How to Enter and Process Sleepover Shifts (Including Split & Finance Approval)

1. Pre‑requisites (Setup) 

Before using this process, make sure: 

- Sleepover shift type exists

- Confirm the client has a Sleepover (or equivalent) shift type set up in:  Masters > Allocation Master > Member Shifts. 

If needed, refer to: How to implement sleepover shift types and pay member as an allowance.

Rates are configured 

- Confirm the relevant rate table (e.g. NDIS Aug 2025) includes the correct:  Sleepover shift type and Linked allowance / rate for sleepover 

- This ensures the correct pay and bill rates will apply automatically. 

2. Entering a Sleepover Shift (Allocations) 

When creating the shift in Allocations: 

Create the shift 
- Open the relevant client/location. 
- Choose the appropriate Sleepover shift type. 

Enter the main shift times 
- Set Start Time to the date/time the member arrives (Day 1). 
- Set End Time to the date/time the member leaves (the following day). 
- This covers the full overnight period. 

Open Sleepover Details 
- Click Sleepover Details (or equivalent button/section). 
- Enter the sleepover component (e.g. 8 hours as per the client’s rules). 
- Save/update the shift so the sleepover details are stored. 

The system now has: 

- The full duration of the shift (arrival to departure), and 
- The specific sleepover allocation within that timeframe.

 

Member Submits Timesheets 

- The member works the sleepover shift. 
- Via the Workforce App / portal, the member:

• Views the sleepover shift. 
• Submits the timesheet for that shift (including any required confirmation). 
• Below attached is how a member submits timesheets.

Finance Portal – Approving Split and Comparison 

In the Finance / Payroll view: 

- Open the relevant pay period and locate the sleepover shift. 
- Review the system‑calculated split: 

• Check that the sleepover portion (e.g. 8 hours) is split correctly vs any active hours. 
• Confirm the correct rate is applied from the NDIS Aug 2025 (or relevant) rate table. 

 

Approve: 
- If correct, approve the shift and proceed with payroll. 
- If incorrect, investigate:  

• Shift start/end times 
• Sleepover details entry 
• Rate table configuration (shift type/rate)

The Finance Portal step is where the split and comparison between system rules and entered times are verified before pay is finalised.