eTime

Documentation for eTime

eTime Guide

A guide to all things eTime

eTime Guide

Overview

What is eTime?

eTime is a web browser-based method for recording, approving, and submitting time to ISS for payment. It requires the cooperative involvement of a support staff and the participant’s circle of support: the support staff to enter their time and the circle of support review and approve the time, each thereby electronically authenticating the information.

Process

There are four (4) main steps in the eTime process: Recording Time, Reviewing Time, Correcting Time, and Payroll Processing.

eTime-Process-Flowchart.png

Recording Time

As of midnight 12/6/2020 you must use eTime Live and punch in and out for each shift's start and end. eTime Entry will no longer be an option for dates 12/7 and beyond except for PTO. Learn more»

Reviewing Time

Correcting Time

Payroll Processing

General Requirements

Portal Access

In order to use eTime, support staff must have a portal login. There must also be at least one individual in the participant’s circle of support who has a portal login and is designated a web approver. See the section “Web Approvers” below for more information.

Qualifying Jobs

eTime currently supports all ComHab, Job Coach, Job Developer, and Respite jobs. Paid Neighbor, Staffing Support, and Brokerage are not supported at this time.

Web Approvers

A web approver is any contact associated with a participant who is permitted to review and approve staff time. The participant and primary contact by default are always web approvers. Any other contact can also be designated as a web approver. Contact the participant’s SD Coordinator to add an individual as a web approver.

eTime Guide

Navigating and Finding Shifts

Time is organized on two levels: the shift and the job period.

  1. In the main navigation panel, select either My Work (for support staff) or My Staff Work (for circle approvers).

    image-1603751698917.png

    • If you are both a support staff and a circle approver, you will see both options.
    • My Work shows all eTime shifts that you have worked.
    • My Staff Work shows all eTime shifts for participants for whom you are a circle approver.


  2. All time entered via eTime will appear in the main body of the page.
    • By default, this page will be filtered to shifts that have a status of All.
    • Use the filter to view shifts based on their status, participant, or job.


      newmywork.png

  2. To view a shift, simply click on the desired shift and a window showing the details of the shift will be displayed.

    ViewShift.png

  3. If the shift is a draft, clicking Submit in eTime will submit the shift to the circle for approval.  To close the window, click Close Shift in the top right corner.

Disclaimer: All names displayed in the above screen shots are fictional characters. No identification with actual persons (living or dead) is intended or should be inferred.

Updated 07/24/23.

eTime Guide

Recording Time

Create a Shift

  1. Navigate to eTime Live by clicking Open eTime on the home page.
    • On mobile, eTime Live will automatically open upon login.
  2. To start a new shift, tap Start Shift. You can only have one shift running at a time.
    • eTime will ask to use your location. Click Allow to allow location services. This is used as part of the Medicaid EVV mandate. Learn more about EVV.
  3. Select an employer.
  4. Select a job.
  5. Select a method.
  6. If the selected job and method are EVV Required, select a start location.
    1. If selecting Home, eTime will ask to use your location in order to verify that you are within an approved distance from the participant's service address. Click Allow.
    2. If you are not within the approved distance from the service address, eTime will ask you to specify an address.
  7. Review the selections made. Click Add to finish starting the shift.
  8. To fill in details for the shift, select the shift.
  9. To end the shift, click End Shift.
  10. Select staff activities and any other necessary details.
  11. Click Next in the upper right corner.
  12. If the shift is EVV Required, select an end location.
  13. Review the selections made. Click End to end the shift.
  14. Submit the shift by clicking Submit Shift at the bottom. This will take you to the My Work page to submit the shift.

Did you accidentally start a new shift?

Edit a Shift

  1. From eTime Live, navigate to and select the desired shift.
  2. Fill in all required information.
  3. To request an override to the start time or end time, the shift must be ended. After ending the shift, click Change on the Final Review screen. Learn more about EVV Override Requests.

    Submit a Shift

    Shifts are submitted for approval on an individual basis.

    1. Navigate to the shift on the My Work page, OR when viewing the shift in eTime Live, click the blue Review & Submit button at the bottom of the shift.
    2. Verify all information is completed and correct for the shift.
      • If the shift overlaps with one or more shifts that have already been submitted, you must resolved this overlap prior to submitting. Click Resolve Overlap to resolve the overlap.
    3. Click Submit.
    4. Add an optional comment. Then click Submit for Approval.
      • Shift comments are limited to 115 characters, including spaces.
    5. All web approvers for the participant will receive an email notification that there is a timesheet to review.

    Disclaimer: All names displayed in the above screen shots are fictional characters. No identification with actual persons (living or dead) is intended or should be inferred.

    Updated on 04/24/24.

    eTime Guide

    Adding Events to a Shift

    Events are explicitly recorded timeframes within a shift. Events within a shift must be recorded because they effect what can be billed to Medicaid. They can be added to shifts of most job and method types. There is no limit to the number of events that can be added to a shift. An event can also span a fraction of a shift or the entire shift, as might be the case with training.

    There are three (3) types of events, though not all available in all circumstances:

    To add one or more events to a shift:

    1. When selecting activities, the events types at the top will be listed as default options in addition to the job-specific activities. Select the appropriate event checkbox to add it to the current shift.
      • Not all events will be listed for every job and method combination. For instance, a Job Developer job will not have the Participant Absent option since it is not applicable.

        1.png

    2. Once an event is selected, you will be taken to the Shift Event Details form. Fill in the details of the event and then click Update. 

      • If recording a training for a participant with IDGS Non Direct Clinician in his/her budget, see Special Cases. 


        1.png


    3. To add additional events, click on the Shift Events section to expand it and then select Add Event.


      cGw2.png

    4. As before, the Shift Event Details form is shown. Simply select the desired Event Type and fill out the form as you previously did earlier and then click Add in the top right corner once finished. 

    Disclaimer: All names displayed in the above screen shots are fictional characters. No identification with actual persons (living or dead) is intended or should be inferred.

    Updated 2/13/2024

    eTime Guide

    Editing Start and End Times

     

    Support staff should record their time in real time. However, there are situations in which a staff person may need to change the start time or end time. Examples include forgetting to clock in or clock out.
    To request a change to the start time or end time, the shift must be ended. If the shift has not yet been ended, you cannot make changes to the start or end times.
    Change the start or end times from the Final Review screen:
    1. On the Final Review screen, click Change.
    2. Select either start time or end time.
    3. Modify the date and/or time as necessary.
      • Note that any changes you make could result in the shift becoming EVV Invalid, depending on the relationship between the original start and end times captured when the shift was created and the modified start and end times.
    4. Provide a reason for this change. If this change is greater than 5 minutes, the circle approver will need to approve this as an Override Request and will see the reason you provide.
    5. Tap Change Start Time or Change End Time, depending which one you're editing.
    6. You will now see the modified time, as well as the original time listed below it.
    7. To revert to the original time, select the start or end time, then click Revert To Original.
    8. When you are done editing start and end times, tap Done or Back.

    See more about EVV Override Requests in user story videos on adjustments.

     

    Disclaimer: All names displayed in the above screen shots are fictional characters. No identification with actual persons (living or dead) is intended or should be inferred.

    Updated 2/13/2024

    eTime Guide

    Creating and Submitting a Forgotten Shift

    **Creating a shift for a previous day will render the shift EVV Unverified. Continuous unverified shifts will be a cause for ISS intervention, as ISS may not be able to bill for those shifts.**

    Please note, you cannot submit a missed shift while another shift is actively running

    1. To create and submit a forgotten shift, first navigate to eTime Live by clicking Open eTime on the home page.
      • On mobile, eTime Live will automatically open upon login
    2. From eTime, click Start Shift

       

      image-1609377719900.png


    3. Next, select the employer, the job, the method and the location for the forgotten shift
      • If selecting an EVV required job and method, eTime Live may detect that the device location lies outside of the geofence. If this is the case, confirm the address where the forgotten shift began by clicking the checkbox next to the address and click Confirm Location

        image-1609377762392.png

    4. Once the details of the forgotten shift have been confirmed, click Add in the top right hand corner
    5. Next, click End Shift to stop the eTime timer and verify that all Staff Activities have been logged for the forgotten shift

      image-1609377832532.png




    6. Once all of the details have been finalized, click Next in the top right hand corner of the Finalize Details screen
    7. Select the appropriate ending location for the shift
      • If selecting an EVV required job and method, eTime Live may detect that the device location lies outside of the geofence. If this is the case, confirm the address where the forgotten shift ended by clicking the checkbox next to the address and click Confirm Location

        image-1609377935359.png



    8. Click End in the top right hand corner to advance to the Final Review screen
    9. From the Final Review screen, click Change

      image-1609377994374.png



    10. Select the Start Time section to edit the start date, start time and to include a reason why the time and dates are changing for this shift

      image-1609378046211.png




    11. Once finished, click Change Start Time to confirm the changes made

      image-1609378088374.png


    12. Select the End Time section to edit the end date, end time and to include a reason why the end times are changing for this shift

      image-1609378125772.png


    13. Once finished, click Change End Time to confirm the changes made


      image-1609378186025.png

    14. After editing the Start Time and End Time for the forgotten shift, select Done to advance to the Final Review screen
    15. From the Final Review screen, verify the accuracy of the shift’s details, scroll down and click Submit Shift at the bottom of the screen



      image-1609378239389.png




    16. Click Submit from the Confirm Submission dialog window

     

    image-1609378278924.png

     

    eTime Guide

    Enabling Location Services

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

    Below are pathways on various devices to location services

    iOS

    Settings > Privacy > Location Services - Ensure this is On, and portal.issny.org is given permission.

    Settings > Safari > Location - Ensure this is set to Ask or Allow.

    macOS

    System Preferences > Security & Privacy > Location Services - Ensure this is enabled, and the web browser you are using is given permission.

    Safari

    Preferences > Websites > Location - Ensure that portal.issny.org is set to Ask or Allow.

    Chrome

    Preferences > Privacy & Security > Site Settings > Location - Ensure that portal.issny.org is listed under Allow.

     

    For more information about enabling location services, please visit the Enabling Location Services Help Guide section.

    eTime Guide

    Fixing Location Inaccuracies

    Outside The Geofence

    When beginning or ending a shift, eTime may detect that you are outside of the geofence. When this happens, eTime will provide you with a list of addresses associated with your employer.

    If the correct address is shown:
    If the correct address is NOT shown:

    Completely Unable To Determine Location

    It is possible that eTime may display an error stating that eTime was completely unable to get your location. When this happens, check the following:

    Once verified that all location settings have been enabled, return to eTime and click Retry on the error. If eTime is still unable to get your location, click Continue Without Location and then select I Understand on the second warning that appears. 

    **Note that selecting Continue Without Location will render the shift EVV Unverified. Continuous unverified shifts will be a cause for ISS intervention, as ISS may not be able to bill for those shifts.

    For more information on enabling location services, please visit the Enabling Location Services Guide.

    Disclaimer: All names displayed in the above screen shots are fictional characters. No identification with actual persons (living or dead) is intended or should be inferred.

    Updated 2/13/2024

    eTime Guide

    Location Services Help

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

    1. Adjust your device and/or browser settings to enable location services. 
    2. Click Retry. 
    3. If this still does not work, you can continue without a location.
      • Proceeding without a location is NOT recommended. Be aware that starting January 1, 2021, if you continue without location, the shift will be EVV Unverified. Continuous unverified shifts will be a cause for ISS intervention, as ISS may not be able to bill for those shifts. 

    locationErrorA.png

    locationErrorB.png

    For more information about enabling location services, please visit the Enabling Location Services Help Guide section.

     

     

    eTime Guide

    Reviewing A Shift

    The job of the web approver in the circle of support ("circle approver") is to act as the supervisor of the participant's support staff. That means reviewing and then approving or returning the time submitted by staff.

    Time is submitted by support staff as individual shifts. Each shift must be individually reviewed and then approved or returned.

    While reviewing time, the circle approver should look at the following:

    To review time:

    1. Navigate to the My Staff Work page.

      image-1603834895000.png
      • My Staff Work shows all eTime shifts for participants for whom you are a circle approver.
      • The Shifts tab by default shows all shifts needing action.
      • The Job Periods tab shows a list of all open job periods; that is, all job periods that contain one or more in-progress shifts.

         

    2. Select a shift with a status of Pending Circle Review. This will open the shift from within its associated job period.

      2.png

    3. Review the information entered for the shift (see the list above for things to look for).
    4. If the information is correct, click Approve. If something is incorrect, click Return, then select a reason and provide a description.

      1.png
      • If the shift was returned, the staff will need to correct the shift and resubmit for approval.

    EVV Override Requests

    If the staff has requested an override to the start and/or end time, that will be seen as an EVV Override Request. This request must be approved before approving the shift.

    2.png

    Disclaimer: All names displayed in the above screen shots are fictional characters. No identification with actual persons (living or dead) is intended or should be inferred.

    Updated 07/24/23.

    eTime Guide

    Viewing Shift Comments

    If a comment was added by staff on a shift, you can view them in two locations:  on the shift details screen and on the Print/Download PDF.

    Shift Details Screen

    If a comment was added, the Shift Comments section will display.  Click the plus sign on the right to expand it.  The section will only display if a comment was added.

    Collapsed:

    pr3675_shiftcomments-01.png

    Expanded:

    pr3675_shiftcomments-02.png

    Print/Download PDF

    If a comment was added, the Comments section will display below the shift details and above the Staff Activities on the PDF.

    pr3675_shiftcomments-03.png

    Updated 02/23/24.

    eTime Guide

    Correcting a Shift

     

    A shift can be returned for corrections by either the circle approver or by the ISS Payroll department. In both cases, the support staff will receive an email notification that they have time to correct. In eTime, you can see that a shift has been returned because it shows up with a red indicator. 

    A shift cannot be paid until corrections are made and the shift is resubmitted and approved.

    To correct a shift:

    1. Navigate to eTime page.
    2. Select the shift.
      • Returned shifts will appear at the top of the list.
    3. Review the reason and description for the shift being returned and make any necessary changes.
    4. Click Submit to resubmit the shift for approval.

    Updated 2/13/2024

    eTime Guide

    Requesting/Submitting Time Off

    The 6 types of time off:

    Time Off can only be submitted two months into the future.

    To request or enter time off from eTime:
    1. Click Add Time Off at the bottom of eTime.

      1.png


       

    2. Choose the participant, the job, fill in a date, fill in the number of hours, select the type of time off, and provide a description. Once completed, click Add.



      2.png

    3.  If you need to edit the details of the time off request, click the Edit button in the top right, make the desired changes, and then click Update to save the changes. After the details have been verified, enter a comment if applicable and click Submit Shift.


      3.png

    4. After clicking the Submit Shift button, a confirmation window pops up. Click Submit to finalize and send the shift for circle approval. 

    4.png

    Disclaimer: All names displayed in the above screen shots are fictional characters. No identification with actual persons (living or dead) is intended or should be inferred.

    Updated 07/24/23.

    eTime Guide

    Deleting a Shift

    Only support staff can delete their own shifts.  Only shifts marked as Draft and Returned to Staff can be deleted.

    A support staff may need to delete a shift if they created the shift by accident. If you accidentally started an eTime Live shift, simply end the shift and then delete it.

    To delete a shift:

    1. Navigate to eTime Live and click the trash can icon on the shift to be deleted.
    2. Click Yes, delete this shift on the shift deletion confirmation window that appears.


      1.png.  image-1610405979638.png

    If you need to delete (or edit) a shift that is not marked as Draft or Returned to Staff, how you handle it depends on its status.

    Disclaimer: All names displayed in the above screen shots are fictional characters. No identification with actual persons (living or dead) is intended or should be inferred.

    Updated 07/24/23.

    eTime Guide

    Auto-Deleted eTime Shifts

    eTime shifts with the following status that have not been modified in 30 days will be deleted.

    You can find these auto-deleted shifts by going to My Work and filtering to all Deleted shifts.  All deleted shifts appear here, including the ones you deleted.

    Remember, you cannot view more details on deleted shifts and you cannot modify them.  If a shift was deleted that shouldn't have been, use the instructions to create a forgotten shift to re-create the shift.

    pr2135_autodel-01a.png

     

    Disclaimer: All names displayed in the above screen shots are fictional characters. No identification with actual persons (living or dead) is intended or should be inferred.

    Created 08/06/24.

    eTime Guide

    Method Options

    In Person Face-to-Face

    Virtual Face-to-Face

    Non Face-to-Face

    Time Off

    eTime Guide

    Recording a Virtual Face to Face Shift

    Certain jobs can be worked using the virtual method. Virtual Face to Face should be used ONLY when the service can be effectuated through verbal prompting and cueing.

    Virtual Face to Face should not be used where a service or support requires the physical presence of a support staff for the health and safety of the participant.

    Audio-only is not permitted, meaning that a virtual shift cannot be done via a normal phone call.

    Examples of two-way audio-visual technology:

     

    To record a virtual shift:
    1. Log into eTime and click Start Shift
    2. Select the employer, the job, choose Virtual Face to Face as the method. 
    3. Click Add in the top right corner
    4. Click the shift that was just created
    5. Fill in the required information for Virtual Face to Face shifts: 
      • Software Used
      • Additional Attendees
      • Staff Location
      • Participant Location
      • Technical Issues
        *Note - Once the shift has ended, you will be able to fill these details on the Finalize Details screen*
    6. Once finished, click Update in the top right corner

    Disclaimer: All names displayed in the above screen shots are fictional characters. No identification with actual persons (living or dead) is intended or should be inferred. 

    eTime Guide

    Data Validation

    Overlaps

    A support staff is not allowed to submit shifts that overlap one another. Prior to submitting a shift, the eTime mechanism will check for overlaps against all the support staff’s shifts, excluding those shifts with a status of Draft or Returned to Staff. A shift can be saved if overlaps exist, but it cannot be submitted.

    Future Dates

    Future dates are not allowed on shifts. eTime will not allow you to save or submit a shift with a future date. All time should be recorded at time of service on paper, and then transferred to eTime after the fact.

    Activities

    Activities must be selected for most all shifts, regardless of job or method. The only exceptions to this are Time off and Respite shifts. Activities do not need to be selected for Respite shifts since the activity, by definition, is always the same.

    eTime Guide

    Special Cases

    Respite

    Respite shifts do not require the selection of Activities.

    Recording Non Direct Clinician Services

    For support staff working ComHab for a participant with IDGS Non Direct Service Provision in his or her budget (also called Non Direct Clinician), a value for “Was a Clinician Present?” must be provided when recording a training event on a shift.

    Disclaimer: All names displayed in the above screen shots are fictional characters. No identification with actual persons (living or dead) is intended or should be inferred.

    eTime Guide

    Staff-Side Overlaps

    A staff-side overlap occurs when a support staff's shift overlaps with one or more other shifts that he/she has previously submitted. An overlapping shift must be resolved before it can be submitted. 

    Overlap testing is only run against shifts that have already been submitted. In other words, if two shifts in Draft overlap each other, the overlap will not be flagged. However, as soon as one of the shifts is submitted, an overlap will be flagged on the remaining shift.

    When resolving the overlap, only the Draft shift can edited. Previously submitted shifts cannot be edited.

    Updated 2/13/2024

    eTime Guide

    Circle-Side Overlaps

    While reviewing a shift, a staff's time may overlap with time submitted by another staff. An overlap occurs when two or more support staff submit overlapping time for the same participant. Common reasons for this include trainings and circle of support meetings. In this case, the shift will have an indicator that overlaps exist.

    Overlaps must be resolved in order to approve a shift.  As shown below, when an overlap is valid, resolving it can be as simple as reviewing and approving it.

    Review an Overlap

    Click Review Overlap to view a summary of the overlapping shifts. Review the shifts and decide whether to approve the overlap or not.

    Review.pngApprove an Overlap

    To approve the overlap, click the Approve checkbox, select a reason and provide a description for the overlap at the bottom of the window. Once filled in, the larger Approve button below will turn green. Click the green Approve button to approve the shift which will submit the shift to ISS.

    good.png

    3.png

    After approving an overlapping shift and submitting it to ISS, the shift will still display that an overlap exists and that it was approved.

    Return an Overlap

    To reject an overlap, click Return, select a reason and provide a description for returning the overlap. Note that clicking Return will send the shift back to the support staff in order for them to make corrections.

    Reject.png

    5.png

    Disclaimer: All names displayed in the above screen shots are fictional characters. No identification with actual persons (living or dead) is intended or should be inferred.

    Updated 07/24/23.

    eTime Guide

    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 in compliance. Please begin using it right away.
    We want to highlight a few of the most common questions and issues that staff have come across while using the system and how to resolve them.

    1. Missing an entire shift

    If you missed an entire shift, you must punch in, then punch out, and edit the date and times to match the shift that was missed. Learn more »

    2. Training shifts

    You should punch in and out at the time you are doing the training, just like any other working time. If it is an independent training (without your participant) choose Non Face to Face for Method, and then choose Training under events. Enter the details of the training when prompted. If you do not punch in and out when you did the training, follow the directions for missing an entire shift. Learn more »

    3. Location Issues

    Location not working
    Make sure that location services are enabled on your device for both the overall device and your browser app. Visit Help for enabling location services on your device as well as guides for your device’s browser apps. Learn more »
    Location inaccurately puts you outside Participant’s Home by X meters
    If the address ISS has for the Participant is not correct, have your Supervisor contact their SDC. If location services simply cannot resolve your device’s location to the Participant’s address, continue to tell eTime that you are Home, select the Participant’s address in the list, or provide the correct address in the comment box. These location overrides are crucial to our building tools to more accurately pinpoint the Participant’s address in future updates to eTime. Learn more »

    4. What to do if you made an error

    If you made an error on the shift’s date (start or end) or time (start or end), you can edit these by editing the shift, selecting Change, making your changes, indicating a reason for the edit, and then finalizing and submitting the shift. You can only change the location at the moment of a clock in or out if Home is not accurately showing the Participant’s home address. If the error is in the main details of the shift (Participant, Job, Method), you are not able to edit these fields after you confirm them when you first create the shift. You will need to delete the incorrect shift, and then follow the directions for missing an entire shift to add it back in correctly. Learn more »

    5. Starting a shift - incomplete

    With the December 2020 updates, you must choose the shift information at the start of the shift. You used to be able to punch in, and then answer questions upon punching out. Since that update, we are not taking your location unless we need to, so we need this information up front to determine whether we need to take the location. Please answer all the prompted questions upon punching in to avoid issues with unverified shifts. 
    You must click Add on this screen to start your shift.
    IMG_0963.jpg
    eTime Guide

    Shift Approval Reminder Emails

    Reminders about eTime shifts requiring attention are sent to both staff and approvers as the payroll approval deadlines approach or pass.

    Emails are sent regardless of the date of the shift or the pay period in which it would be paid.  If a shift exists that hasn't yet been approved and sent to ISS for processing, an email will be sent to both the staff and the approver.

    Staff Email Examples

    Shifts Due Monday at NOON

    shiftreminders_staff_monday.png

    Shifts Due Today at NOON

    shiftreminders_staff_today.png

    SHIFT APPROVALS OVERDUE!

    shiftreminders_staff_overdue.png

    Approver Email Examples

    Shifts Pending Approval – Due TUESDAY

    shiftreminders_cos_tuesday.png

    Shifts Pending Approval – Due Today

    shiftreminders_cos_today.png

    SHIFT APPROVALS OVERDUE!

    shiftreminders_cos_overdue.png

     

    Created 06/25/25.

    eTime Guide

    Glossary of Terms

    Shift

    A block of time defined by a start and stop time; this is analogous to the previous concept of a line on a timesheet.

    Job Period

    A dynamic collection of all shifts falling within a specific date range (pay period) that all belong to the same participant, support staff, and job.

    eTime Ready

    Refers to participants and jobs. eTime Ready participants have one or more jobs that are eTime Ready. A job is eTime Ready when the associated Staff Action Plan and Blank Timesheet is completed (“Blank Timesheet” here refers to the list of activities made available for a job). See also Am I eTime Ready?.

    EVV Required

    Refers to and describes a shift. Per Medicaid regulations, the combination of the job and the method selected for a shift determine whether it is EVV Required.

    EVV Required Job & Method Combinations:

    EVV Valid

    Refers to and describes the start or end of a shift. It means that a valid geocode was captured for the action (i.e. starting a shift or ending a shift). 

    EVV Invalid

    Refers to and describes the start or end of a shift. It means that a valid geocode was NOT captured for the action (i.e. starting a shift or ending a shift). 

    EVV Verified

    Refers to and describes an entire shift. A shift is EVV Verified if the start and end are both EVV Valid. 

    EVV Unverified

    Refers to and describes an entire shift. A shift is EVV Unverified if either the start or end is EVV Invalid. 

    Timesheet

    A timesheet refers specifically to the artifact that ISS Payroll uses to process support staff time. It does NOT refer to the time submitted by support staff. Any number of shifts for the same support staff, participant, and job may be combined into a single timesheet, irrespective of how those shifts were submitted to ISS. Timesheets are also the artifact that is charged against a participant's budget. 

    Check

    A check refers to the specific artifact on which ISS paid a shift or expense. Payment may have been received via physical check or direct deposit, but in both cases, there is a check and check number associated with the transaction. 

    Web Approver / Circle Approver

    The primary job of the web approver in the circle of support ("circle approver") is to act as the supervisor of the participant's support staff; specifically, to review and then either approve or reject the time submitted by staff.

    In addition to approving time, a circle approver can also:

    eTime Guide

    Glossary of eTime Icons

    Source Icons:

    Source - eTime Live (White).png Indicates the shift was recorded using eTime Live.
    eTime Entry (White).png Indicates the shift was recorded using eTime Entry, which is now only used for Time Off. 

    Method Icons:

    Method - Face to Face (White).png Indicates the shift is Face to Face.
    Method - Virtual Face to Face (White).png Indicates the shift is Virtual Face to Face.
    Method - Non Face to Face (White).png Indicates the shift is Non-Face to Face.
    Method - PTO (White).png Indicates the shift is Time Off.

    Location Icons:

    Location - Home (White).png Indicates a start/end location of home.
    Location - Community (White).png Indicates a start/end location of community.
    Location Override (W).png Indicates a start/end location outside the geofence, but overridden to home.

    EVV Shift Status Icons:

    Location Verified:Valid (W).png Indicates the shift is EVV Verified.
    Location Unverified:Invalid (White).png Indicates the shift is EVV Unverified.
    Geolocation Override (White).png Indicates the shift is EVV Valid - Override, meaning the start and/or end time and/or location was overridden.

    EVV

    Resources for all things EVV.

    EVV

    EVV Keynote

    EVV

    EVV Takeaways for Staff and Circle

    With all the information about EVV, there can be a lot to process. Here's what support staff and circle approvers should both take away.

    Support Staff

    1. Familiarize yourself with eTime Live and start using it on a regular basis. Come January 1, 2021, eTime Live will be the only way to submit time for payroll.
    2. Begin allowing location services whenever services are provided in the Home for ComHab and Respite shifts. Related to this, pay attention to the address(es) eTime uses to verify Home and provide corrections when eTime is wrong. This will help ISS get its data as accurate as possible.
    3. Start recording your time in real time using eTime Live.

    Circle Approvers

    1. Make sure your participant's staff are familiar and comfortable with eTime Live and location testing.
    2. Familiarize yourself with reviewing the start and end times and locations once staff are submitting EVV shifts.
    3. Start reviewing and approving shifts as quickly as possible. If there are issues with the data, return it to the staff immediately for corrections. If the data is correct, approve it for payment so that ISS can process the EVV Verification and complete payroll in a timely fashion.
    EVV

    EVV FAQ

    How is my data stored and transported?

    How is my location data used?

    What if I forget to clock in/clock out?

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

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

    With whom else will my location information be shared?

    How do I fix incorrectly submitted time?

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

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

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

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

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

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

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

    How does Non Face to Face work?

    What happens if I don’t allow location services?

    EVV

    Example User Stories

    I Forgot To Clock In/Clock Out


    When a mistake is made by forgetting to start or end a shift, make note of when you should have started or ended the shift, and then perform that action as soon as possible. In other words, start your shift as soon as you remember, or end your shift as soon as you remember.

    Once you have completed your shift, you will need to request an adjustment to the start time or end time, depending on which action your forgot.

    As long as the circle approves your adjustment, you will be paid for the actual time worked. Keep in mind, however, that adjusted time may not be considered EVV Verified and may not be billable to Medicaid. Too many instances of missed starts or ends of shifts will cause problems.

    I Forgot My Phone

    This video demos a previous version of eTime, so the current interface is different than the one shown.

    There are a variety of reasons that a support staff's normal eTime device is missing, non-functional, or not available. 

    Without access to your phone, the next best choice is to log in to the portal on a borrowed device and start and stop your shift from that device. As long as you log in with your own username and password, you will be able to record your shift.

    When using eTime on a borrowed device, the ideal option is another mobile phone. If not available, then a tablet computer such as an iPad, or a notebook computer running off of WiFi is the next best choice. As a last resort, a computer using a wired Ethernet connection is acceptable. When using a wired connection, it is possible that the location returned is inaccurate. eTime may think the computer is not located inside the geofence. As long as that inaccuracy is adjusted by the staff and approved by the circle, the shift will be considered Verified.

    I Don’t Have Internet Access


    Lack of internet or network access can occur for a variety of reasons. Power outage, internet outage, and poor cellular network signal are just a few.

    Adjustments: Late Start Time (Phone Out of Batteries)

    This video demos a previous version of eTime, so the current interface is different than the one shown.

    Adjustments: Forgot to STOP a Shift

    This video demos a previous version of eTime, so the current interface is different than the one shown.

     

    eTime FAQ

    List of answers to frequently asked questions about eTime

    eTime FAQ

    Am I eTime Ready?

     

    Participants, staff, and jobs that are not eTime ready are indicated as such throughout the portal. Jobs that are NOT eTime ready are correlated with a Staff Action Plan and/or Timesheets that are not yet completed (“Timesheets” here refers to the list of activities made available for a job, which are filled out ).

    If you are a support staff, you will still be able to submit time for a job that is not eTime Ready ONLY if a previous Staff Action Plan exists in which the job was eTime Ready.

    If you are a circle approver, you should work with your support broker to ensure these issues are resolved a quickly as possible.

    If you are a support broker, you should work work with your circle contacts to ensure these issues are resolved as quickly as possible. The action(s) required to make the job eTime Ready is listed on the participant dashboard.

    Time for jobs which are not eTime ready will have to be submitted via paper.

    eTime FAQ

    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.

    eTime FAQ

    Can I still submit paper timesheets by mail?

     

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

    eTime FAQ

    Will there be training for eTime?

     

    A scheduled training session has not been planned for eTime. Rather, documentation, videos, and inline help has been provided throughout the eTime interface.

    eTime FAQ

    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, allowing you to “punch” in and out rather than manually typing in dates and times. eTime Live allows you to record your time directly in the portal, in real time.

    As of midnight 12/6/2020 you must use eTime Live and punch in and out for each shift's start and end. eTime Entry will no longer be an option for dates 12/7 and beyond except for PTO. Learn more»

    eTime FAQ

    Will my personal data be secure in eTime?

     

    Yes; your connection to eTime and the rest of the portal uses the https protocol, which encrypts the connection between you and the portal. The data you enter into the portal is stored securely and encrypted.

    eTime FAQ

    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 your desktop or mobile browser. Nothing about eTime Entry or eTime Live will be actively accessing your device when not in use. If you remain concerned about battery drain, you may close the browser and log back in later.

    eTime FAQ

    How do I access eTime?

     

    Go to portal.issny.org to login. After logging in, there are buttons to start an eTime line shift and to view all time.

    eTime FAQ

    Do I need to request access to eTime?

     

    No. Your existing portal login is adequate. If you are support staff, then you will automatically have access to eTime for use with your active jobs. If you are a primary contact, participant, or circle approver, you will automatically have access to approve shifts via your login.

    eTime FAQ

    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. Someone will get back to you promptly.

    eTime FAQ

    I’m having trouble logging in. Help.

     

    If you’ve forgotten your password, click the Forgot your password link on the login page (https://portal.issny.org/forgot.php) to reset it.
    If you’ve forgotten your login email, contact ISS at websupport@issny.org.

    eTime FAQ

    Who can enter and submit time?

     

    Support staff must enter and submit their own time. You cannot submit time on behalf of someone else. The electronic signature on the time is linked directly to the currently logged in portal user. This provides security to the staff, the circle, and ISS, as well as helping to prevent fraud.

    eTime FAQ

    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 someone else. The electronic signature on the shift is linked directly to the portal user that is currently logged in. This provides security to the staff, the circle, and ISS, as well as helping to prevent fraud.

    eTime FAQ

    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 Developer), and Respite. Brokerage, IDGS Paid Neighbor, and IDGS Staffing Support are currently not supported by eTime.

    eTime FAQ

    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 your time manually with eTime Entry, you should record your time as close to the time of service as possible.

    As of midnight 12/6/2020 you must use eTime Live and punch in and out for each shift's start and end. eTime Entry will no longer be an option for dates 12/7 and beyond except for PTO. Learn more»

    eTime FAQ

    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.

    eTime FAQ

    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 included in that list, please contact your SDC to make sure the method of delivery is acceptable. If the SDC agrees that the method is acceptable, you may use the Other selection and describe the method. We will periodically add additional newly acceptable technologies to the drop-down list.

    eTime FAQ

    How do I submit/enter Time Off/PTO?

    Please refer to the page Requesting/Submitting Time Off.

    eTime FAQ

    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 click "My Work" in the main menu and they can find it under the "Shifts" Tab.


    image-1603840101886.png

     

     

    Disclaimer: All names displayed in the above screen shots are fictional characters. No identification with actual persons (living or dead) is intended or should be inferred.

    eTime FAQ

    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 staff by the circle or ISS for corrections. A shift cannot be edited after it has been submitted to the circle unless the circle rejects it, which returns it to the staff for corrections.

     

    image-1603841372099.png

     

     

    Disclaimer: All names displayed in the above screen shots are fictional characters. No identification with actual persons (living or dead) is intended or should be inferred.









    eTime FAQ

    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 record and submit time via a paper timesheet and mail it to ISS.

    eTime FAQ

    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 delivering Respite services overnight, there are two options:

    As of midnight 12/6/2020 you must use eTime Live and punch in and out for each shift's start and end. eTime Entry will no longer be an option for dates 12/7 and beyond except for PTO. Learn more»

    eTime FAQ

    Who can review and approve time?

     

    Both the participant and the primary contact can review and approve time. In addition, any contact associated with the participant and identified as a “web approver” is able to review and approve time. If you would like to add an additional approver, please contact your SD Coordinator.

    eTime FAQ

    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 with shifts pending review will also appear in a list on your portal home page.

    eTime FAQ

    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 periods with shifts requiring action will also appear in a list on your portal home page.

    eTime FAQ

    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 signatures from both the support staff when submitting, and the circle when approving. These electronic signatures are linked to your respective portal logins. Support staff will not be able to access the Approval screen.

    eTime FAQ

    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 shifts you submitted, you can print off the job period as a paper timesheet, acquire a physical signature from the circle, and mail it in. In submission of this paper timesheet to the ISS Payroll Department, a statement signed by the supervisor must be included as to why the electronic approval could not be completed.

    While viewing the job period, click the Download PDF button to print out a copy of the eTime shifts as a paper timesheet.

    Download.png

    Disclaimer: All names displayed in the above screen shots are fictional characters. No identification with actual persons (living or dead) is intended or should be inferred.

    Updated 07/24/23.

    eTime FAQ

    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 provided filters to narrow your search. You can also use the "My Work" section to view a list of checks, expenses, and timesheets.

    menu.png

    From the My Work page, select the filter and select the desired status. Picking any option other than "Draft" and "Returned," will display shifts that have been previously worked.

    My Work Filter.png

    Disclaimer: All names displayed in the above screen shots are fictional characters. No identification with actual persons (living or dead) is intended or should be inferred.

    Updated 07/24/23.

    eTime FAQ

    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.

    1. Through the My Staff Work page.
    2. Through the Budget Summary/Budget Drill-Down.
      • This only shows paid time.
    3. Through the Participant Staff Dashboard.
      • From the home page, select a participant, then select the Staff tab across the top, then select a staff person. Timesheets for each job can be found in the bottom section of the screen.
      • This only shows paid time.

    Updated 07/24/23.

    eTime FAQ

    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 in a job period for your own records. When viewing a single job period, click the Download button.

    eTime FAQ

    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 feature is available.

    eTime FAQ

    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 circle by 11:59 PM on the Monday after the pay period ends
    Approved by circle by 11:59 PM on the Wednesday after the pay period ends
    Final deadline for approval is 12:00 PM on the Friday after the pay period ends

    LongTermCalanderV3.png
    eTime FAQ

    Can I delete a shift?

    Yes. See Deleting a Shift for more information.

    eTime FAQ

    Should I use Entry or Live?

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

    As of midnight 12/6/2020 you must use eTime Live and punch in and out for each shift's start and end. eTime Entry will no longer be an option for dates 12/7 and beyond except for PTO. Learn more»

    eTime FAQ

    How do I know that I have been paid? (Support Staff)

    To see when and where a shift was paid, click the menu in the top right hand corner and select My Payment History.

    menu.png

    Once clicked, you will be taken to a page displaying all of the shifts that have been paid. To view more details about a check, click on the line containing the check and more details will be displayed. page.png

    Updated 07/24/23.

    eTime FAQ

    How is my data stored and transported?

    Your data is both transmitted and stored using commercial grade encryption. ISS complies with all PHI and PII expectations as a Medicaid biller and as a HIPAA covered entity.

    eTime FAQ

    How is my location data used?

    The support staff's location data is recorded and used to verify their location at the participant's home when selecting Home during a shift. Only the word "HOME" is sent to the New York State Department of Health EVV API. Your specific location information is not passed on to any outside entities or government agencies.

    eTime FAQ

    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 should have started or ended your shift, and then perform that action as soon as you can. In other words, start your shift as soon as you remember, or end your shift as soon as you remember.

    Once you have completed your shift, you will need to request an adjustment to the start time or end time, depending on which action your forgot. It’s also possible that the location captured at your delayed start or end of shift is inconsistent with the location where you really started or ended the shift. For instance, if you remember to end your shift after you get home, the location may need to be corrected. If that is the case, request an adjustment to the starting or ending location as necessary.

    See the user story "I Forgot to Clock In/Clock Out" and "Making an Adjustment: Forgot to Clock Out."

    eTime FAQ

    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 paid the following pay period.

    eTime FAQ

    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 the end location. They will also see if the support staff has requested to override the Home/Community determination made by eTime. The circle approver will not, however, see any location data more specific than Home or Community.

    See the user stories "Making an Adjustment".

    eTime FAQ

    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 start and end of each verified, billable shift.

    ISS may review EVV location override requests to improve our eTime location determinations.

    eTime FAQ

    How do I fix incorrectly submitted time?

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

    See the user story "Making an Adjustment: Forgot to Clock Out".

    If the circle approver approves a shift and later realizes this was a mistake, they should contact the ISS Payroll Department as soon as possible.

    eTime FAQ

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

    No.

    eTime FAQ

    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.

    eTime FAQ

    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 false shift, as there is no way to go back and capture that time and location after it occurs.

    If you accidentally clock in, simply end the shift and then delete it. See the link above for more information.

    eTime FAQ

    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 of the shift. If something looks wrong with the start or end time, or the start or end location, the approver should return the shift to staff with a note about the suspected error. The staff can then make a correction and re-submit the shift for review.

    eTime FAQ

    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 an EVV Override for start time, end time, start location, and/or end location.

    See the user stories "Making an Adjustment."

    eTime FAQ

    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 Medicaid, it does not need to be electronically verified.

    eTime FAQ

    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. There is therefore no need to verify a location, and consequently, the staff's location is not requested or used at any point.

    eTime FAQ

    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 EVV Verified, and will therefore not be billable to Medicaid. Continuous unverified shifts will be a cause for ISS intervention, as ISS may not be able to bill for those shifts.

    See Location Services Help for more information.

    eTime FAQ

    What if an approver submits a mistake?

    If, after approving a shift for payment, the approver realizes that a mistake has been made, they should contact the ISS Payroll Department. If the shift has not yet been paid, the Payroll Department may be able to send the shift back to staff for correction. If it has been paid, then Payroll will evaluate the necessity of an internal correction and proceed accordingly.

    eTime FAQ

    Is Virtual Face to Face EVV Required?

    Virtual Face to Face is EVV Required for ComHab jobs. However, unlike In Person Face to Face, eTime will not ask for the start and end location of the shift. Instead, the location specified for Participant Location within the Virtual Details will be used as the start and end location for the shift. Additionally, if Home is selected for Participant Location, eTime will NOT request or use the support staff's geolocation to verify the location.

    What's New - Release Notes

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

    What's New - Release Notes

    Portal Update - My Work and My Staff Work 2023

    MyWork Landing Page.png

     

    Attention all users!

    The portal now has some exciting changes. We’ve been working hard to improve a variety of things. We’ve made the My Work page easier to use for support staff and the My Staff Work page easier to use for circle of support, while making sure you can still do everything you need to on those respective pages. We’ve made them more streamlined and modern, with a focus on making the most important information more prominent.

    gif.gifReduced clutter and simplified design make it easier to find and do what you need.

     

    Improvements include:

    ·         Improved workflow and design of the My Work and My Staff Work pages.

    ·         Improved and expanded filter options.

    ·         Improved mobile experience of list views.

    ·         Various bug fixes.

    ·         Back-end performance enhancements.

     

    Check out these updated help pages:

    ·         Navigating and Finding Shifts

    ·         Reviewing a Shift

    ·         Circle-Side Overlaps

    ·         Requesting/Submitting Time Off

    ·         Deleting a Shift

     

    Updated 07/24/23.

    What's New - Release Notes

    Release 139 - 3/25/2021

    Updated 03/25/21.

    What's New - Release Notes

    eTime 1.6 - Released December 22, 2020

    This release of eTime sees some big changes for staff. Below is a list of what is new.

    Updated 12/21/20.

    What's New - Release Notes

    eTime 1.5.1 - Released December 10, 2020

    The following updates were made in this release of eTime.

    Updated 12/10/20.

    What's New - Release Notes

    NOTICE: eTime Entry is Going Away

    As of midnight between 12/6/2020 and 12/7/2020, eTime Entry will no longer be available as an option to record time for dates 12/7/2020 and beyond, with the exception of Time Off. eTime Entry will remain available to enter shifts occurring prior to 12/7/2020 until 12/21/2020. On 12/21/2020, eTime Entry will only be available to enter Time Off.

    Support Staff - How does this affect you?

    All new, non-PTO shifts must be recorded using eTime Live starting 12/7/2020, regardless of the job you are working.

    Circle Approvers - How does this affect you?

    Nothing will look or function differently for you. But do know that your participant's support staff will not be able to enter their time retroactively starting 12/7/2020. They must record it in real time using eTime Live, regardless of the job.

    Updated 11/18/20.

    What's New - Release Notes

    eTime 1.5 - Released October 30, 2020

    Updated 10/15/20.

    What's New - Release Notes

    eTime Timesheet Live Early Access - Released July 31, 2020

    Here's what's new and changed in this release of eTime:

    Updated 07/31/20.

    What's New - Release Notes

    Keynote - Timesheet Live

    Updated 07/13/20.

    What's New - Release Notes

    Keynote - eTime

    Updated 06/18/20.

    Enabling Location Services Guide

    Enabling Location Services Guide

    Android (10)

    Enabling Location Services on Android 

    There are two different places that should be checked when enabling location on an Android device

    1. System settings on the device itself
    2. Settings within the app itself

    System Settings:
    Google Chrome:
    Firefox:
    Samsung Internet:

     

    Enabling Location Services Guide

    iOS (14.2)

    Google Chrome:
    Firefox:

     

    Safari:
    Enabling Location Services Guide

    macOS

     

    Enabling Location Services Guide

    Windows 10

    System:

    eTime Mileage and Expenses

    eTime Mileage and Expenses

    Introduction to Mileage and Expenses in eTime

    Mileage and Expenses in eTime

    There is plenty to learn about the Mileage and Expenses updates to eTime, but most of the information you need is covered in these videos. Please watch them:

    Video for Support Staff:

     

    Video for the Circle of Support:

    The most important information not covered in these videos is the requirements around reimbursement:

    Requirements for Mileage Reimbursement: 

    1. The vehicle a Support Staff member uses for a trip must be owned by that same member.
    2. The end-destination of a trip cannot be a location that the State provides funds to travel to such as a Hospital or Courthouse.
    3. The miles marked for reimbursement must only be miles driven during a shift, not miles driven to or from a shift.

    Requirements for Expense Reimbursement: 

    1. Expenses must be submitted with supporting documentation.
    2. Supporting documentation must demonstrate the proof of payment, and an itemized receipt must be included.

    For a detailed look into specific workflows, click these links:

    Adding Mileage in eTime - Support Staff

    Adding an Expense in eTime - Support Staff

    Correcting a Returned Shift - Support Staff

    Reviewing Expenses and Mileage in eTime - Circle of Support

    For further questions, please view our FAQ document:

    FAQ

     

    Disclaimer: All names displayed in the above screen shots are fictional characters. No identification with actual persons (living or dead) is intended or should be inferred.

    Updated 01/07/25.

    eTime Mileage and Expenses

    Adding Mileage in eTime - Support Staff

    Adding Mileage in eTime is simple. The most important thing is to make sure that you correctly note your location, destination, support activity, and number of miles. The steps to this process are below:

    1. Log into the Portal and open eTime

    image-1735771531323.png

    2. Start a shift

    image-1735771569328.png

    3. Input your information

    image-1735771594437.png

    4. Select your shift

    image-1735771611298.png

    5. Tap the 'Add Mileage' button

    image-1735771621629.png

    6. Input your information and tap the 'Confirm' button

    image-1735771642517.png

    7. Your mileage can be viewed within the shift

    image-1735771666980.png

    8. To edit a mileage submission, tap the 'Edit' button and correct any errors in the Trip Details

    image-1735772097277.png

    image-1735772150877.png

    For further questions, please view our FAQ document:

    FAQ

     

    Disclaimer: All names displayed in the above screen shots are fictional characters. No identification with actual persons (living or dead) is intended or should be inferred.

    Updated 01/07/25.

      eTime Mileage and Expenses

      Adding an Expense in eTime - Support Staff

      Adding an Expense is simple. The most important thing is to make sure that you provide the correct documentation. The steps for this process are below:

      1. Log into the Portal and open eTime

      image-1735771531323.png

      2. Start a shift

      image-1735771569328.png

      3. Input your information

      image-1735771594437.png

      4. Select your shift

      image-1735771611298.png

      5. Tap the 'Add Expense' button

      image-1735772787932.png

      6. Pick your Expense Activity and tap the 'Next' button

      image-1735772827424.png

      7. Tap the 'Add Files' button

      image-1735772879235.png

      8. Tap the 'Attach' button

      image-1735772900932.png

      9. After uploading, select whether the item represents an Itemized Receipt, Proof of Payment, or both.

      image-1735772964491.png

      Further information on itemized receipts and proof of payment can be found on Staff Activity Fee Itemized Receipts and Proof of Payment.

      10. Input your Expense Details and tap the 'Done' button

      image-1735773023693.png

      11. The finished Expense can be viewed and deleted within the shift

      image-1735773087209.png

      For further questions, please view our FAQ document:

      FAQ

       

      Disclaimer: All names displayed in the above screen shots are fictional characters. No identification with actual persons (living or dead) is intended or should be inferred.

      Updated 01/07/25.

      eTime Mileage and Expenses

      Correcting a Returned Shift - Support Staff

      Correcting a Returned Shift is simple. The most important thing is to make sure that you address any comment made by the Circle. The steps for this process are below:

      1. Log into the Portal and tap on the "Action Required" button

      image-1735831384645.png

      2. Tap into the shift which has been returned

      image-1735831394542.png

      3. Take note of the comment from the circle

      image-1735831407647.png

      4. Scroll down, and select the 'Submit in eTime' button

      image-1735831419504.png

      5. After the shift opens in eTime, find the error in the expense section. Expenses can be deleted and re-added, and Mileage may be edited by tapping the 'Edit' button.

      image-1735831429771.png

      6. Take note of any expenses with a red asterisk This indicates which expenses aren't covered by your budget line.

      image-1737749338908.png

      image-1737749207817.png

      7. After you've fixed any errors and confirmed details, tap the 'Next' button

      image-1735831444149.png

      8. Before you re-submit your shift, confirm that you have reviewed and corrected the commented error

      image-1735831458278.png

      9. Tap 'Submit Shift' to re-submit

      image-1735831471276.png

      For further questions, please view our FAQ document:

      FAQ

       

      Disclaimer: All names displayed in the above screen shots are fictional characters. No identification with actual persons (living or dead) is intended or should be inferred.

      Updated 01/24/25.

      eTime Mileage and Expenses

      Reviewing Expenses and Mileage in eTime - Circle of Support

      The most important things to verify when it comes to Expenses & Mileage are these: Verify that (1) Starting locations and destination make sense, (2) the activity makes sense, (3) the amount makes sense, (4) and that the provided documentation confirms the written story.

      If there is an issue with any part of the shift, you must return the entire shift. Here are the steps to approve AND return a shift:

      1. Log in to the Portal and tap on the Shift you need to review

      image-1735829336610.png

      2. Tap into the shift

      image-1735829363148.png

      3. Verify that the basic information of the shift looks correct

      image-1735829461183.png

      4. Tap on any section to reveal details. In this case, tap on "Shift Expenses"

       

      image-1735829535818.png

      5. Review the Mileage and Expense details

      Verify that (1) Starting locations and destination make sense, (2) the activity makes sense, (3) the amount makes sense, (4) and that the provided documentation confirms the written story.

      image-1735829687837.png

      6. Underneath the details, take note of any budget line warnings, the red asterisk indicates which expenses won't be covered.

      image-1737749338908.png

      image-1737749207817.png

      7. If everything looks good with the Mileage and Expenses, tap the 'Click to Approve' button

      image-1735829856852.png

      8. In the "Shift Exceptions" section, take note of any EVV Override requests, and approve if appropriate

       

      image-1735830012118.pngimage-1735830119890.png

      9. If everything looks good to submit, tap the green ' Approve' button

      image-1735830314355.png

      You're done! Unless...

      10. If the shift has an issue, as seen below, it will need to be returned

      Common issues are (1) incorrect starting locations and destinations, (2) incorrect activities, (3) incorrect dollar amounts, (4) and issues with provided documentation.

      image-1735830571660.png

      11. To return a shift, tap the 'Return' button

      If the shift has an issue of any kind, the whole thing must be returned.

      image-1735830711433.png

      12. Select the reason for your Shift return

      image-1735830769541.png

      13. Write a clarifying comment to the Staff member

      image-1735830798825.png

      14. Tap the 'Return Shift to Staff' button to complete the return process

      image-1735830870469.png

      For further questions, please view our FAQ document:

      FAQ

       

      Disclaimer: All names displayed in the above screen shots are fictional characters. No identification with actual persons (living or dead) is intended or should be inferred.

      Updated 01/24/25.

      eTime Mileage and Expenses

      FAQ

      General Questions:

      Q: Where will I get these payments?

      A: Mileage and Expenses submitted via eTime will be paid bi-weekly with your payroll.

      Q: Since mileage and expenses are reimbursed on my paycheck, will they be taxed?

      A: No.  Mileage and expenses are not taxable and will not be taxed regardless of whether or not you submit them via Expense Upload on the Portal or with your shift via eTime.

      Q: Can I still submit mileage and expenses via the Portal?

      A: Yes.  You can continue to track your mileage and expenses on the paper expense forms and use the expense upload feature on the Portal.  Remember that if you choose to do it this way, all expense reimbursement rules still apply and you will have to wait for the expense to fully process through our systems to be paid.  Using eTime means that mileage and expenses go with your shift and you will be paid bi-weekly on your payroll checks/direct deposit.  It is your choice to submit however works best for you.

      Mileage Questions:

      Q: What if I forgot to add mileage during my shift?

      A: You can add mileage at any point before the shift is submitted by tapping the 'Add Mileage' button. If the shift is already submitted, you will need to submit the Mileage as you did before, on paper, and preferably submitted via the expense upload feature on the Portal.

      Q: What criteria do I need to meet so that my mileage is covered?

      A: Three things:  (1) The vehicle a Support Staff member uses for a trip must be provided by that Support Staff. (2) The end destination of a trip cannot be a location that the State provides funds to travel to such as a Hospital or Courthouse. (3) The miles marked for reimbursement must only be miles driven during a shift, not miles driven to or from a shift.

      Q: Should I enter the mileage for a round-trip together?

      A: No. Track the mileage of each leg of a trip separately.

      Q: Can I submit mileage if the vehicle I drove was provided by the Circle?

      A: No. Staff cannot use the expenses feature to reimburse the Circle when a family vehicle is used. The Circle will need to submit mileage via Expense Upload on the Portal. Improvements to that process will be coming at a later date and they should keep an eye out for future announcements.

      Q: Do I have to record every part of a trip?

      A: Yes, as always, you need to submit for every part of your trip to be eligible for reimbursement.  We're not asking you to do anything different than what was supposed to be done before in the tracking and reporting of mileage while providing services to our Participants.  If you have any questions on how that should be done, please speak with your Self-Direction Coordinator.

      Q: Why can't you track my trip, use GPS, or a map search service, and enter the mileage automatically?

      A: ISS' policy is to respect people's privacy and we, therefore, do not track their locations except when they clock in and out for an EVV required shift as explained at How is my location data used?

      Expense Questions:

      Q: What if I forgot to add an expense during my shift?

      A: You can add an expense at any point before the shift is submitted by tapping the 'Add Expense' button. If the shift is already submitted, you will need to submit the Expense as you did before, on paper, and preferably submitted via the expense upload feature on the Portal.

      Q: What criteria do I need to meet so that my Expense is covered?

      A: Two things:  (1) Expenses must be submitted with supporting documentation. (2) The supporting documentation must demonstrate the proof of payment and an itemized receipt must be included.

      Further information on itemized receipts and proof of payment can be found on Staff Activity Fee Itemized Receipts and Proof of Payment.

      Q: Can I submit multiple expenses all together?

      A: No. Expenses should be submitted individually with individual documentation.

      Q: Can I be reimbursed for my telephone bill, electric bill, or other things?

      A: No. You can only be reimbursed for expenses that occurred during the shift which are related to the shift.

      Q: What does it mean if I see the red asterisk "Missing Budget Line" indicator?

      image-1735774460401.png

      A: This just means that the participant in question does not have the budget line to cover a certain expense. You can still submit your shift, but some expenses may not be covered.

      Returned Shift Questions:

      Q: What if my shift is returned?

      A: If your shift is returned, you will need to correct any errors before resubmitting. For detailed instructions, go here.

       

      Updated 02/04/25.

        eTime Mileage and Expenses

        Non-Drivers Cannot Submit Mileage

        If you are recognized in ISS' systems as being a non-driver, you will not have the option to submit mileage within eTime.

        You will not see the Add Mileage button.

        pr4563_nondriverexception_nomileage.jpg

        You can, of course, still submit expenses as needed with your shift via eTime.

        If you should no longer be classified as a non-driver or have any questions regarding your non-driver status, please contact People Services at peopleservices@issny.org.

         

        Created 03/07/25.