Web:Staff Time Stopwatch

Staff Time Stopwatch

The Staff Time (Stopwatch) record tracks staff time. It can be associated with other records in the system such as Callback, Eligibility, and Clients.

Add

To Add a new record, from the Main Menu, choose Add-->Time Keeping-->Staff Time-->Stopwatch w/ Travel Expenses. You can also add time entries from associated records, such as from the Context Menus in Callback, Eligibility, and Client records.

Edit

To Edit an existing records, from the Main Menu, choose Search-->Time Keeping-->Staff Time. Use the search screen to find the appropriate entry and open it. You may be able to view associated time entries using the Context Menu in such records as Eligibility and Clients.

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

Use of the Form

Expanding/Collapsing Sections

Sections (other than the top section) may be expanded or collapsed to display or hide the information within those sections. This can help with viewing the screen.

To expand a collapsed section, click on its header. To collapse an expanded section, click on its header. Multiple sections can be expanded at the same time.

Save/Stay and Save/Close

The Save/Stay button will save the record and stay in it. This will allow you to continue to edit the record or add associated entries using the Context menu (such as call from caller, and calls to caller).

The Save/Close button will save the record and then close to the Main Menu/Home Screen.

If an error is encountered in the save, a message should appear at the top of the form in red notifying you of the problem. You may also receive another warning about errors in the case and asking whether you want to continue on in spite of those errors. Some errors (those shown in red at the top) you cannot avoid.

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.