Review Timesheet for Compliance with Budget and Program Rules

Submitted by admin on Tue, 05/04/2021 - 15:24
Policy: 

Timesheets are checked for completion in accordance with Program rules. The process to verify timesheets in accordance with program rules occurs using <<F/EA’s Payroll System.>>  <<Program rules will vary by program.  Some sample program rules are here.>>

The Payroll system includes a database containing all budget data, including the participant name, budget number,budget start date, budget end date and approved hours/units for each service and workers/vendor. <<Include approved rate information?>> The database also contains all workers data. 
 
This system is programmed to perform automated data validation. Each timesheet is checked against database data per program rules and any discrepancy is flagged for follow-up.
 
Timesheets are entered into this system either manually or via an import from the <<Optical Character Recognition>> system. Timesheets are verified in the payroll system <<Monday through Thursday >> of each payroll week.
Program Rules
 
<<List the program payment rules here.  Below are some examples.>>
-A participant cannot receive service from more than one workers simultaneously
-A workers cannot provide service to more than one participant simultaneously
-Workers who get paid for transportation must show proof of a valid drivers' license
-Workers must pass a criminal background check before they can be paid for service
-A participant's budget must include an authorized service before a workers or vendor can be paid for providing that service
-A participant must have sufficient funds in the budget line item before a workers or vendor can be paid for the service
Procedure: 
Import and Verify Timesheet Data
 
1.      <<Staff Title>> <<insert process to import and verify timesheet data>>
  •  <<this might be a combination of importing OCR timesheets and manually entering timesheet data>>
 Manual Entry of Timesheets
<<For any timesheets that required manual verification from any non-forms or any timesheets with a typo in the workers’s Social Security Number, follow this process to manually enter the timesheets in to Payroll System.>>
 
Error and Discrepancy Resolution
<<Enter the process used to identify Program Rule errors and discrepancies and the process to resolve them, when possible>>  <<Information on following up with consumers, counselors and families can be found in the chapter dedicated to that process>>
Internal Controls: 

The internal controls used by F/EA to monitor this process establish responsibility, segregate duties, document procedures and ensure independent internal verification.

  1. The Payroll system performs a second validation to ensure the participant number written on a timesheet is in Payroll System
    • This systematic process ensures that timesheets are not paid for consumers who have not successfully completed all F/EA Start-Up paperwork.
  2. The Payroll system automatically compares hours on a timesheet to the remaining balance in the participant’s budget
    • Users are notified when the participant’s budget does not have a balance to cover hours on the timesheet
    • The timesheet will not be paid unless the <<Staff Title>> directs the timesheet to be paid
  3. The Payroll system automatically identifies timesheets with a workers that is not connected the participant listed on the timesheet
    • This triggers the <<Staff Title>> to verify that the workers has completed all necessary paperwork and is approved to provide service to the participant
  4. The Payroll System automatically verifies that a duplicate timesheet is not being paid.
    • This ensures that workers are not paid twice for the same service even if they submit a timesheet twice for the same service.
  5. Verification of timesheet accuracy and follow-up with consumers are segregated duties within F/EA
    • The Payroll Department is responsible for verifying timesheets for accuracy.
    • The Customer Service Unit is responsible for contacting consumers to correct timesheets as applicable.
  6. All payroll systems are password protected.
    • Only those F/EA staff with responsibility for certain payroll activities have passwords for applicable payroll systems.