Transcript
NEW HEALTH SERVICES PROCEDURE Subject: Timesheet Procedure Division: New Health Services SHCES/Home Care
NHS *** Page 1 of 2
PURPOSE:
Establish guidelines for completing timesheets, submitting timesheets and correcting timesheets with errors
SCOPE:
All NHS Field Staff, Field Staff Supervisors, and Payroll Associates
COMPLETING TIMESHEETS PROCEDURE: 1. The employee’s name and the client’s name should be clearly printed at the top of the timesheet. a. Submitting an incomplete/inaccurate timesheet could cause a delay in being paid. 2. Dates are to be clearly labeled every day services are provided. 3. Timesheets should be written and signed in black or blue ink only. This includes the client’s signature. 4. White-out should not be used on timesheets. Mistakes should be crossed out and initialed. 5. Start and stop times should be entered every day services are provided. Service time should be entered in quarter hour increments. a. Examples: 2:00-4:00 2:15-4:00 2:30-4:00 2:45-4:00 3:00-4:00
2 hours 1.75 hours 1.5 hours 1.25 hours 1 hour
6. Clients must sign every day services are provided. Employees are to sign the bottom of the timesheet. 7. Change of Condition a. For weekly timesheets, please check yes or no if there are changes in the client’s condition and use the space provided to make any comments/notes. b. For biweekly timesheets circle yes or no on the back of the timesheet if there are any changes in the client’s condition and use the space provided to make comments/notes. 8. Completing Care Plan a. For weekly timesheets, check yes or no at the bottom of the timesheet if all tasks have been completed according to the duty sheet. b. For biweekly timesheets circle yes or no on the back of the timesheet if all tasks have been completed according to the duty sheet.
Original Date: October 2011 Review Date: Revision Date:
Approval:
NEW HEALTH SERVICES PROCEDURE Subject: Timesheet Procedure Division: New Health Services SHCES/Home Care
NHS *** Page 2 of 2
SUBMITTING TIMESHEETS PROCEDURE: 1. Timesheets are due by 11:59pm on the timesheet due date. 2. Timesheets can be submitted five (5) ways; a. Email i. Timesheets can be emailed to
[email protected] by 11:59pm on the timesheet due date to be considered on time. b. Fax i. Timesheets can be faxed to (414) 918-8213 by 11:59pm on the timesheet due date to be considered on time. c. Mail i. The postmark must be dated for the day prior to the timesheet due date to be considered on time. d. NHS Drop Box i. Timesheets can be placed in the NHS Drop Box in the main MCFI parking lot by 11:59pm on the timesheet due date to be considered on time. e. In Person i. Timesheets can be brought in person to NHS up to 4:30pm on the timesheet due date to be considered on time. CORRECTING TIMESHEETS PROCEDURE: 1. Timesheet corrections are due back to payroll by 5pm on the Tuesday of pay week. 2. The Field Staff Supervisor will contact the Field Staff employee responsible for the correction(s) so they are able to resolve the timesheet correction. 3. If a Field Staff Supervisor is unable to reach a Field Staff employee by phone, the supervisor will mail out a “Timesheet Correction Letter.” This letter will outline the timeframe the employee will have to come in and correct their timesheet. 4. If the Field Staff employee does not come in to the office by the date on the “Timesheet Correction Letter,” their pay for that timesheet will be processed on the next pay period.
Original Date: October 2011 Review Date: Revision Date:
Approval:
