Data Collection Types Overview

There are eight data collection types. The options and cards that appear for the data collection type depends on the type (which cannot be changed after saving) as follows:

Type	Cards
Client Census	Basic Information Staff Permission Groups Census Attendance Prompts If Staff Service Location Filter Type or Manager Service Location Filter Type is set to "Selected Service Locations," then the Service Locations card also appears.
Staff Time Worked With Clients	Basic Information Staff Permission Groups Staff Time Client Services If Staff Service Location Filter Type or Manager Service Location Filter Type is set to "Selected Service Locations," then the Service Locations card also appears.
Staff Worked Time Without Clients	Basic Information Staff Permission Groups Staff Time Wage Types If Staff PR Cost Center Filter Type or Manager PR Cost Center Filter Type is set to "Selected Cost Centers," then the Payroll Cost Centers card also appears.
Mileage With Clients	Basic Information Staff Permission Groups Mileage Client Services If Staff Service Location Filter Type or Manager Service Location Filter Type is set to "Selected Service Locations," then the Service Locations card also appears.
Staff Mileage Reimbursements	Basic Information Staff Permission Groups Staff Mileage Expense Types
Staff Miscellaneous Reimbursements	Basic Information Staff Permission Groups Staff Miscellaneous Expense Types
Staff Non-Worked Time	Basic Information Staff Permission Groups Staff Time Wage Types If Staff PR Cost Center Filter Type or Manager PR Cost Center Filter Type is set to "Selected Cost Centers," then the Payroll Cost Centers card also appears.
Staff Unpaid Breaks	Basic Information Staff Permission Groups Staff Break Types

To manage data collection types:

1. Select Setup from the menu:

   If you only have Time Tracking, then select Data Collection Types from the Time Tracking Setup card.

   

   If you have Client Care or Employee Care, select Time Tracking and then select Data Collection Types from the Security card.

   

2. Select an existing Data Collection Type card, enter a description in the Search box to search for a specific data collection type or select Add to create a new one.

   

   The Data Collection Type screen opens.

   
   

3. Complete the following information and select Save:

   In this field:	Enter:
   Description	This is the Description of the data collection type
   Type	Client Census Staff Time Worked With Clients Staff Time Worked Without Clients Mileage With Clients Staff Mileage Reimbursements Staff Miscellaneous Reimbursements Staff Non-Worked Time Staff Unpaid Breaks
   Payroll Cost Center Filter Types: Staff Manager	If the Type is Staff Time Worked Without Clients or Staff Non-Worked Time, select which cost centers that Staff and Managers can select. Staff Default Cost Center - It will only show the employee’s default Payroll cost center Approved Scheduling Locations - It will show the Payroll Cost Centers tied to the Scheduling Locations/Scheduling Locations Groups where the staff is approved to be scheduled. Selected Cost Centers - It will show the Payroll Cost Centers selected in this Data Collection Type All Company Cost Centers Staff Permission Group Cost Centers - It will show the Payroll Cost Centers selected in the employee’s staff permission group.
   Payroll Job Title Filter Types: Staff Manager	If the Type selected is Staff Time Worked Without Clients or Staff Non-Worked Time, these settings determine which Payroll Tasks are available to choose from when logging. Only Payroll Tasks that include the job titles available to Staff and Managers and are not excluded by the selected Payroll Cost Center will appear. Staff Primary Job Title Active Staff Job Titles All Company Job Titles (Except any excluded from the selected cost center)
   Payroll Wage Type Filter Types: Staff Manager	If the Type selected is Staff Time Worked Without Clients or Staff Non-Worked Time, these settings determine which Payroll Tasks are available to choose from when logging. Only Payroll Tasks that include the wage types available to Staff and Managers and are not excluded by the selected Payroll Cost Center will appear. Staff Default Wage Type (Important! You must also add the default wage type to the Staff Time Wage Types card.) Selected Wage Types (You must add these wage types to the Staff Time Wage Types card.)
   Service Location Filter Types: Staff Manager	If the Type selected is Client Census, Staff Time Worked With Clients or Staff Non-Worked Time, select which service locations that Staff and Managers can select when logging. Staff Permission Group Service Locations - It will show the Service Locations selected in the Staff Permission Group assigned to the staff Note: If the Type is Client Census, do NOT select this for managers. Because staff is not always selected in Census entries, the system has no way to determine which staff permission group to use for the manager view and the manager will not see any location when this option is selected. Approved Scheduling Locations - It will show the Service Locations tied to the Scheduling Locations/Scheduling Locations Groups where the staff is approved to be scheduled. Note: If the Type is Client Census, do NOT select this for managers. Because staff is not always selected in Census entries, the system has no way to determine which scheduling locations to use for the manager view and the manager will not see any locations when this option is selected. Selected Service Locations - It will show the Service Locations selected on the Service Locations card in this Data Collection Type. All Service Locations - It will show all active Service Locations.
   Active	The data collection type is in use.
   Primary Sort Secondary Sort Tertiary Sort	If the Type selected is Client Census, select the primary, secondary and/or tertiary sort order for the Client Census screen. Client Service Staff Time None

   If this is a new data collection type, the Staff Permission Groups and one or more of the following cards may appear depending on the selected Type and filter settings Payroll Cost Centers, Service Locations, Staff Time Wage Types, Mileage Client Services, Staff Time Client Services, Staff Mileage Expense Types, Staff Miscellaneous Expense Types, Census Attendance Prompts, and/or Staff Break Types cards.
   

4. Select Add on the Staff Permission Groups card to select the staff permission groups that can use this data collection type.

   

   The Staff Permission Groups pop-up opens.
   

5. Select the staff permission groups you want to assign to this service location and then click Save.

   
   
   

   The staff permission groups appear on the card.
   

6. Select the minus sign next to a staff permission group to remove it from the data collection type.

   

   A confirmation message appears.

7. Select Yes.

   

   The staff permission group disappears from the card.

8. Go on to the steps for the appropriate type below.

   • Staff Time Worked With Clients

   • Staff Time Worked Without Clients

   • Mileage With Clients

   • Staff Mileage Reimbursements

   • Staff Miscellaneous Reimbursements

   • Staff Non-Worked Time

   • Staff Unpaid Breaks

   • Client Census

Staff Worked Time With Clients

Staff Time Worked with Clients includes direct time worked with and on behalf of clients. These settings determine which service locations and services appear to staff and managers when logging.

If the type is "Staff Worked Time With Clients," continue with the setup as follows:

1. If the Service Locations Filter Type for Staff or Managers is set to "Selected Service Locations," then select Add on the Service Locations card.
   
   

   The Service Locations pop-up opens.

2. Select the service locations or data-entry service location groups that you want to assign to this data collection type and then click Save.

   

   The service locations and data-entry service location groups appear on the card.
   

3. Select the minus sign next to a service location or data-entry service location group to remove it from the data collection type.

   

   A confirmation message appears.

4. Select Yes.

   

   The service location or data-entry service location group disappears from the card.

5. Click Add on the Staff Time Client Services card or select the Open link on an existing Staff Time Client Service card to manage the services and associated settings for this data collection type.

   
   

   The Staff Time Client Service pop-up opens.

   

6. Complete the following information and select Save:

   In this field:	Enter:
   Time Service Type	The time-based service the staff is providing to the client(s). The Billing Time Service Type determines whether or not begin/end times , client ratios and/or staff ratios are used.
   Order	The sort order for this service as it will appear in lists.
   Not Available To Staff	Select if only the manager can enter this service for the staff.
   Require Log Entry Note When: Staff Adds Staff Voids/Updates Staff End (Home Screen) Manager Adds Manager Voids/Updates	These check boxes when selected will require the staff and/or manager to enter a note when adding a new log entry, ending an entry for the home screen or voiding/updating and existing log entry for this service.
   Active	This service is in use.
   Electronic Visit Verification	Select if this service is an EVV service. These fields will appear that you will need to complete for this services as required by your payer. Entity Payer Payer Program Use Procedure Code from Client EVV Payer Information Procedure Code
   Require Client Verification	Select if this service requires the client to verify the service was received via signature or audio verification when ending the service.
   Telephony ID	If you are using Sandata's telephony solution, enter the number users should press to directly select this service when logging via phone.
   Telephone Description	If you are using Sandata's telephony solution and you want to override the Time Service Type Description, enter the name of the service to use in the phone prompts instead. For example, if the Telephony Description is "Wake" and then Telephony ID is 3, users would hear "Press 3 for Wake."

   The new Staff Time Client Service card appears on the Staff Time Client Services card.
   

Mileage With Clients

Mileage with Clients includes mileage worked with and on behalf of clients. These settings determine which service locations and services appear to staff and managers when logging.

If the type is "Mileage With Clients," continue with the setup as follows:

1. If the Service Locations Filter Type for Staff or Managers is set to "Selected Service Locations," then select Add on the Service Locations card.
   
   

   The Service Locations pop-up opens.

2. Select the service locations or data-entry service location groups that you want to assign to this data collection type and then click Save.

   

   The service locations and data-entry service location groups appear on the card.
   

3. Select the minus sign next to a service location or data-entry service location group to remove it from the data collection type.

   

   A confirmation message appears.

4. Select Yes.

   

   The service location or data-entry service location group disappears from the card.

5. Click Add on the Mileage Client Services card or select the Open link on an existing Mileage Client Service card to manage the mileage services and associated settings for this data collection type.

   
   

   The Mileage Client Service pop-up opens.

   

6. Complete the following information and select Save:

   In this field:	Enter:
   Unit Service Type	The unit-based service the staff is providing to the client(s). The Unit Service Type determines whether or not client ratios are used.
   Vehicle Type	The type of vehicle the staff drives for this service: Company Only Personal Only Company/Personal (Defaults to Company) Personal/Company (Defaults to Personal) If the Vehicle Type is set to Personal, the mileage will then merge to Payroll Reimbursements.
   Mileage Type	Miles - Staff enters total miles driven Odometer Begin/End - Staff enters beginning and ending odometer and total miles are calculated.
   Order	The sort order for this service as it will appear in lists.
   Not Available To Staff	Select if only the manager can enter this service for the staff.
   Show and Require Origin/Destination	Select to require staff to enter the starting and ending points of their trips.
   Show and Require License Plate Info	Select to require staff to enter the license plate info for the vehicle they are driving for this service.
   Require Log Entry Note When: Staff Adds Staff Voids/Updates Manager Adds Manager Voids/Updates	These check boxes when selected will require the staff and/or manager to enter a note when adding a new log entry or voiding/updating and existing log entry for this service.
   Active	This service is in use.

   The new Mileage Client Service card appears on the Staff Time Client Services card.
   

Staff Worked Time Without Clients and Staff Non-Worked Time

These settings determine which payroll cost centers and payroll tasks appear to staff and managers when logging staff time worked without clients or non-worked time.

If the type is "Staff Worked Time Without Clients" or "Staff Non-Worked Time," continue with the setup as follows:

1. If the Payroll Cost Centers Filter Type for Staff or Managers is set to "Selected Cost Centers," then select Add on the Payroll Cost Centers card.
   
   

   The Payroll Cost Centers pop-up opens.

2. Select the payroll cost centers or payroll cost center groups that you want to assign to this data collection type and then click Save.

   

   The payroll cost centers and payroll cost center groups appear on the card.
   

3. Select the minus sign next to a payroll cost center or payroll cost center group to remove it from the data collection type.

   

   A confirmation message appears.

4. Select Yes.

   

   The payroll cost center or payroll cost center group disappears from the card.

5. Click Add on the Staff Wage Types card or select the Open link on an existing Staff Wage Type card to manage the wage types and associated settings for tasks with this wage type for this data collection type.

   
   

   The Staff Wage Type pop-up opens.

   

6. Complete the following information and select Save:

   In this field:	Enter:
   Wage Type	The wage type of the task that staff is logging. If this is for Worked Time, only Wage Types with an hourly type of "Worked" appear in the list. If this is for Non-Worked Time, only Wage Types with an hourly type of "Non-Work PTO Bank," Non-Worked No PTO Tracking" or "Non-Worked PTO Wage Type" appear in the list.
   Hours Type	Begin Date/Time And End Date Time: Staff will log when the shift begins and ends and total hours are calculated. Date/Hours: Staff will log the date along with the total hours worked.
   Not Available To Staff	Select if only the manager can enter this service for the staff.
   Require Log Entry Note When: Staff Adds Staff Voids/Updates Staff End (Home Screen) Manager Adds Manager Voids/Updates	These check boxes when selected will require the staff and/or manager to enter a note when adding a new log entry, ending an entry for the home screen, or voiding/updating and existing log entry for this service.
   Active	This wage type is in use.

   The new Staff Time Wage Type card appears on the Staff Time Wage Types card.
   

Staff Mileage Expense Reimbursements

These settings determine which mileage expense types appear to staff and managers when logging staff mileage expenses.

If the type is "Staff Mileage Expense Reimbursement," continue with the setup as follows:

1. Click Add on the Staff Mileage Expense Types card or select the Open link on an existing Staff Mileage Expense Type card to manage the staff mileage expense types and associated settings for this data collection type.

   

   The Staff Mileage Expense Type pop-up opens.

   

2. Complete the following information and select Save:

   In this field:	Enter:
   Description	A description for the staff mileage expense type. This is what staff will see in the list of choices.
   Order	The sort order for this mileage expense type as it will appear in lists.
   Not Available To Staff	Select if only the manager can enter this expense type for the staff.
   Show and Require Origin/Destination	Select to require staff to enter the starting and ending points of their trips.
   Show and Require License Plate Info	Select to require staff to enter the license plate info for the vehicle they are driving for this expense type.
   Require Log Entry Note When: Staff Adds Staff Voids/Updates Manager Adds Manager Voids/Updates	These check boxes when selected will require the staff and/or manager to enter a note when adding a new log entry or voiding/updating and existing log entry for this expense type.
   GL Account	The GL Account that this staff mileage expense type will be distributed to.
   GL Cost Center Type	If the GL Account selected is subaccounted, select the cost center type: Set GL Cost Center - Enter the specific cost center below. Staff Default Cost Center - Uses the staff's default cost center.
   GL Cost Center	If GL Cost Center Type is set to "Set GL Cost Center" then enter the cost center to distribute this expense to.
   Mileage Type	Miles - Staff enters total miles driven Odometer Begin/End - Staff enters beginning and ending odometer and total miles are calculated.
   Reimbursement Rate	The amount per mile staff receives for this mileage expense type.
   Active	This mileage expense type is in use.

   The new Staff Mileage Expense Type card appears on the Staff Mileage Expense Types card.
   

Staff Miscellaneous Expense Reimbursements

These settings determine which reimbursement expense types appear to staff and managers when logging staff miscellaneous expenses.

If the type is "Staff Miscellaneous Expense Reimbursement," continue with the setup as follows:

1. Click Add on the Staff Miscellaneous Expense Types card or select the Open link on an existing Staff Miscellaneous Expense Type card to manage the staff miscellaneous expense types and associated settings for this data collection type.

   

   The Staff Miscellaneous Expense Type pop-up opens.

   

2. Complete the following information and select Save:

   In this field:	Enter:
   Description	A description for the staff miscellaneous expense type. This is what staff will see in the list of choices.
   Order	The sort order for this miscellaneous expense type as it will appear in lists.
   Not Available To Staff	Select if only the manager can enter this expense type for the staff.
   Require Log Entry Note When: Staff Adds Staff Voids/Updates Manager Adds Manager Voids/Updates	These check boxes when selected will require the staff and/or manager to enter a note when adding a new log entry or voiding/updating and existing log entry for this expense type.
   Require Manager Receipt Acknowledgment	If selected the manager must acknowledge that the receipt for the expense was turned in.
   GL Account	The GL Account that this staff mileage expense type will be distributed to.
   GL Cost Center Type	If the GL Account selected is subaccounted, select the cost center type: Set GL Cost Center - Enter the specific cost center below. Staff Default Cost Center - Uses the staff's default cost center.
   GL Cost Center	If GL Cost Center Type is set to "Set GL Cost Center" then enter the cost center to distribute this expense to.
   Active	This miscellaneous expense type is in use.

   The new Staff Miscellaneous Expense Type card appears on the Staff Miscellaneous Expense Types card.
   

Staff Unpaid Breaks

These settings determine which unpaid types appear to staff and managers when logging staff unpaid breaks.

If the type is "Staff Unpaid Break," continue with the setup as follows:

1. Click Add on the Staff Break Types card or select the Open link on an existing Staff Break Type card to manage the staff break types and associated settings for this data collection type.

   

   The Staff Break Type pop-up opens.

   

2. Complete the following information and select Save:

   In this field:	Enter:
   Description	A description for the break type. This is what staff will see in the list of choices.
   Order	The sort order for this break type as it will appear in lists.
   Not Available To Staff	Select if only the manager can enter this break type for the staff.
   Require Log Entry Note When: Staff Adds Staff Voids/Updates Staff End (Home Screen) Manager Adds Manager Voids/Updates	These check boxes when selected will require the staff and/or manager to enter a note when adding a new log entry, ending an entry for the home screen, or voiding/updating and existing log entry for this break type.
   Hours Type	Begin Date/Time And End Date Time: Staff will log when the break begins and ends and total hours are calculated. Date/Hours: Staff will log the date along with the total hours for the break.
   Active	This miscellaneous expense type is in use.

   The new Staff Break Type card appears on the Staff Break Types card.

Client Census

The Client Census data collection type lets staff collect attendance information with options for collecting service information (with or without staff) and trip-based transportation.

If the Type is "Client Census," continue with the setup as follows:

1. If the Service Location Filter Type for Staff or Managers is set to Selected Service Locations, then click Add on the Service Locations card, select the service locations or data-entry service location groups that the staff will collect Census data for, and then click Save.

   

2. Click Add on the Census Attendance Prompts card or select the Open link on an existing prompt card to manage the prompts and associated settings for this data collection type.

   

   The Census Attendance Prompt pop-up opens.

   

3. Complete the following information and click Save.

   In this field:	Enter or Select:
   Prompt	The prompt that staff will see in the Client Census screen’s Attendance drop down, such as Present, Absent, etc.
   Active	This prompt is in use.
   Require Notes	To require the user to enter a note when adding a new Census entry when this prompt is selected.
   Attendance Type	The attendance type: Present: The Client attended Absent (No Prompt): The Client did not attend and no reason is needed. Absent (Prompt): The Client did not attend and when you select it an Absent Reason field will appear. If Absent (Prompt) is selected, after you save the Census Attendance Prompt, re-open it to enter your Absent Prompts.
   Prompt For Service	To allow staff to select begin and end times as well as a related time service. If enabled, after you save the Census Attendance Prompt, re-open it to enter the Service Prompts.
   Minimum Service Lines	If Prompt for Service is selected, the least possible number of services lines that can be entered.
   Maximum Service Lines	If Prompt for Service is selected, the greatest number of services lines that can be entered.
   Census Billing Entry Type	If Prompt for Service is NOT selected, the Billing Entry Type to use when this Census Attendance Prompt is selected: Per Diem or Unit. This option determines if the Census entry will appear on the Per Diem Entries or the Unit Entries tab of the export file for billing.
   Census Billing Service Type Code	If Prompt for Service is NOT selected, the Code of the service type to use when this Census Attendance Prompt is selected. The Code should match the Code of either the Unit Service Type or the Per Diem Service Type (depending on if the Census Billing Entry Type is Unit or Per Diem) in the Billing module. This Code will appear in the export file.
   Census Billing Employee Code	If Prompt for Service is NOT selected and the Census Billing Entry Type is Unit, the Code of an employee with a type of Billing Employee that will be included in the export file when this Attendance Prompt is selected.
   Transportation Type	The type of transportation entry to include in the export file, if any: None - Transportation is not included. Choose Type - To display a drop down of Transportation Prompts to choose from for each Transportation Caption for this Attendance Prompt YesNo - To display a check box for each Transportation Caption for this Attendance Prompt If Transportation Type YesNo or Choose Type is selected, after you save the Census Attendance Prompt, re-open it to enter the Transportation Captions. If Transportation Type is Choose Type, you will also need to enter the Transportation Prompts.
   Transportation Lines	The number of Transportation Captions that will be displayed.
   Transportation Billing Entry Type	If Transportation Type is YesNo, the Billing Entry Type to use when a check box is selected for a Transportation Caption for this Census Attendance Prompt: Per Diem or Unit This option determines if the Transportation entries will appear on the Per Diem Entries or the Unit Entries tab of the export file for billing.
   Transportation Billing Service Type Code	If Transportation Type is YesNo, the Code of the service type to use when a check box is selected for a Transportation Caption for this Census Attendance Prompt. The Code should match the Code of either the Unit Service Type or the Per Diem Service Type (depending on if the Billing Entry Type is Unit or Per Diem) in the Billing Module. This Code will appear in the export file.
   Transportation Billing Employee Code	If the Transportation Billing Entry Type is Unit, the Code of an employee with a type of Billing Employee that will be included in the export file for the Transportation piece of this Attendance Prompt. Note: This assumes this is trip-based transportation and a company vehicle is being used. The staff will not be paid for mileage.

   The Absent Prompts, Service Prompts, Transportation Captions and Transportation Prompts sections appear after saving the Census Attendance Prompt the first time depending on the options selected.

   

4. If Absent (Prompt) is selected, then select the + Add on the AbsentPrompts card, complete the following information, and click Save.

   

   In this field:	Enter:
   Prompt	Enter the prompt to be displayed in the Absent Reason drop down.
   Active	Identifies this prompt is in use.

5. If Prompt for Service is selected, then select the + Add on the Service Prompts card, complete the following information, and click Save.

   

   In this field:	Enter:
   Prompt	The prompt to be displayed in the Service drop down.
   Active	Identifies this prompt is in use.
   Require Notes	To require a note when adding a new Service entry.
   Prompt For Staff	To show the staff field in the Service entry when this Attendance Prompt is selected.
   Staff Filter Type	If Prompt for Staff is selected, select how you want the list of staff to be filtered: None - The list will show all employees and billing placeholder employees. Billing Placeholder - The list will only show employees with a type of Billing Placeholder. Real Person - The list will only show employees that are not Billing Placeholder employees Note: Even if Real Person is selected, the staff person selected will not be paid for their time worked. Census assumes the Billing Service Type Code entered below is associated with a Time Service Type that does not merge to payroll. If you want to pay staff for their time, they would also need to log a time without clients entry as well.
   Billing Entry Type	The Billing Entry Type to use when this Service Prompt is selected for this Census Attendance Prompt: None or Time. If Time is selected, the Service entry will appear on the Time Entries tab of the export for billing.
   Billing Service Type Code	If the Billing Entry Type is Time, the Code to use for the service type when this Service Prompt is selected for this Census Attendance Prompt. The Code should match the Code of the Time Service Type in the Billing Module. This Code will appear in the export file.
   Billing Employee Code	If Prompt For Staff is NOT selected, the Code of an employee with a type of Billing Employee that will be included in the export file when this Service Prompt is selected for this Attendance Prompt.

6. If Transportation Type is YesNo or Choose Type, then select the + Add on the Transportation Captions card, complete the following information and click Save.

   

   In this field:	Enter:
   Caption	The text top be displayed for the transportation-related check box or drop down (prompt).
   Order	Display order of the check boxes.

7. If Transportation Type is Choose Type, then select the + Add on the Transportation Prompts card, complete the following information, and click Save.

   

   In this field:	Enter:
   Prompt	The prompt to be displayed in the Transportation drop down.
   Active	Identifies this prompt is in use.
   Require Notes	Requires a note when adding Transportation.
   Billing Entry Type	The Billing Entry Type to use when this Transportation Prompt is selected for this Attendance Prompt: Per Diem or Unit This option determines if the entry will appear on the Per Diem Entries or the Unit Entries tab of the export file for billing.
   Billing Service Type Code	The Code to use for the service type when this Transportation Prompt is selected for this Attendance Prompt. The Code should match the Code of either the Unit Service Type or the Per Diem Service Type (depending on if the Billing Entry Type is Unit or Per Diem) in the Billing Module. This Code will appear in the export file.
   Billing Employee Code	If the Transportation Billing Entry Type is Unit, the Code of an employee with a type of Billing Employee to include in the export file when this Transportation Prompt is selected for this Attendance Prompt. Note: This assumes this is trip-based transportation and a company vehicle is being used. The staff will not be paid for mileage.

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