ARIS Solutions e Timesheets Manual


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ARIS Solutions e_Timesheets Manual
Adult Family Care Respite (AFCR) Children’s Personal Care Services (CPCS)
Choices for Care (CFC) Choices for Care—Moderate Needs (MNG) Developmental Disabilities Services (DS)
Family Managed Respite (FMR) Attendant Services (General Fund) (ASP) Participant Directed Attendant Care (PDAC)
Traumatic Brain Injury Respite (TBI)
P. O. Box 4409 White River Jct., VT 05001 Telephone: (800) 798-1658
www.ARISsolutions.org

Table of Contents
What is the Electronic Timesheet (e_Timesheets) Module?.............................................. 1 What is the Registration Form and Agreement? .................................................................... 1 How Do I Get Started with e_Timesheets?................................................................................ 1 How Do I Create a New e_Timesheet? ......................................................................................... 4
Creating a New e_Timesheet as an Employer....................................................................... 4 Creating a New Timesheet as an Employee .......................................................................... 9 How Do I Submit e_Timesheets for Multiple Services or Programs? ...................... 13 How Do I Approve an e_Timesheet? ........................................................................................... 14 How Do I Deny an e_Timesheet? ................................................................................................. 16 How do I Edit an e_Timesheet?.................................................................................................... 17 How Do I Add a New Consumer to My e_Timesheets Account?..................................... 21 How Do I Add New Service Codes for a Consumer in my e_Timesheets Account?21 What Do I Do While New Information in Being Added to e_Timesheets?.................. 21 What are e_Timesheet Errors and How Do I Fix Them?.................................................... 22
Overlapping Time Spans.............................................................................................................. 22 Future Date Submitted ................................................................................................................. 23 Invalid Span .................................................................................................................................... 24 Missing Start/End Time............................................................................................................... 25 Service Code for [Date of Service] Cannot Be Blank......................................................... 25 Wages Outside of Range.............................................................................................................. 25 What are e_Timesheet Warnings and What Do I About Them? ...................................... 26 12 Hour Shift Warning.................................................................................................................. 26 Approval During Pay Period Warning ...................................................................................... 26 Can I See a List of My e_Timesheets? ....................................................................................... 27 Who Do I Call with Questions? ..................................................................................................... 29

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What is the Electronic Timesheet (e_Timesheets) Module?

e_Timesheets is an electronic way for Employers and Employees to enter, view and submit timesheet information. You can use a desktop, laptop, tablet or smartphone to access e_Timesheets.
What is the Registration Form and Agreement?

To use e_Timesheets, you must fill out an Electronic Timesheet Registration Form and Agreement. This form signs you up to use e_Timesheets. Both the Employer and Employee must fill out a separate form.
If you are an Employee, you must fill out a separate e_Timesheets Registration Form and Agreement for each Employer that you work for.
By signing up for e_Timesheets, you can send in your timesheets electronically. You are also agreeing that:
• You understand that ARIS Solutions reports suspected fraud to the Vermont Office of Attorney General-Medicaid Fraud and Residential Abuse Unit (MFRAU) and will automatically do that, even if the timesheet is sent through e_Timesheets,
• You will not share your User Name or Password with anyone, • You will notify ARIS Solutions immediately if you change your
email address, • You will notify ARIS Solutions immediately if there is a change in
employment status of any employee who uses e_Timesheets, • You will notify ARIS Solutions immediately if there is a change in
the employer of record for anyone who uses e_Timesheets, and • Submitting hours or services that were not worked may be
considered Medicaid fraud.
It is important to remember that Medicaid fraud is very serious; committing Medicaid fraud may result in criminal or civil punishments. If you have questions about what Medicaid fraud is, please contact ARIS Solutions Customer Service.
How Do I Get Started with e_Timesheets?

1. Both the Employer and Employee need to complete and send in the e_Timesheets Registration and Agreement Form,
2. ARIS Solutions creates user accounts,

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3. Welcome emails are sent to both the Employer and Employee letting them know that e_Timesheets accounts have been set up.
The email looks like this:

4. Activate your account! The welcome email will have instructions on how to do this. You will need to click on a login link. There will be a temporary password in your email that you will have to enter. • Sometimes this email might get sent to your “Junk” or “Spam” email, so be sure to check there if it’s not in your “Inbox.” • Access to the login link and temporary password will expire once you create your own, new password.

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5. You will need to accept the “Terms of Service” and create a new, personalized password for your account.

6. Once you accept the “Terms of Service” and create a password, you can start using e_Timesheets!
Please remember that both the Employer and Employee must be enrolled and set up to create and approve timesheets.

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How Do I Create a New e_Timesheet?
These are the instructions to make a new e_Timesheet. To learn how to edit an existing e_Timesheet, go to page 17. Creating a New e_Timesheet as an Employer
1. Login to e_Timesheets using your user account information. You will use your email address and the password you created.

The link to e_Timesheets is on the ARIS Solutions website at: www.arissolutions.org.
2. Choose the payroll date range for the timesheet that you want to enter. 3. Click “Create New Timesheet.”

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4. Choose the Consumer/Participant and Employee for the timesheet that you are creating.
If your Employee is “Overtime Exempt” (should not be paid overtime wages) for any hours worked over 40 in a workweek, check the “Overtime Exempt” box.
If your Employee should be paid overtime (“time-and-a-half”), leave this box unchecked.

5. Enter each day that your Employee worked. Follow the instructions on the top of the “Create Timesheet Page” on how to enter the specific time on each day that your Employee worked.
6. Enter the start time (Start 1) and the end time (End 1) of each shift worked. • You must enter services as 15-minute increments (for example: 4:00P-4:15P) • If care is provided overnight, service start and end time must be split across the day, just as it must be on a paper timesheet. • For example: If services begin on 10/1 at 10P and end on 10/2 as 8A, services must be entered as:

Date 10/1 10/2

Start1 10P 12A

End1 12A 8A

Please remember, some programs have rules about the total number of hours per day that services can be provided and when services can be provided.

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If you have questions about these rules, please contact your case manager, the program that authorizes your funding or ARIS Solutions Customer Service.
7. Enter the pay rate (wage) that you have agreed to pay your Employee • Remember, each program has minimum and maximum wages. These ranges are different for each program. • If you have questions about the program rules, you can check the ARIS Solutions website (www.arissolutions.org), talk with your case manager or call ARIS Solutions Customer Service for help
8. Choose the services that were provided during each shift from the “service code” dropdown.
• Only the services that have been authorized for the Consumer/Participant should appear in the “svc code” dropdown.
After you have entered all the shifts your Employee worked in the pay period, click “Create Timesheet.”

• If you want to enter services as they are provided during the pay period, you can do that.
• You will still click “Create Timesheet” after you enter the first date of services worked/entered.
• You will use the “Edit a Timesheet” instructions (see page 17) to add the additional services worked before your Employee reviews and submits the timesheet at the end of the pay period.
After you click “Create Timesheet,” you will be sent to a new page: “Showing Timesheet”. This lets you review the timesheet before you approve it.

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9. If the information you entered is correct, you will click the box to confirm that you are submitting accurate information.
It is important that you send in correct e_Timesheets. e_Timesheets follow the same rules as paper timesheets. Improper timesheets could be considered fraudulent. Medicaid fraud is very serious and can come with criminal and civil consequences.
• Be sure to enter any comments you want your Employee to see. • Also, don’t forget to enter a phone number where ARIS Solutions
staff can reach you.

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ARIS Solutions e Timesheets Manual