submission.
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Enter your Time Entry Type, In Time, and Out Time.
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Click the blue plus.
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Continue adding time entries as needed. For instance, you can log your meal break time.
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Review the time entry for accuracy.
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Click Next.
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Clocking in and out with geofencing enabled
Some facilities may have geofencing enabled for clocking in and out. With geofencing, when you enter the facility where you're working and open Workforce Portal, you'll be automatically redirected to today's timesheet. You can then click Start Shift to clock in, then End Shift to clock out.
If you are scheduled to work a shift but you're not at the facility, the system prevents you from clocking in.
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Timekeeping for long-term assignments
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From the Time Entry screen, you can add shifts when you create timesheets or in advance. If you know your schedule in advance, we recommend that you add shifts before you upload your timesheet for submission.
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Shifts default to the assignment shift detail. You can modify in/out times when you create a timesheet.
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Add shifts and create timesheet
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On the Create Timesheet (Time Entry) screen, scroll down to the Add Assignment Shifts Worked section and select the applicable pay period.
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Select the shifts to add to your schedule.
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Select Add Shifts.
You'll be returned to the top of the Create Timesheet screen.
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Scroll down until you see the shifts you want to add to your timesheet.
Assignment shifts are indicated by a trash can icon.
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Check the boxes to select which shifts to add to your timesheet.
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Click Create Timesheet.
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Click the shift box and review for accuracy.
If you make any changes, scroll to the bottom, then click Save Shift.
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Confirm that the images are correct. If needed, you can upload more images.
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Click Submit Timesheet.
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Time Approval
Time approval methods
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There are three methods for time approval:
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Uploading an image of a physical timecard.
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Using e-signature in Workforce Portal.
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Approving through Facility Portal.
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Your agency sets which time approval method for you to follow for a specific facility.
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e-Signature approval
After entering time for a shift, the next step in Time Entry is Approval. With e-signature enabled, you can enter the facility approver's name and title, then ask your facility approver to sign the timesheet.
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Submit your time for the shift worked.
The screen will change from Time Entry to Approval.
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Enter the facility approver's name and title.
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Give your device to the facility approver to sign.
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Have the approver click Approve.
A snapshot of the timesheet will display. Here, you and the approver can review and, if needed, edit the timesheet.
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Click Next.
The screen will change from Approval to Summary.
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Review the timesheet for accuracy and, if needed, add comments, images, and/or mileage.
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Click Submit.
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Submit physical timecards
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These steps are for if you have a physical time card that has been signed in person at the facility.
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Step 1: Select shifts
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In Calendar, select the shift(s) you worked.
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Click Time Entry.
If you'd like to attach a single image for more than one shift in a week for a single facility, click on one shift, then click Unsubmitted. Here, you can select the Unsubmitted shifts to include in this timesheet submission.
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Ensure the times listed are correct for the shifts you worked.
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Click Next.
The screen will change from Time Entry to Approval.
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Step 2: Upload images
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Click Upload Timesheet Image.
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Click Choose File.
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Select the image to upload.
The image will display as a thumbnail preview.
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Ensure that the times on the image match what you entered in Time Entry.
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If needed, crop, rotate, or edit the image.
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To add another image, click Upload Timesheet Image and repeat the process.
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Click the blue checkmark.
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Step 3: Submit
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Click the shift box and review for accuracy.
If you make any changes, scroll to the bottom, then click Save Shift.
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Confirm that the images are correct. If needed, you can upload more images.
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Click Submit Timesheet.
The shifts and timesheet images will be grouped together.