Workforce Process Guide

Staff clock, owner approval, award costing, payroll locking and audit process.

Provider: DCME Provider 001

Owner
Authenticated User

Purpose

This guide explains the correct daily process for staff, managers and providers using the DCME Workforce, Timeclock, Award Costing and Payroll Locking system.

Staff Clock Owner Approval Award Costing Payroll Lock

Staff Process

1. Start of Shift

  1. Open the staff clock screen.
  2. Select your name.
  3. Enter your PIN.
  4. Press Clock In.

Expected message: “Clocked On”.

2. Breaks

  1. Press Start Break when leaving for break.
  2. Press End Break when returning.

Break time affects payroll and must be recorded correctly.

3. End of Shift

  1. Select your name.
  2. Enter your PIN.
  3. Press Clock Out.

Expected message: “Clocked Off”.

Staff Rules

  • Do not share your PIN.
  • Do not forget to clock out.
  • Tell the manager immediately if a clock time is wrong.
  • Missing clock-out or incorrect times may delay payroll approval.

Provider / Owner Process

1. Review Time

Open Timeclock Approval and review each staff row.

2. Adjust if Required

  1. Edit Clock In, Clock Out or Break Minutes.
  2. Enter an adjustment reason.
  3. Click Adjust.

Every adjustment is written to the audit trail.

3. Approve

Click Approve once the row is correct.

4. Mark Payroll

Click Mark Payroll when the approved row is ready to be costed.

5. Award Costing

Open Timeclock Costing and click Post Ready Rows By Award Engine.

6. Payroll Run

Open Payroll Run, review wages, PAYG, super, workers comp and payroll tax.

7. Lock Payroll

After payroll is reviewed, lock the payroll period. Locked rows cannot be edited directly.

System Flow

Staff Clock ↓ Timeclock Entry ↓ Owner Review / Adjustment ↓ Approve ↓ Mark Payroll Ready ↓ Award Engine Calculation ↓ Provider Workforce Ledger ↓ Payroll Run ↓ Payroll Lock

Controls

Stage Allowed Blocked
Before Approval Owner may review, reject or adjust with reason. Cannot be costed until approved and marked payroll ready.
Before Costing Owner may adjust hours and re-approve. No payroll posting unless payroll ready.
After Costing View only. Corrections must use payroll correction process. No direct editing of costed rows.
After Payroll Lock Audit and reporting only. No recalculation, direct editing or silent changes.

Common Issues

Issue Cause Fix
No rows in costing Row is not approved or not marked payroll ready. Approve, then click Mark Payroll.
No linked workforce employee found cb_staff.staff_id does not match workforce_employees.staff_id. Link the employee record to the correct staff_id.
Cannot edit a row Row has already been costed or payroll is locked. Use payroll correction process.
Wrong hours Staff missed clock in/out or break entry. Owner adjusts with mandatory reason before costing.

Best Practice

  • Review staff time daily.
  • Approve daily or at least before payroll day.
  • Run payroll on the correct pay period.
  • Lock payroll immediately after final review.
  • Never directly edit locked payroll records.

Quick Links

Staff Clock Timeclock Approval Timeclock Costing Payroll Run