eTime

Documentation for eTime

eTime Guide

A guide to all things eTime

Overview

What is eTime? eTime is a web browser-based method for recording, approving, and submitting ti...

Navigating and Finding Shifts

Time is organized on two levels: the shift and the job period. Shift - a block of time define...

Recording Time

    Create a Shift Navigate to eTime Live by clicking Open eTime on the home page. On mo...

Adding Events to a Shift

  Events are explicitly recorded timeframes within a shift. Events within a shift must be rec...

Editing Start and End Times

Support staff should record their time in real time. However, there are situations in which a ...

Fixing Location Inaccuracies

Outside The Geofence When beginning or ending a shift, eTime may detect that you are outside...

Reviewing a Shift

The job of the web approver in the circle of support ("circle approver") is to act as the supe...

Correcting a Shift

A shift can be returned for corrections by either the circle approver or by the ISS Payroll de...

Requesting/Submitting Time Off

The 6 types of time off: PTO (Paid Time Off) FAPTO (Family Approved Paid Time Off) Holida...

Deleting a Shift

    Only support staff can delete their shifts, and only shifts marked as Draft and Returned...

Method Options

In Person Face-to-Face Any service provided that directly involves the participant and support...

Data Validation

Overlaps A support staff is not allowed to submit shifts that overlap one another. Prior to sub...

Special Cases

Respite Respite shifts do not require the selection of Activities. Recording Non Direct Clinic...

Staff-Side Overlaps

  A staff-side overlap occurs when a support staff's shift overlaps with one or more other sh...

Circle-Side Overlaps

While reviewing a shift, a staff's time may overlap with time submitted by another staff. An ove...

Glossary of Terms

Shift A block of time defined by a start and stop time; this is analogous to the previous conce...

Glossary of eTime Icons

Source Icons: Indicates the shift was recorded using eTime Live. Indicates the shift w...

Location Services Help

If eTime is unable to get your location when you start or end a shift, you will be presented wit...

Enabling Location Services

There are two places where location services must be enabled for eTime to have access to your lo...

Creating and Submitting a Forgotten Shift

**Creating a shift for a previous day will render the shift EVV Unverified. Continuous unverifie...

Tips for Preventing and Solving Common Issues

All staff should be using eTime at this point in time. If you are not yet using it, you are not ...

EVV

Resources for all things EVV.

eTime FAQ

List of answers to frequently asked questions about eTime

Am I eTime Ready?

  Participants, staff, and jobs that are not eTime ready are indicated as such throughout the po...

Can staff still upload a scan of a paper timesheet using the Timesheet Upload feature?

  No. The Timesheet Upload feature will no longer be available as of Friday, June 19, 2020.

Can I still submit paper timesheets by mail?

  Yes. For the time being, paper timesheets submitted by mail are still accepted.

Will there be training for eTime?

  A scheduled training session has not been planned for eTime. Rather, documentation, videos, an...

What is the difference between eTime Entry and eTime Live?

  eTime Entry is the manual entry of each shift.  eTime Live provides a more app-like interface...

Will my personal data be secure in eTime?

  Yes; your connection to eTime and the rest of the portal uses the https protocol, which encryp...

Will eTime run in the background and drain my battery?

  No. eTime Entry and eTime Live are both modern portal based websites that you will access via ...

How do I access eTime?

  Go to portal.issny.org to login. After logging in, there are buttons to start an eTime line sh...

Do I need to request access to eTime?

  No. Your existing portal login is adequate. If you are support staff, then you will automatica...

How can I set up a portal account for me or someone else?

  Please send an email to websupport@issny.org with your name, email, phone number and role. Som...

I’m having trouble logging in. Help.

  If you’ve forgotten your password, click the Forgot your password link on the login page (http...

Who can enter and submit time?

  Support staff must enter and submit their own time. You cannot submit time on behalf of someon...

Can I enter eTime shifts for my staff?

  No. Support staff must enter and submit their own time. You cannot submit time on behalf of so...

What kinds of staff/services can submit time with eTime?

  Currently, the only services/jobs supported by eTime are ComHab, SEMP (Job Coach and Job Devel...

How often do I need to record my time with eTime?

  If using eTime Live, you should be recording your time as you work. If instead you record you...

I’m not sure which method to choose. What’s the difference?

  See Method Options for information about each method and when to use each.

I’m performing Virtual Face to Face support. What technologies may I use for service delivery?

  eTime will include a list of all known acceptable technologies. If your technology is not incl...

How do I submit/enter Time Off/PTO?

Please refer to the page Requesting/Submitting Time Off.

Can I save a shift and come back to finish it later?

Yes. You can save a shift as a draft and return to it later. To return to it later, staff can cl...

Can I make changes to a shift?

Support staff can make changes to a shift if it is a Draft, or if it has been returned to the st...

What do I do if one of my staff is unable to enter his/her time into eTime?

  If the staff is unable to enter their time for some reason, For the time being, they can still...

How do I enter my time if I’m working overnight?

  If you are working a time frame spanning multiple days, as most notably happens when deliverin...

Who can review and approve time?

  Both the participant and the primary contact can review and approve time. In addition, any con...

How do I know if I have time to review? (Participant & Circle)

  You will receive an email notification when a new shifts are ready for review. Job periods wit...

How do I know if I have time to correct? (Support Staff)

  You will receive an email notification when a shift has been returned for corrections. Job per...

I’m support staff. Can I just hand my device to a circle member for approval?

  No. In order to meet Medicaid billing requirements, we are capturing separate electronic signa...

What do I do if the Circle is unable to review my eTime shifts?

  If for some reason the circle is unable to log in to the portal to review and approve the shi...

How can I view my previously worked shifts? (Support Staff)

You can view all of your previous time under the "My Work" section in the main menu and use the ...

How can I view my staff’s previous time? (Participant and Circle)

  There are three ways for the circle to view a support staff's time. Through the My Staff Wor...

How can I get copies of eTime/time for my records?

  Shifts will always be available on the portal. However, you can download a copy of the shifts ...

Can I upload mileage reimbursement via eTime?

  Not at this time. This is a future feature. We’ll update you with further details once this fe...

When do my shifts need to be submitted and approved to get paid?

The submission deadlines for payment of eTime for each pay period are as follows: Submitted to c...

Can I delete a shift?

Yes. See Deleting a Shift for more information.

Should I use Entry or Live?

It is strongly recommended that support staff use eTime Live instead of eTime Entry. As of midn...

How do I know I was paid? (Support Staff)

To see when and where a shift was paid, select the shift on the My Work page. Paid shifts will di...

How is my data stored and transported?

Your data is both transmitted and stored using commercial grade encryption. ISS complies with al...

How is my location data used?

The support staff's location data is recorded and used to verify their location at the participa...

What if I forget to clock in or clock out?

When a mistake is made by forgetting to start or end a shift, take note of when you actually sho...

What if my time isn't approved by the submission deadline?

Any shifts not approved by the circle approver by the submission deadline will be pushed to be p...

Will the family be notified of my location when they approve my time?

The circle approver will see either the word Home or Community for the start location and for th...

With whom else will my location information be shared?

The New York State Department of Health EVV API will receive the word Home or Community for the ...

How do I fix incorrectly submitted time?

If a support staff incorrectly submits time, the circle approver should return the shift to the ...

Can I (support staff) assist the participant in approving my time?

No.

What happens if the portal is down for maintenance or crashes?

If for some reason the portal is unavailable, staff can still record their time using the eTime ...

What if the circle approver doesn’t have a device with which to approve time?

Please contact your participant’s SD Coordinator to explore options that may be available.

What if I accidentally clock in? Can I delete a shift?

Yes. Support staff can still delete a shift. Just make sure that you are deleting a legitimately...

What if I (circle approver) don’t agree with time or location information collected and determined by EVV?

As the staff supervisor, the circle approver bears the responsibility of validating all aspects ...

What if I (support staff) don’t agree with time or location information collected and determined by EVV?

 If you do not agree with the time or location collected or determined by eTime, you can request...

How do PTO, FAPTO, holidays, and other types of Time Off work with EVV?

EVV has no effect on the various types of Time Off. Since Time Off is not directly billed to Med...

How does Non Face to Face work with EVV?

A Non Face to Face shift is not EVV Required and staff do not specify a location for the shift. ...

What happens if I don’t allow location services?

If support staff do not allow location services while using eTime Live, their shifts will not be...

What if an approver submits a mistake?

If, after approving a shift for payment, the approver realizes that a mistake has been made, the...

Is Virtual Face to Face EVV Required?

Virtual Face to Face is EVV Required for ComHab jobs. However, unlike In Person Face to Face, eTi...

What's New - Release Notes

Check out the additions and changes with each new release of eTime.

Enabling Location Services Guide