X Beta - SCHADS Award Enhancements - Managing Sleepover and Allowance Details for Timesheet Submissions in the Finance Portal?

Content

How are Shift Details Processed in the Finance Portal?
How to Process Other Hours in the Confirm Shifts/Timesheet Verification?
How to Process Allowance in the Confirm Shifts/Timesheet Verification?
How to Process Travel in the Confirm Shifts/Timesheet Verification?
How to Process Other Hours During Bulk Payroll?

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How are Shift Details Processed in the Finance Portal?

The additional shift details are processed in the Confirm Shifts/ Timesheet Verification screen for available Travel, Allowance, and Other Hours provided by an agency, member, or client and are verified before payroll is processed for the member in the Finance Portal.

To process the shift details, the new Travel, Allowance, and Other Hours buttons are added in the Confirm Shifts/ Timesheet Verification screen.

How to Process Other Hours in the Confirm Shifts/Timesheet Verification?

A new Other Hours button is introduced in the Shift Verification and Award Interpretation screen, allowing users to view and manage Sleepover and Other Hours details provided by agency, member, and client for a shift. If the Other Hours button appears in orange, this signifies that Other Hours details exist for the shift.

On clicking Other Hours:

• The Sleepover/ Other Hours Duration Details pop-up opens and the details submitted by the Agency, Client, or Member are displayed. If the Sleepover/ Other Hours details are already applied to the shift, a green tick will appear against the checkbox

• You can edit the details submitted by the Agency, Client, and Member except for Type, Duration, and Notes

1. When you click the Confirm Shift Changes button, the shifts on the Confirm Shift screen will split according to the nominated shift type in the finance settings
2. Awards will be applied on the split shifts as per the award settings:
   • In the Industry Award Settings → Overtime Conditions tab, the Award Exempt? column will exempt the shift types selected for overtime while applying for awards. Note that OT Exempt?  is renamed to Award Exempt? as shown in the figure below 
   • If any shift types are selected in the Award Exempt?, the award - protocol/ conditions/ OT will not apply to the shift type marked as award exempted. This will also apply to the split part of the shift (if the split part has the exempted shift type). The type of split part shift will be determined based only on the start and end times of the split part
   • The Overtime Condition/Ordinary Overtime Condition will not apply to the split part of the shift with a similar shift type selected for exemption. However, these conditions will apply to any split shifts that do not fall under the Award Exempt category

3.  The default allowances will apply on the visible shift split based on the shift type (as per
     standard procedure)

On clicking the Confirm Shift Changes in the Shift Verification and Award Interpretation screen, the shift will be split according to the cases discussed below:

Case 1: If the Shift is Booked with Sleepover/ Other Hours Details

• When you open the Confirm Shift screen, by default, the shift opens as a split shift based on the details available for the Sleepover/ Other Hours details provided by staff. The shift types for the Other Details Hours will be automatically selected from the nominated shift type in the Finance Application Settings of the Staff Portal
• Awards will be applied on the split shifts as per the award settings. For Award details, refer to point 2 above

• The default allowances will apply on the visible shift split based on the shift type (as per the standard procedure)
• The Other Hours button will appear orange for this shift. When you click the Other Hours button, the 'By Staff' option will be automatically checked, indicating that details provided by staff have already been applied. In case you select a different option and click 'Apply', a confirmation message will be displayed

Case 2: If the shift is with Sleepover/ Other Hours Details and the shift has: 

• • • Disputed Timesheet Submitted with Client Response Status as No Response or
    • Timesheet Submitted with Client Response Status as Disputed, Member Response as Pending or
    • Timesheet Submitted with Client Response Status as Disputed, Member Response as Disagree

• When you open the Confirm Shift screen, by default the shift will not appear as a split shift based on the details provided for the Sleepover/ Other Hours details by the staff
• The staff must apply the shift splits by clicking the Other Hours button. In the Sleepover/Other Hours Duration Details pop-up, the staff should select the required checkbox and then click Apply
• The Other Hours button will appear in orange for this shift. When you click the Other Hours button, all checkboxes will be deselected
• If awards are applied to the shift, the Apply button will remain disabled, preventing the addition of Sleepover/Other Hours details

Case 3: If the shift has Timesheet Submitted with Other Hours Details and Client Response Status as Disputed for Start/ End/ Break and Member Response as Agreed             

• When you open the Confirm Shift screen, by default the shift will appear as a split shift based on the details provided for the Sleepover/ Other Hours details that are approved by the client/ agreed by the member. The shift types for the Other Details Hours will be automatically selected from the nominated shift type in the Finance Application Settings in the Staff Portal
• Awards will be applied on the split shifts as per the award settings. For Award details refer to point 2 above
• The default allowances will apply on the visible shift split based on the shift type (as per standard procedure) 
• The Other Hours option will be highlighted in orange for this shift. When you click the 'Other Hours' button, the 'By Client' option will be automatically selected, indicating that the client details have already been applied
• If awards are applied to the shift, the Apply button will remain disabled, preventing the addition of Sleepover/Other Hours details

Case 4: If the shift has Timesheet Submitted with Other Hours Details and Client Response Status as Disputed for Client Notes and Member Response as Agreed  

• When you open the Confirm Shift screen, the shift will not appear as a split shift based on the details provided for the Sleepover/ Other Hours details by the client
• The staff must apply the shift splits by clicking the Other Hours button. In the Sleepover/Other Hours Duration Details pop-up, the staff should select the required checkbox and then click Apply
• If awards are applied to the shift, the Apply button will remain disabled, preventing the addition of Sleepover/Other Hours details

Case 5: If the shift has Timesheet Submitted by Member with Other Hours Details and Client Response Status as No Response 

• When you open the Confirm Shift screen, by default the shift will appear as a split shift based on the details provided by the staff. The shift types for the Other Details Hours will be automatically selected from the nominated shift type in the Finance Application Settings in the Staff Portal
• Awards will be applied on the split shifts as per the award settings. For Award details refer to point 2 above
• The default allowances will apply on the visible shift split based on the shift type (as per standard procedure) 
• The Other Hours option will be highlighted in orange for this shift. When you click the 'Other Hours' button, the 'By Member' option will be automatically selected, indicating that the member details have already been applied

Case 6: If the shift has Timesheet Submitted with Other Hours Details and Client Response Status as Approved 

• The results will align with Case 3 above

Finally, process the shift by clicking the Validate & Save Pay/ Invoice button. A validation message will appear if the shift type is not selected for any shift.

How to Process Allowance in the Confirm Shifts/Timesheet Verification?

A new Allowance button is introduced in the Shift Verification and Award Interpretation screen, allowing users to view and manage Allowance details of agency, member, and client for the shift. If the Allowance button appears in orange, this signifies that Allowance details exist for the shift.

On clicking Allowance:

• The Allowance Details pop-up opens and the details submitted by the Agency, Client, or Member are displayed. If the Allowance details are already applied to the shift, a green tick will appear against the checkbox

• By default, the unit will auto-populate, and based on the unit type, the rates are saved in the master. If the rates are available, the system will prioritise the Hour unit. The Hour/KM will be automatically populated based on the selected shift work hours. You can edit the Unit of the allowance detail

• The Pay Rate and Invoice Rate will be auto-calculated based on the shift type, and unit selected by staff for the shift. You can edit the Pay Rate and Invoice Rate and based on rates, the Pay Amount and Invoice Amount are auto-calculated
  

1. When you click the Confirm Allowances button in the Confirm Shift screen, the allowances for the selected shift will apply based on the selected unit. If the unit selected is 'Shift' (if the shift is split), the allowances will apply to the first part of the shift and if the unit selected is 'Hour', the allowances will apply to all available split shifts
2. The default allowances for the selected shift type will apply to the shift. In case of duplicate allowances, the allowances entered through the Allowance Details pop-up will be preferred
3. On clicking the 'Process Award Condition/ Overtime' button, the allowance will apply as per the standard procedure (as per shift type of split parts of the shift)
   1. The allowance will always apply to the first split part of the shift and will not be removed even if the award applies. The rate will appear based on the shift type of the shift (as per the standard procedure of award)
   2. The default allowances for the selected shift type will apply on the split part shift. In case of duplicate allowances, the allowances entered through the Allowance Details pop-up are preferred

On clicking the Confirm Shift Changes in the Shift Verification and Award Interpretation screen, the shift will be split according to the cases discussed below:

Case 1: If the Shift is Booked with Allowance

• In the Confirm Shift screen, the allowance will be applied to the shift by default, based on the allowance details entered by the staff. If the unit selected is 'Shift' (if the shift is split), the allowances will apply to the first part of the shift and if the unit selected is 'Hour', the allowances will apply to all available shifts 

• The default allowances for the selected shift type will also apply to the shift. In case of duplicate allowances, the allowances entered through the Allowance Details pop-up are preferred

• By default, the unit will auto-populate, and based on the unit type, the rates are saved in the master. If the rates are available, the system will prioritise the Hour unit. You can edit the Unit of the allowance detail 
• The Hour/KM will be automatically populated based on the selected shift work hours 
• On clicking the 'Process Award Condition/ Overtime' button, the allowance will apply as per the standard procedure (as per shift type of split parts of the shift). For details refer to point 3 above 

• The Allowance button will appear in orange for this shift. When you click the Allowance button, the 'By Staff' option will be automatically checked, indicating that details provided by staff have already been applied. In case you select a different option and click 'Apply', a confirmation message will be displayed

• If awards are applied to the shift, the Apply button will remain disabled, preventing the addition of Allowance details

Case 2: If the shift is with Allowance and the shift has

• • • Disputed Timesheet Submitted with Client Response Status as No Response or
    • Timesheet Submitted with Client Response Status as Disputed, Member Response as Pending or
    • Timesheet Submitted with Client Response Status as Disputed, Member Response as Disagree

• When you open the Confirm Shift screen, by default the shift will not appear with allowances based on the allowance details provided by the staff
• Staff must click the Allowance button to view and apply the allowance details
• The Allowance button will appear in orange for this shift. When you click the Allowance button, all checkboxes will be deselected
• If awards are applied to the shift, the Apply button will remain disabled, preventing the addition of Allowance

Case 3: If the Shift has Timesheet Submitted with Allowance and Client Response Status as Disputed for Start/End/Break and Member Response as Agreed             

• When you open the Confirm Shift screen, by default the allowances are applied on the shift based on the allowance details approved by the client/agreed by a member. If the unit selected is 'Shift' (if it is a split shift), the allowances will apply to the first part of the shift and if the unit selected is 'Hour', the allowances will apply to all available shifts 
• The default allowances for the selected shift type will also apply to the shift. In case of duplicate allowances, the allowances entered through the Allowance Details pop-up are preferred
• By default, the unit will auto-populate, and based on the unit type, the rates are saved in the master. If the rates are available, the system will prioritise the Hour unit. You can edit the Unit of the allowance detail

• The hours/km will be auto-populated based on the selected shift work hours
• On clicking the 'Confirm Allowance' button, the allowance will apply as per the standard procedure (as per shift type of split parts of the shift). For details refer to point 3 above 

• The Allowance button will appear in orange for this shift. When you click the Allowance button, the 'By Client' option will be automatically checked, indicating that details provided by the client have already been applied

• If awards are applied to the shift, the Apply button will remain disabled, preventing the addition of Allowance details
• If the allowances are not visible to the member/ client, the shift will be auto-populated with allowance details provided by the Staff for the shift

Case 4: If the Shift has Timesheet Submitted with Allowance and Client Response Status as Disputed for Client Notes and Member Response as Agreed 

• When you open the Confirm Shift screen, by default the shift will not appear with allowances based on the allowance details provided by the client

• Staff must click the Allowance button to view and apply the allowance details
• The Allowance button will appear in orange for this shift

Case 5: If the shift has Timesheet Submitted by Member with Allowance and Client Response Status as No Response 

• When you open the Confirm Shift screen, by default the allowances are applied on the shift based on the allowance details provided by a member. If the unit selected is 'Shift' (if it is a split shift), the allowances will apply to the first part of the shift and if the unit selected is 'Hour', the allowances will apply to all available shifts
• The default allowances for the selected shift type will also apply to the shift. In case of duplicate allowances, the allowances entered through the Allowance Details pop-up are preferred
• By default, the unit will auto-populate, and based on the unit type, the rates are saved in the master. If the rates are available, the system will prioritise the Hour unit
• The hours/km will be auto-populated based on the selected shift work hours
• On clicking the 'Confirm Allowance' button, the allowance will apply as per the standard procedure (as per shift type of split parts of the shift). For details refer to point 3 above 

• The Allowance button will appear in orange for this shift. When you click the Allowance button, the 'By Member' option will be automatically checked, indicating that details provided by the member have already been applied

Case 6: If the shift has Timesheet Submitted with Allowance and Client Response Status as Approved 

• The results will align with Case 3 above

How to Process Travel Allowance in the Confirm Shifts/Timesheet Verification?

A new Travel button is introduced in the Shift Verification and Award Interpretation screen, allowing users to view and manage Travel Allowance details of agency, member, and client for a shift. If the Travel button appears in orange, this signifies that Travel details exist for the shift.

On clicking Travel:

• The Travel Details pop-up opens and the details submitted by the Agency, Client, or Member are displayed.  If the Travel Details are already applied to the shift, a green tick will appear against the checkbox
• The default value in the Allowance dropdown will be the allowance nominated for the Travel Claim in Finance (Application Options → Payroll → Nominate Allowance for Travel Claim) with the default Unit as KM
• The Start Address and Destination Address are optional details and can be edited. Based on the selected addresses, the Distance is auto-populated

• The Pay Rate and Invoice Rate will be auto-calculated based on the shift type, and unit selected by staff for the shift. You can edit the Pay Rate and Invoice Rate and based on the rates, the Pay Amount and Invoice Amount are auto-calculated 

1. When you click the Confirm Allowances button in the Confirm Shift screen, the travel allowances will apply to the first part of the shift (if the shift is split)
2. The default travel allowances for the selected shift type will apply to the shift. In case of duplicate travel allowances, the allowance entered through the Travel Details pop-up is preferred 
3. On clicking the 'Process Award Condition/ Overtime' button, the travel allowance will apply as per the standard procedure (as per shift type of split parts of the shift)
   1. The travel allowance will always apply to the first split part of the shift and will not be removed even if the award applies. The rate will appear based on the shift type of the shift (as per the standard procedure of award)
   2. The default travel allowances for the selected shift type will apply on the split part shift. In case of duplicate travel allowances, the allowances entered through the Travel Details pop-up are preferred 

On clicking the Confirm Shift Changes in the Shift Verification and Award Interpretation screen, the shift will be split according to the cases discussed below:

Case 1: If the Shift is Booked with a Travel Allowance

• In the Confirm Shift screen, the allowance will be applied to the shift by default, based on the allowance details entered by the staff. The allowances will apply to the first part of the shift if a shift is split 

• The default travel allowances for the selected shift type will also apply to the shift. In case of duplicate travel allowances, the allowance entered through the Travel Details pop-up is preferred

• The default Travel Allowance will be the allowance nominated for the Travel Claim in Finance (Application Options → Payroll → Nominate Allowance for Travel Claim) with the default Unit as KM
• The distance will be based on the details provided by the staff
• On clicking the 'Process Award Condition/ Overtime' button, the allowance will apply as per the standard procedure (as per shift type of split parts of the shift). For details refer to point 3 above

• The Travel button will appear in orange for this shift. When you click the Travel button, the 'By Staff' option will be automatically checked, indicating that details provided by staff have already been applied. In case you select a different option and click 'Apply', a confirmation message will be displayed
• If awards are applied to the shift, the Apply button will remain disabled, preventing the addition of Travel Allowance details

Case 2: If the shift is with Travel Allowance and the shift has

• • • Disputed Timesheet Submitted with Client Response Status as No Response or
    • Timesheet Submitted with Client Response Status as Disputed, Member Response as Pending or
    • Timesheet Submitted with Client Response Status as Disputed, Member Response as Disagree

• When you open the Confirm Shift screen, by default the shift will not appear with allowances 
• Staff must click the Travel button to view and apply the travel allowance details
• The Travel button will appear in orange for this shift. When you click the Travel button, all checkboxes will be deselected
• If awards are applied to the shift, the Apply button will remain disabled, preventing the addition of Allowance

Case 3: If the shift has Timesheet Submitted with Travel Allowance and Client Response Status as Disputed for Start/End/Break and Member Response as Agreed             

• When you open the Confirm Shift screen, by default the allowances are applied on the shift based on the allowance details approved by the client/agreed by a member. If the unit selected is 'KM' (if it is a split shift), the travel allowances will apply to the first part of the shift 

• The default travel allowances for the selected shift type will also apply to the shift. In case of duplicate travel allowances, the allowances entered through the Travel Details pop-up are preferred  

• The KM will be the default unit, and the nominated allowance for travel will be selected as set in the Application Options settings of Finance

• On clicking the 'Process Award Condition/ Overtime' button, the travel allowance will apply as per the standard procedure (as per shift type of split parts of the shift). For details refer to point 3 above

• The Travel button will appear in orange for this shift. When you click the Travel button, the 'By Client' option will be automatically checked, indicating that details provided by the client have already been applied. In case you select a different option and click 'Apply', an alert message will be displayed

• If awards are applied to the shift, the Apply button will remain disabled, preventing the addition of Allowance details
• If the Travel is not visible to the member/ client, the shift will be auto-populated with Travel details provided by the Staff for the shift

Case 4: If the shift has Timesheet Submitted with Travel Allowance and Client Response Status as Disputed for Client Notes and Member Response as Agreed 

• When you open the Confirm Shift screen, by default the shift will not appear with allowances based on the allowance details provided by the client

• Staff must click the Travel button to view and apply the travel details
• The Travel button will appear in orange for this shift

Case 5: If the shift has Timesheet Submitted by Member with Travel Allowance and Client Response Status as No Response 

• When you open the Confirm Shift screen, by default the allowances are applied on the shift based on the allowance details provided by a member. If the unit selected is 'KM' (if it is a split shift), the travel allowances will apply to the first part of the shift 

• The default travel allowances for the selected shift type will also apply to the shift. In case of duplicate travel allowances, the allowances entered through the Travel Details pop-up are preferred  

• The KM will be the default unit, and the nominated allowance for travel will be selected as set in the Application Options settings of Finance

• On clicking the 'Process Award Condition/ Overtime' button, the travel allowance will apply as per the standard procedure (as per shift type of split parts of the shift). For details refer to point 3 above

• The Travel button will appear in orange for this shift. When you click the Travel button, the 'By Member' option will be automatically checked, indicating that details provided by the member have already been applied

Case 6: If the shift has Timesheet Submitted with Travel Allowance and Client Response Status as Approved

• The results will align with Case 3 above

How to Process Other Hours During Bulk Payroll?

The Sleepover and Other Hour details submitted through the Staff Portal, Member App, or Client Portal will be automatically processed while bulk payroll is processed in the Confirm Shifts/ Timesheets Verification. 

When you click the Bulk Auto Process Shifts, the bulk payroll process starts based on the Bulk Payroll Run Settings in the Application Settings of the Staff Portal.

Case 1: If the 'Shift Booked' option is Selected (considers agency booked shifts for non-timesheet submissions)

When you click Bulk Auto Process Shifts in the Finance Portal, the system processes the shifts with the status as Shift Booked for bulk processing 

• If the shifts have Sleepover/ Other Hours/ Travel/ Allowance details added by staff, the shift protocol, shift splitting/ Travel/ Allowance will apply on the shifts based on the details entered by staff

• Finally, the awards will be applied

Case 2: If the 'Timesheet Submitted' option is Selected (considers member submitted shifts that are pending for client review)

When you click Bulk Auto Process Shifts, the system processes the shifts with the status as Timesheet Submitted with pending client review for bulk processing. In this case, the outcomes will depend on the selected options available in the Timesheet Submitted as outlined below:

• Use original booked shift details as final payroll shift details

  • If the shifts have Sleepover/ Other Hours/ Travel / Allowance details, the shift protocol will apply to the original booking details, shift splitting/ Travel/ Allowance will apply on the shifts based on the details entered by staff

  • Finally, the awards will be applied
• Use member submitted shift as final payroll shift details 

        For this option following cases are considered:

• • Case 1:  If the shifts have Sleepover/ Other Hours/ Travel / Allowance details with no modification by the member, the shift splitting/ Travel/Allowance will apply on the shifts based on the details entered by the staff. The shift will be considered for bulk payroll processing
  • Case 2:  If the shifts have Sleepover/ Other Hours/ Travel / Allowance details and the timesheet is submitted with member discrepancy, the shift will not be considered for bulk payroll processing
    
    The error generated will be recorded in the error file associated with the Bulk Payroll
  • Case 3:  If the shifts are without Sleepover/ Other Hours/ Travel / Allowance details and the timesheet is submitted with member discrepancy, the shift will be considered for bulk payroll processing (as per standard procedure)

• Use member submitted shift as final payroll shift details, if the original and timesheet submitted shift start or shift end time difference is within <time> hh:mm
  • By selecting this option similar result will appear as explained in the 'Use member submitted shift as final payroll shift details' option above

Case 3: If the 'Client Approved Submissions' is Selected (considers client approved shifts or disputed shifts but member agreed to client dispute)

When you click Bulk Auto Process Shifts, the system processes the shifts with the status as Client Approved Submissions for bulk processing while considering the following cases:

• Case 1:  If the shifts have Sleepover/ Other Hours/ Travel / Allowance details and the timesheet is client approved, the shift splitting/ Travel/Allowance will apply on the shifts based on the details entered by the client. The shift will be considered for bulk payroll processing
• Case 2:  If the shifts have Sleepover/ Other Hours/ Travel / Allowance details and the timesheet is client disputed with no member response, the shift will not be considered for bulk payroll processing
• Case 3:  If the shifts have Sleepover/ Other Hours/ Travel / Allowance details and the timesheet is client disputed for Client Notes with member response as agreed, the shift will not be considered for bulk payroll processing
• Case 4:  If the shifts have Sleepover/ Other Hours/ Travel / Allowance details and the timesheet is client disputed for start/end/break with member response as agreed, the shift will not be considered for bulk payroll processing

 

🔗For a detailed Bulk Payroll article, click the link here.

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