Time Keeping Methods
Timekeeping policies can be viewed in the Employee Handbook, starting on page 14. As always, the handbook can be accessed through the employee’s Paylocity account.
It is important that accurate records of your hours are kept so that client service charting, company billing, and your paycheck will be correct. For this reason, all employees are required and expected to accurately record their worktime each day via the required mechanisms and procedures.
Per state and federal requirements, SHO must collect GPS-tracked Electronic Visit Verification (EVV) to verify client services except for in certain circumstances.
A paper timesheet will be accepted for employees in one of the three following situations:
The employee has filed paperwork within the last 12 months that has been accepted by SHO as proof of permanent residency with client according to the terms of WI Live-In EVV Exemption and they have not lost paper timesheet privileges for timekeeping rule violations.
The employee's timesheet is being used to report companionship visit(s) only; the employee has also reported the start and end times via phone call to SHO.
SHO has instructed the employee to complete the paper timesheet for a specific client because the client does not qualify for Sandata EVV due to weekly assigned duties.
*If you are unsure if you fit one of these categories, contact SHO for clarity at 414-475-5356 prior to working.
Electronic Time Keeping (EVV)
To comply with state and federal requirements, SHO utilizes Sandata Electronic Visit Verification (EVV) for electronic time-keeping records. Click here to see EVV Information & Instructions.
Some helpful reminders:
Employees must start and end services at the client home; the client must be present for work to be done.
SHO must receive timestamps with GPS-location data in order to be able to bill for services and pay employees. Therefore, make sure to enable locations when using Sandata. If you do not have cell data, you can still record GPS-locations in airplane mode and upload punches when back on wi-fi. Remember, submission of time punches without GPS data is a terminable offense.
SHO recommends setting phone alarms as a reminder to punch in and out of work. Additionally, employees should get in the habit of reviewing their “past visits” in Sandata to check that their punch was recorded.
Electronic time punches must not be more than 15 minutes before or after a worker’s schedule. If you need your schedule adjusted, contact SHO (414-475-5356) prior to working.
If you miss a punch, report it immediately by calling the office (414-475-5356 - follow the prompts for the missing punch extension). Missing punches not reported within 24 hours will be rejected. When leaving a voicemail for the missed punch, please give your full name, your call back number, the date and time of the missed punch, the reason of the missed punch and the name of the client you are providing services. It is the employee’s responsibility to report the missing punch via phone call.
If you need your Sandata password reset, you may either request a password reset through the Sandata application (and the system will email the address you have on file) or call the office (414-475-5356) during business hours.
Need help?
If you need assistance with timekeeping related items, including policy questions, client ID numbers, Sandata password or security questions, contact our office today at: 414-475-5356.