Web:Staff Time Batch

Staff Time Batch

The Staff Time (Batch) record tracks staff time. The Batch method of Time entry is meant to be a quick and easy way to enter multiple time records in rapid succession.

Add

To Add a new time record using the Batch method, from the Main Menu, choose Add-->Time Keeping-->Staff Time-->Staff Time Batch.

Edit

The Batch method of entering Time records is not generally used for editing time. Recently entered Time records are shown in the Batch screen and may be edited there.

General Entry

Heading

The first section of the entry holds:

1. Date
2. Hours
3. Starting Time -- in a new entry, the current time on your computer is entered here
4. Ending Time -- you can manually enter this, or automatically enter it using the "Enter ending time" button
   1. Enter ending time -- use this button to fill in the Ending Time with your computer's current time
   2. Compute Time -- use this button to fill in the hours field by comparing the starting and ending time (and rounding using your time interval)
5. Int -- the time interval set for your user
6. Office
7. Advocate
8. Unit
9. Case/Matter/Support Activity
10. Funding
11. Activity
12. Case Activity -- only visible when a case is selected in the Case/Matter/Support Activity drop down
13. Notes
14. County

Notes: Some items appear or disappear depending on selections made. Some entries are populated based on the selection in other fields. For example, selecting a case in the Case/Matter/Support activity will default the Funding and Activity to match the case.

Other Information

The second section holds other information. This section contains the following items:

1. In Court -- noting whether time was spent in court
2. Billable -- noting whether the time is billable
3. Hourly Rate -- the rate to be used with billing
4. User Field -- a customizable field to be used for tracking

Expense Information

The third section holds expense information. This section contains the following items:

1. Expense ID -- generate a new ID or select an existing one (to track together)
2. From and Date -- the location being traveled from and the date starting
3. To and Date -- the location being traveled to and the date ending
4. Mileage Expense Calculator -- entering items here will populate the Mileage Expense below
   1. Miles -- total miles driven
   2. $/Mile -- reimbursement amount per mile
   3. Total $ -- total amount of reimbursement for mileage
5. Odometer Start and End -- the starting and ending odometer reading for this trip
6. Expense Items and Expense $ -- enter the values as appropriate for each item
7. Meals -- enter amounts for each meal
8. Total Expense and Update Total -- use the button to total the expenses shown
9. Advance -- enter any advanced amount
10. Expense Notes -- any special notes about the expenses incurred

Relationship to Other Records

Using selections in the Content Menu in other records, Time entries may be made. As a result time entries may be associated with records such as Callback, Eligibility, Clients, and Other Services. In many instances where the associated record has the same information (e.g., funding code), that information is automatically transferred to the new record.