Timesheet Certification Deadline
Why do this?
A physician's employment contract may require that the physician submit his timesheet within a certain number of days after service in order to be paid. Timesheet certification deadlines help the organization ensure providers are compliant with their contract terms.
Who can do this?
Only Admins can set, edit, or remove a certification deadline as well as unlock a locked timesheet.
Participants can see the certification deadline in the workflow.
Where can you do this?
For new timesheets, the certification deadline can be set via contract summary page > Timesheets > Add New Timesheets.
For existing timesheets, the certification deadline can be set, edited, or removed via contract summary page > Timesheets > Managed Scheduled Timesheets > (click the timesheet that you want to edit) > Edit Timesheet Schedule.
The certification deadline appears:
In the Certification Deadline column in Reporting > Timesheets (the column can be added via the Manage Columns widget)
In a red banner above the timesheet header in a workflow
In the Certification Expiration field in the timesheet header in a workflow
How to Set a Certification Deadline for a New Timesheet
On the contract summary page, click the Timesheets tab.
Under the Add New Timesheets tab, complete the form.
Check the Add Certification Deadline checkbox. By default, this checkbox is unchecked.
In the Certification deadline is < > days from last day of pay period field, enter the number of days.
When finished with the form, click Create Timesheets.
The certification expiration date appears in the timesheet header in all phases of a timesheet. If the date is within 30 days, it appears in red.
The certification deadline is displayed in a banner above the phase tracker. To close the banner, click the ✖.
Two days prior to the certification deadline, the Timesheet Reporter and, if applicable, the Timesheet Assistant will receive an automated email notification, alerting them that the deadline is approaching.
How to Set, Edit, or Remove a Certification Deadline for an Existing Timesheet
On the contract summary page, click the Timesheets tab.
Under the Manage Scheduled Timesheets tab, click the timesheet where you would like to set a certification deadline.
On the Edit Timesheet Schedule form, check the Add Certification Deadline checkbox.
To set a certification deadline, enter the number of days in the Certification deadline is < > days from last day of pay period field.
To change the certification deadline, edit the number of days in the Certification deadline is < > days from last day of pay period field.
To remove the certification deadline, uncheck the Add Certification Deadline checkbox.
When finished, click Save.
Changes will be applied to timesheets generated after the change has been saved.
Locked Timesheets
If the timesheet is not certified before the certification deadline, the timesheet will be locked to prevent any changes.
The timesheet status will change from Active to Locked.
When the timesheet workflow is opened, a banner above the phase tracker will state that the timesheet is locked.
The timesheet will be read-only, and all buttons will be hidden or disabled.
Time entries can neither be added nor modified.
Comments cannot be added.
Attachments can neither be added nor modified.
Previously added time entries and data will be retained.
In My Worklist, users will need to switch ON the Include Previously Completed Items toggle to see locked timesheets.
The Locked status will appear in the Status column in the My Worklist table and in the Timesheets table.
The Timesheet Reporter and, if applicable, the Timesheet Assistant will receive an automated email notification, alerting them that the timesheet has been unlocked.
How to Unlock a Timesheet
Navigate to the locked timesheet.
In the banner above the phase tracker, click on CLICK HERE TO UNLOCK TIMESHEET.
In the modal, enter the number of days to extend the certification deadline.
The new certification deadline will be the current date plus the number of days entered.
The number of days must be between 1 and 90.
Click Unlock Timesheet. The timesheet will return to Active status so that it can be certified, and the new Certification Deadline will appear on the timesheet.
The Timesheet Reporter and, if applicable, the Timesheet Assistant will receive an automated email notification, alerting them that the timesheet has been unlocked.
If the timesheet is not certified by the new Certification Deadline, it will be locked again.
Inquiries about Locked Timesheets
On locked timesheets, Timesheet Reporters and Timesheet Assistants will see a banner that reads Timesheet locked. Please click here to contact your administrator.
Upon clicking the text in the banner and the Contact Administrator in the confirmation modal, a drafted email will open in a new tab.
The Send to field (i.e., the email address) will autofill.
Admins will be able to add or update the default email address(es) in Timesheet Management.
How to Add or Update the Default Email Address for Inquiries about Locked Timesheets
Navigate to Admin > Timesheet Management > System Settings.
Add or remove email address(es) in the Email Contacts for Locked Timesheets field.
If no global email address has been added, the timesheet initiator’s email will be the default contact.