Office & managers Rolling out

From timesheets to time checks to payroll

Timesheets are built from the times carers actually clocked in and out. Check the week, put right what needs it, then run pay.

Rolling out These steps use the new HomecareOS screens, which are being switched on agency by agency. If your screens look different, call us on 01905 674704 and we will walk you through it.

Before you start

  • Timesheets and Payroll need a role that can see payroll. Time checks needs a role that can see finance.

Steps

  1. Open Money, then Timesheets

    Choose the week with Earlier week, This week and Later week.

  2. Clear Needs attention

    Four lists come first: Still clocked in (clock ins still open after 12 hours), Clocked, not in the timesheet, Off plan (more than 10 minutes over or under) and Held from pay. Nothing held is paid until someone looks.

  3. Read the ledger

    Each carer's calls by day: clocked from the clock times, planned from the rota, and the stored timesheet where it differs. A carer marked Timesheet differs needs a look. Choose a carer to see their week, with what is ready to pay.

  4. Put it right

    Correct a clock time on the visit card with Correct times. Confirming, adjusting or retracting a timesheet entry is on the current timesheets page: choose Open live timesheets.

  5. Open Time checks

    Money > Time checks compares planned against delivered for a period: visits on plan, over plan, under plan, and those that cannot be checked. Choose a visit for its clock times, charged time and care notes.

  6. Open Payroll

    Money > Payroll shows each pay calendar, and the carers on it: who is ready, who is held and why. Mileage lists claims waiting for approval. Pay rates & minimum wage shows each carer's rate against the minimum, anyone below it first.

  7. Run pay

    Pay runs are generated, approved and paid on the current payroll page. Each run on the Payroll tab opens there.

Screenshot coming soon

Good to know

  • Travel is paid through mileage, never in timesheet pay totals.
  • Pending and disputed mileage claims are held back from the pay run until someone decides.
  • Adjusting a visit's charged time and printing the case for a council are on the current time checks pages, linked from Time checks.

Further reading

Was this helpful?

Use the visit card: times, carers, cancelling and history See planned against delivered, correct times, change carers, cancel, and read the change history. Rolling out Check, send and chase invoices See what payers owe, check each invoice's lines, then generate, send and record payment. Rolling out Carer: clock in and out Clock in by GPS, QR code or NFC tag, and clock out when the visit is done. Live