Flags Overview
Various flags can be set up so that certain conditions trigger the notice, warning or error icon when users (both staff and managers) create transactions, update transactions and void or unvoid transactions.
After a transaction is added or updated the transaction is checked for the flag conditions. The transaction cannot be updated or approved until the flag check is complete.
* This flag also requires staff to use Staff Scheduling
^ This flag also requires staff to be in either real-time or combo data-entry mode.
+ This flag also requires geo-location tracking to be turned on in Options.
# This flag also requires unpaid breaks to be enabled in Options and Unpaid Break Length to be set in the Staff Permission Group.
|
Flag |
What It Means |
|---|---|
|
Clock in time auto-rounded back^ |
Based on the rounding rules and the current system time the begin time rounded backward the agency-specified number of minutes configured in the flag. The number of minutes rounded before the flag appears can be between 1 to 7 minutes. This flag appears on the clock transaction. |
| Clock out time auto-rounded ahead^ | Based on the rounding rules and the current system time, the end time rounded forward the agency-specified number of minutes configured in the flag. The number of minutes rounded before the flag appears can be between 1 to 7 minutes. This flag appears on the clock transaction. |
| Clocked in and no upcoming shifts^* | If the staff also uses Staff Scheduling, the staff is clocked in but does not have any upcoming shifts scheduled. This flag appears on the clock transaction. |
| Clocked in early^* | If the staff also uses Staff Scheduling, the staff clocked in before their shift was scheduled to begin based on the Staff Scheduling rounding rules. If the staff clocked in 8 minutes early (15 minute rounding), 6 minutes early (10 minute rounding) or 3 minutes early (5 minute rounding). This flag appears on the clock transaction. |
| Clocked in late^* | If the staff also uses Staff Scheduling, the staff clocked in one or more minutes late. This flag appears on the clock transaction. |
| Clocked out and no past shifts^* | If the staff also uses Staff Scheduling, the staff is clocked out but does not have any past shifts scheduled. This flag appears on the clock transaction. |
| Clocked out early^* | If the staff also uses Staff Scheduling, the staff clocked out one or more minutes early. This flag appears on the clock transaction. |
| Clocked out late^* | If the staff also uses Staff Scheduling, the staff clocked out after their shift was scheduled to end based on the Staff Scheduling rounding rules. If the staff clocked in 8 minutes late (15 minute rounding), 6 minutes late (10 minute rounding) or 3 minutes late (5 minute rounding). This flag appears on the clock transaction. |
| Two or more clock transactions overlap each other^ | Staff has two or more clock transactions that overlap each other. It is required to be an error. |
| Not all of the clocked and logged worked time transactions match^ | The clocked transactions do not match the logged worked time transactions. It is required to be an error. This flag appears on the clock transaction. Note: If time rounding is set to 1 minute, a 1 minute grace period is allotted for this flag. |
| Not all of the clocked and logged unpaid break time transactions match^# | If Unpaid Break is enabled in Options, the clocked transactions do not match the logged unpaid breaks. It is required to be an error. This flag appears on the clock transaction. |
| Device geolocation is inaccurate | If the staff’s device accuracy is greater than the value set in Flag If Device Accuracy Greater Than field in Time Tracking Option. The default is 1500 feet. This flag appears on the clock transaction. |
|
Flag |
What It Means |
|---|---|
|
Hours are zero for this transaction |
The total number of hours for a time-based log transaction or clock transaction is equal to zero. |
| Hours are less than zero for this transaction | The total number of hours for a time-based log transaction or clock transaction is less than zero. |
| Hours exceed threshold for this transaction | The staff's number of hours worked for a time-based log transaction or clock transaction exceeds the agency-specified maximum number of hours allowed. The maximum number of hours before the flag appears varies depending on the flag setup. |
| Missing end date/time | A clock transaction or time-based log transaction that requires a Begin and End Date/Time is missing the End Date/Time. It is required to be an error. |
| Not all of the logged hours match the scheduled hours* | If the staff uses Staff Scheduling this flag appears when the staff has time-based log transactions for a date/time that he or she was not scheduled to work. |
| Two or more log transactions overlap each other | Staff has two or more time-based log transactions that have a Begin and End Date and Time that overlap each other. It is required to be an error. |
| Client overlap | Two or more time with clients log transactions that have a begin/end date/time with different staff, but the same or differnt clients, service locations and/or service types overlap. These are typically required to be errors. |
|
Flag |
What It Means |
|---|---|
|
Not all of the logged and clocked worked time transactions match^ |
The logged worked time transactions do not match the clocked transactions. It is required to be an error. This flag appears on the log transaction. |
| Worked during time change | Staff worked through the time change in the Spring or Fall and their total hours may need adjusted to account for the lost or extra hour. The begin and end time for the time change is set in the flag setup. |
| Some Clients Overlap But Not All In Same Service Location | The Service Location and Service Type are set to document staff ratios and two or more staff have served or are serving some of the same clients, but not all of the same clients. For example, Client 1 and Client 2 are both in the same Service Location. Staff A is serving Client 1 and Client 2 wake service and Staff B is serving Client 1 wake service (but not Client 2) at the same time. This is required to be an error. |
| This entry is over the authorized number of hours for this service | The logged time with client time transaction puts the client over the authorized number of hours for the time service type selected. |
|
Flag |
What It Means |
|---|---|
|
Hours greater than current PTO balance for this non-worked time log |
If you have ProviderPro Payroll Paid Time Off set up and the PTO wage types designated in Time Tracking, this flag appears if the staff's paid time off (PTO) balance as of the last pay does not have enough hours left to cover the PTO taken in a non-worked time log transaction. |
| Minimum length of service not met to take PTO | If you have ProviderPro Payroll Paid Time Off set up and the PTO wage types designated in Time Tracking, this flag appears if the staff has not been employed the minimum length of time to allow PTO for the non-worked time log transaction. |
|
Flag |
What It Means |
|---|---|
|
Multiple unpaid breaks for this date# |
If the Unpaid Break feature is turned on in Options, this flag appears if the staff used the Out To Unpaid Break button to record an unpaid break more than once on the same day or entered multiple unpaid break entries for the same day. |
| Not all of the clocked and logged unpaid break time transactions match^# | If Unpaid Break is enabled in Options, the clocked transactions do not match the logged unpaid breaks. It is required to be an error. This flag appears on the clock transaction. |
| Not all of the logged and clocked unpaid break time transactions match ^# | If Unpaid Break is enabled in Options, the logged unpaid break transactions do not match the clocked transactions. It is required to be an error. This flag appears on the log transaction. |
| Unpaid break greater than threshold# | If the Unpaid Break feature is turned on in Options, this flag appears if the staff's unrounded number of minutes out to unpaid break exceeds the agency-specified number of minutes set in the Staff Permission Group. |
|
Flag |
What It Means |
|---|---|
|
Miles are zero for this transaction |
The total number of miles for a mileage-based transaction is equal to zero. |
| Miles are less than zero for this transaction | The total number of miles for a mileage-based transaction is less than zero. |
| Miles exceed threshold for this transaction | The staff's number of miles logged for a single mileage log transaction exceeds the agency-specified maximum number of miles allowed. The maximum number of miles before the flag appears varies depending on the flag setup. |
| Missing end odometer | A mileage-based log transaction that requires a Begin and End Odometer is missing the End Odometer. It is required to be an error. |
|
Flag |
What It Means |
|---|---|
|
Amount exceeds threshold for this expense |
The staff's amount for a single expense log transaction exceeds the agency-specified maximum amount allowed. The maximum amount before the flag appears varies depending on the flag setup. |
| Amount is zero for this expense | The total amount for an expense log transaction is equal to zero. |
| Amount is less than zero for this expense | The total amount for an expense log transaction is less than zero. |
| This expense requires a receipt. | The staff needs to submit a receipt for this expense. This setting is turned on in the Data Collection Type. Solana recommends that this flag be a warning. Once the manager receives the receipt he or she can then acknowledge the flag. |
|
Flag |
What It Means |
|---|---|
|
Clocked in at a different location than scheduled*+ |
If the staff also uses Staff Scheduling, the staff clocked in at a location he or she was not scheduled to work. This flag appears on the clock transaction. |
| Location checkin and no upcoming shifts* | If the staff also uses Staff Scheduling, the staff checked in but does not have any upcoming shifts scheduled. This flag appears on the clock transaction. |
| Location checkin at a different location than scheduled*+ | If the staff also uses Staff Scheduling, the staff checked in at a location they were not scheduled to work. This flag appears on the clock transaction. |
| Location checkin late* | If the staff also uses Staff Scheduling, the staff checked in one or more min utes after the next shift was scheduled to begin. This flag appears on the clock transaction. |
| The logged location does not match the scheduled location* | If the staff also uses Staff Scheduling, the location of the time-based log transactions do not match the location of scheduled shifts. This flag appears on the log transaction. |
|
Flag |
What It Means |
|---|---|
|
EVV Geolocation Coordinates are Inaccurate |
EVV geolocation coordinates captured had poor accuracy. This can be caused if the device does not have a GPS chip. |
| EVV Geolocation Coordinates Do Not Match a Valid Address for Client | EVV geolocation coordinates do not match a valid address for the client, then the captured coordinates do not match the coordinates set in one of the client’s EVV Addresses or in the Service Location set in the client’s EVV addresses. |
| EVV Geolocation Coordinates are Missing | EVV geolocation coordinates are missing. This can be caused if location services were denied or turned off in the browser. |
| Client refused to sign EVV client verification. | Client refused to sign the client verfication for this visit. The manager needs to acknowledge this flag for the aggregator to accept the visit. |
| Client refused to sign EVV service verification. | Client refused to sign the service verfication for this visit. The manager needs to acknowledge this flag for the aggregator to accept the visit. |
| EVV Service is Not Set Up for Client | EVV service provided to this client is not set up for the client on the EVV Payers card. Managers must change the service to one that is set up for this client or set it up for the client in order for the aggregator to accept the visit. |
| Client refused to sign EVV visit verification. | Client refused to sign the visit verification for this visit. The manager needs to acknowledge this flag for the aggregator to accept the visit. |
| EVV Telephone Number Does Not Match a Valid Telephone Number for Client | If you are using Sandata's telephony solution, this flag appears when the call-in telephone number does not match one of the valid phone numbers set for the client or the client's service location. |
| EVV Time Entry recorded as Manual Entry | The time with clients entry was added after the fact and not in real-time or is not created from the Time Logging card. |
| Device Geolocation is Inaccurate | Staff’s device accuracy was greater than the value set in the Flag if Device Accuracy Greater Than field of the client’s EVV Payer. The default is 1500 feet. |
Other Flags
|
Flag |
What It Means |
|---|---|
|
New Transaction |
Flags any new transaction. |
| Guest Client | If the client selected is not associated with the selected service location in a Staff Time Worked with Clients or Mileage With Clients log transactions. |