SAP Timesheets

How to create, edit, view, and submit SAP Timesheets for Support Staff to use.

Unlock and Download your Timesheets

Create SAP (Broker)

Timesheets can only be created for service types that are in a participant’s budget. If an
outcome exists in the Staff Action Plan for a service type not in the budget, the timesheet
will have a status of “Not In Budget” and no action can be taken against it.

If a Respite outcome exists in the Staff Action Plan and Respite is in the budget, the Respite
timesheet will be created automatically and cannot be edited. It will, however, still need to
be approved before it can be used.

  1. To create a timesheet, begin with a finalized and approved Staff Action Plan and
    navigate to the timesheets section.

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  2. Click Create on the timesheet tile you would like to create.
  3. Select the goals/outcomes to be included on the timesheet.
  4. Click Create.

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  5. Expand the attached outcomes to edit the text of the Actions as needed.

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  6. Click Save when done. nwz4.png

  7. To navigate back to all timesheets, click Back to All Timesheets. 

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View SAP

  1. From the timesheets section, click View on the tile of the timesheet you wish to view.

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  2. Click the entries in the Goals section to expand and view the actions associated with each valued outcome.


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  3. Close the card window when done.


Edit SAP (Broker)

 

Only Draft timesheets can be edited. To edit a timesheet, follow the steps below.

  1. From the timesheets section, click Edit on the tile of the timesheet you wish to edit.

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  2. Modify the checkbox selections if necessary to change which goals/outcomes are included on the timesheet.
  3. Click Edit.

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  4. Expand the attached outcomes to edit the text of the Actions as needed.
  5. Click Save when done.
  6. To navigate back to all timesheets, click Back to All Timesheets.

Submit SAP (Broker)

After the broker has finished creating/editing a timesheet, it must be submitted to the SD Coordinator for approval.

  1. From the timehseets section, click Submit on the tile of the timesheet you wish to submit.

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  2. The SD Coordinator will receive an email notification to review the submitted timesheet.

Retract SAP (Broker)

To retract a submitted timesheet, do the following.

  1. From the timesheet section, click Retract on the tile of the timesheet you wish to
    retract.

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  2. The SD Coordinator will receive an email notification that the timesheet has been
    retracted. No action needs to be taken by the SD Coordinator.

You can now edit and/or resubmit the timesheet.

Download SAP

A timesheet can be downloaded anytime after it is created. However, by default, it will be marked with a “Draft” watermark and is not authorized for use. Once a timesheet is approved and has a status of Complete, the watermark is removed and the timesheet is ready to use.

There are three ways to download a timesheet:

Edit Timesheet Page (Draft timesheets only)
  1. From the timesheet section, click Edit on the tile of the timesheet you wish to
    download.
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  2. Click Edit.

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  3. Click Download.
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View Timesheet window (all statuses)
  1. From the timesheet section, click View on the tile of the timesheet you wish to download.

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  2. Click Download Timesheet.
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Download button (Completed timesheets only)
  1. From the timesheet section, click Download.qnc6.png

 

Approve SAP (SD Coordinator)

Approving a timesheet sets the status to Complete and removes the watermark, thus authorizing it for use.

To review a timesheet, refer to the VIEW and DOWNLOAD sections of this guide.

The following set of actions must be performed in Harmonix:

  1. To begin, navigate to the Participant Detail layout of the participant in question and select the Plans tab.
  2. From the timesheet section, click Approve on the tile of the timesheet you wish to approve.
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  3. The broker will receive an email notification that the timesheet has been approved and is ready to use.

Reject SAP (SD Coordinator)

Rejecting a timesheet sets the status back to Draft. The broker can then edit the timesheet, make any necessary changes, and resubmit the timesheet. 

To review a timesheet, refer to the VIEW and DOWNLOAD sections of this guide. 

The following set of actions must be performed in Harmonix:

  1. To begin, navigate to the Participant Detail layout of the participant in question and select the Plans tab.
  2. From the timesheet section, click Reject on the tile of the timesheet you wish to decline. 

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  3. The broker will receive an email notification that the timesheet has been rejected. Contact the SD Coordinator for information on why the timesheet was rejected and what needs to change.

Revoke SAP (SD Coordinator)

Revoking a timesheet changes the status from Complete to Draft, allowing the broker to make changes and resubmit.

The following set of actions must be performed in Harmonix:

  1. To begin, navigate to the Participant Detail layout of the participant in question and select the Plans tab.
  2. From the timesheet section, click Revoke on the tile of the timesheet you wish to revoke.

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  3. The broker will receive an email notification that the timesheet has been revoked. The timesheet is no longer valid to use. Contact the SD Coordinator for information on why the timesheet was revoked. 

Timesheet Statuses

Timesheet Statuses

There are five (5) timesheet statuses:

Outcome Combinations

There are three Service Types (ComHab, Respite and SEMP) and three Outcome Types (Goal, Support and Task), for a total of nine different combinations.

The Five Possible Timesheet Types

There are five (5) timesheet types. Every staff position must be on one of these five:

Hourly Rates

Hourly rates are NOT associated with individual timesheets. Two staff persons can use the same timesheet and be paid at different rates. It is therefore not necessary to have separate timesheets for different rates for the same position.

2See the "ComHab - {Special}" page of this guide for details.

 

 

ComHab - [Default] vs. ComHab - {Special}

ComHab - [Default] (CH) is the most common type of ComHab and for most participants, it is the only type of ComHab in the budget. In some cases, a broker may submit a ComHab position in the budget whose role is functionally different than CH. In these cases, ComHab - {Special} (CHS) is used. See the "ComHab - {Special}" section below for more information on CHS timesheets.

 

Respite Timesheets

For scenarios in which Respite timesheets are allowed (namely, when Respite is in the participant's budget and at least one non-Task outcome has been created for Respite) the Respite timesheet is automatically created and submitted for approval and will therefore have a status of Pending Approval. Respite timesheets cannot be edited.

 

ComHab - {Special}

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What is ComHab - {Special} (CHS)?

While reviewing an approved budget, an SD Coordinator may determine that a functionally different ComHab position was submitted by the broker. In this case, the SD Coordinator will create a job code for “ComHab - {Special}" (CHS). The most common type of CHS is “ComHab - Overnight”. While still ComHab, the job itself is functionally different than ComHab - [Default].


What do I do if I have a CHS timesheet but only need ComHab - [Default]?

If a CHS tile appears, but you believe only ComHab - [Default] is needed, contact the SD Coordinator to adjust the job codes accordingly and remove the CHS timesheet.

 

What do I do if I need to create a CHS timesheet but only have ComHab - [Default]?

If a CHS tile does NOT appear (only ComHab - [Default] appears), but you believe a CHS is needed, contact the SD Coordinator to adjust the job codes accordingly and add a CHS timesheet.

 

What do I do if I need more than one CHS timesheet?

Only one CHS timesheet is allowed. In the event that there are more than one supplementary ComHab positions (ex. “ComHab - [Default]” AND “ComHab - Overnight” AND an additional CHS), create one CHS timesheet and include the outcomes and support actions for both CHS positions on the single timesheet. The Support Staff using the CHS timesheet will record on the timesheet which of the included outcomes and support actions they complete.

 

Outcome Types & Timesheets

When creating or editing a timesheet, only goals/outcomes for the Service Type of the selected timesheet appear. Additionally, outcomes of type "Task" do not appear. Only outcomes of type "Goal" and "Support" can be added to a timesheet.

FAQ

Why isn't the timesheet tile I want showing up?

There are two reasons why a timesheet tile does not show up:

  1. An outcome for that Service Type does not exist in the Staff Action Plan, or
  2. All outcomes for that Service Type in the Staff Action Plan are of type "Task" and tasks cannot be attached to a timesheet.
Why doesn't the Timesheet tab appear? Why is the timesheet button greyed out?

Possible reasons for this are:

Can I have the same outcome on multiple timesheets?

Yes. Any outcome can be on any number of different timesheets.