OnlineTimesheetManual

© 2012/14 Carer Solutions Australia Pty Ltd

For Support Workers

The first step is to logon.

Simply visit “carersolutions.com.au”, enter your username and password and CLICK on the “Login” button.

We’ve tried to make the process as simple as possible. Unfortunately, manuals have a tendency to make things seem more complicated than they should be.

We hope that, once you use the system, you find it logical and simple to follow and that you only use this manual to prop up a rocking table.

You should now be at the Welcome Screen.

Using the Menu on the left you can:

Enter Timesheets. Download Forms.

Change your Password. Logout.

Timesheets This will be explained in detail on the folowing pages.

Downloads Currently there are PDF copies of Blank timesheets, if you need them.There is also a copy of the current Pay Period Schedule.Other forms and items of interest will be made available here.

Change Password

The password provided by Carer Solutions Australia is designed as a Temporary Password. You can change it here.We encourage you to chnage your password regularly for security purposes.

Logout Don’t forget to logout when you’re finished.It’s always a good idea to close your browser down as well, particularly if you are using a public computer (such as in an Internet Cafe).

Update Details

UpdateDetails

Keep you details up to date here. If you move, change your bank account details or phone or email contact details you can let us know about the change here.

Timesheets 1

CLICK on Timesheets from the menu to ENTER and ADJUST timesheets.

Once clicked you should now see a screen of INSTRUCTIONS with another menu list at the top.

Instructions - To go back to this screen.

Fortnight Ending - Click on the appropriate Fortnight to enter time.

NOTE: The CURRENT fortnight is highlighted in YELLOW.

Timesheets 2

After you’ve selected the Fortnight for which you want to enter time you should see a timesheet.

Ensure your name is at the top and the person your care for is also correctly listed. If not please call us on 1300 729 839.

The Weekdays and Dates have been completed and you should notice that, for each day, there is the ability to enter two (2) shifts.

There is a provision for you to: > indicate if you did a “Sleepover” shift, > show the number of Kilometres travelled (if applicable to you), > add any comments you feel appropriate.

You can “Save” your timesheet at ant time and as often as you like. However remember to definitely “Save” your entries before you logoff or close your browser.

Timesheets 3

To enter time, simply use the drop down list to select the required time.

● The system uses a 24 hour clockNote:

Mornings are normal however afternoons are shown as the actual time plus 12 (that is, 4.15pm is 16:15).

● The times are day specific.If you start at 11pm and finish at 8am the next day (for example) you need to enter 23:00 to Midnight on one day and Midnight to 08:00 on the next day.

● The times are in 15 minute blocks.You cannot enter other times. Please select the time closest to you start/finish time.

You can CLICK “Save” at any time.This will show you the hours worked by day as well as a total for the fortnight.

When you’ve finished entering all your time for the fortnight - CLICK “Click to Send for Approval”.

An email will be sent to the client/family for them to login and approve your timsheet. This should only be done once all your details for the fortnight are

entered and you’re confortable they are correct.

Timesheets 4

If you need to change anything after you’ve clicked “Click to Send for Approval” and before your timesheet is approved you still can.

When you go back into the timesheet you will see a notice indicating this timesheet has already been sent for approval.

After you’ve made your changes make sure to CLICK both the “Save” and “Click to Send for Approval” buttons.

Timesheets 5

Once your timesheet is approved no further changes can be made.

For a while you can still view the timesheet, however you will see a notice that the timesheet has been approved.

This is also a way that you can check that approval has taken place; without approval you wont get paid!

For Partners

The first step is to logon.

Simply visit “carersolutions.com.au”, enter your details and CLICK on the “Login” button.

We’ve tried to make the process as simple as possible. Unfortunately, manuals have a tendency to make things seem more complicated than they should be.

We hope that, once you use the system, you find it logical and simple to follow and that you only use this manual to prop up a rocking table.

You should now be at the Welcome Screen.

Using the Menu on the left you can:

Home Come back to this screen.

Timesheets for Approval See and approve timesheets waiting for approval.

All Recent Timesheets

See all the timesheets for the current fortnight, the last 2 fortnights and the next fortnight.

Logout Don’t forget to logout when you’re finished.It’s always a good idea to close your browser down as well, particularly if you are using a public computer (such as in an Internet Cafe).

Downloads Currently there are PDF copies of Blank timesheets, if you need them.There is also a copy of the current Pay Period Schedule.Other forms and items of interest will be made available here.

Change Password

The password provided by Carer Solutions Australia is designed as a Temporary Password. You can change it here.We encourage you to chnage your password regularly for security purposes.

Carers Details Here you can view basic details of your Support Workers and also let us know if they are no longer working for you so we can keep our records up to date.

Timesheets for Approval 1

After a Support Worker has completed and subnitted a timesheet for approval you will receive an email notifying you of that fact as below:

Once you receive this email (or you can just visit the website to see which timesheets are waiting for approval) you should CLICK “Timesheets for Approval”.

This lists all the timesheets you have NOT approved, or more accurately it lists all the timesheets waiting for approval.

To view a timesheet, CLICK on the line of interest. You can CLICK any of the Support Worker name, the F/Night Commencing date, the Available for Approval or the Approved items.

YOu can also view/approve all timesheets relating to a particular pay period by clicking on the appropriate Fortnight Ending date.

Timesheets for Approval 2

After selecting the timesheet of interest you can view the details of the timesheet the Support Worker has submitted for approval.

This opens in a separate or new window or tab (depending on your browser).

You cannot change these details.Only the Support Worker can make changes. If any of this is incorrect you will need to contact the Support Worker to discuss the change/s and have the Support Worker make them.

Do not approve the timesheet until any required changes have been made.

If you’re just viewing the timesheet or waiting on changes to be made you can CLICK “Close” to leave these timesheets without approving it.

When you’re ready to approve the timesheet CLICK the “Click to Approve” button.

You will be asked to “OKAY” the approval (“Cancel” will take you back to the timesheet).

Once you CLICK “Okay” a window will open confirming the approval and the particular timesheet window will close.

The timesheet has now been approved and we have been notified of this approval.

All Recent Timesheets 1

This option shows you all timesheets that Support Workers have submitted to you for the current fortnight, the past two (2) fortnights as well as the next fortnight.

To view the timesheets of a particular fortnight CLICK on the Fortnight Commencing date of interest.

A new window opens listing all submitted timesheets for that fortnight, whether they have been approved or not.

To view a particular timesheet, simply CLICK on any of the details on the line of interest.

All Recent Timesheets 2

Approved timesheets show you this fact with a line at the top in red.

Timesheets that have not yet been approved look the same as in the “Timesheets for Approval” option.

If you prefer, you can approve timesheets here as it has the same effect as in the “Timesheets for Approval” option.

You can CLICK the “Back” button to take you back to the listing of timesheets for the fortnight you’re currently in.

For Everyone

If you have any questions, encounter any problems or have any suggestions please feel free to contact us at:

REMEMBER:

Timesheets still need to be Submitted for Approval by the Support Worker AND Approved by the Client/Family by close of business on the

Tuesday prior to the Thursday Payment Processing Date per the Pay Period Schedule.

Carer Solutions AustraliaABN 58 151 373 689Phone: 1300 729 839

Facsimile: 03 9005 2786General Email: care@carersolutions.com.au

Email for Timesheets: timesheets@carersolutions.com.au