PAYROLL and BILLING TRAINING GUIDE

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PAYROLL and BILLING TRAINING GUIDE

The following is our recommended best practices for processing your billing and payroll within HomeTrak Companion. These functions may be done by different staff members depending on the division of labor in your office.

This document does not discuss all of the features in these modules. If you need more information on how to

use other features please refer to our Help Module or contact Technical Support for assistance.

Payroll – page 3

• Calculate Payroll – set start and end date

• Attributes and how they can be excluded from the payroll list • Batch System – allows user to view historical data by batch

• View Calculated – validate rates and hours, can edit records to make adjustments • Payroll Report, Consolidated Caregiver/Rate, Summary By Caregiver Reports • Post Payroll, can make changes and adjustments to records, and run payroll report

Billing – page 14

• Process is the same as Payroll

• Invoice Pre-Post, Billing Report, and Consolidated Payer / Client / Rate Reports

• Only difference is when you post billing, you are creating the invoice and assigning the invoice date and numbers

For more information on these Payroll and Billing topics go to our Help Module and click on ‘Schedule Review’, ‘Actual Hours’, ‘Finalize’, ‘Payroll’and ‘Billing’ or search from within the help module to find the information you are looking for.

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Before you start billing and/or payroll, make sure all of the schedules for the date range you are processing have actual hours and have been finalized. If a schedule is missing actual hours it will not be finalized and will not be included in billing and/or payroll.

A quick way to verify this is to go to the Schedule Review module and change the Date Range to the date range you are processing, then click View Data to load the grid.

Once the data is loaded, group the schedules by the Schedule Status. To do this, click the Schedule Status column header and hold your mouse button down then drag and drop the header to where it says ‘Drag a column header here to group by that column’ then let your mouse button go. The screen will now display all schedules grouped by the scheduled status, which shows you the where all your schedules are before you start billing and/or payroll. In the example below, there are 91 schedules not actualized which need to be fixed or they will not be included in billing and/or payroll. Click the ‘+’ to expand and see the schedules in the group No Actual. Click the ‘+’ again to close the group or click another group to expand it. If this task is done by your scheduling staff you will want to contact them to have them fixed. Once they are fixed you can proceed with billing and/or payroll.

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Page: 3 Payroll

Performing a payroll run in HomeTrak Companion is a process that is done in the Payroll Module.

Payroll can only be processed for schedules that have been finalized. Once a schedule has been finalized, you can calculate payroll for it.

The payroll process has several steps. You will calculate the payroll for schedules whose dates fall in a specified period (batch); once calculated, you should review the Payroll records for accuracy (making corrections if needed). When all of the calculated records are verified as correct, then post the payroll. Once posted, you may generate a Caregiver Summary Report or opt to export the completed payroll to one of HomeTrak Companion's External Payroll options.

Steps For Calculating Payroll Step 1 - Calculate Payroll

To start the process, click the Calculate Payrollbutton on the home page of the Payroll Module screen.

Next, enter the Date Range for your payroll period. Confirm that any Filters options selected are appropriate.

o Classifications, Categories etc.

o As a best practice it’s recommended to not filter by Status. If you filter on just ‘Active’ and a caregiver is made ‘Inactive’ during the date range you are calculating, payroll for that caregiver will be missed.

Attributes

To exclude schedules marked with the attribute Needs Paperwork from being calculated as part of your payroll: Click Attributes and check Show schedules that do not have and Needs Paperwork attribute.

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Click the View Data icon in the main display toolbar.

Select the finalized schedules for which you want to calculate payroll by checking the box to the left of each name in the main display grid if not already checked.

To calculate the payroll for the selected schedules, click the Calculate Payroll tool in the ribbon at the top of the screen.

Batch Name:

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Page: 5 Once Payroll has been calculated, click Next: View Calculatedtool at the top of the Payroll Module screen to go to the View Calculated Payroll screen.

Step 2 - View Calculated Payroll

Click View Data button to load the grid for the payroll records calculated. (The batch should be the batch you entered in Step 1).

You can view the information in the grid or run the Payroll Report or the Consolidated by Caregiver / Rate Report (icons located on the main ribbon) to review your payroll for any errors.

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Payroll Report

• Run a report detailing selected payroll information. (This report is also available under the View Posted Payroll tab.)

• Report Options: o Header o Cover Page o Watermark o Password o New Page o Name Format o Style

• Details:

o Pay Codes o SSN

o Schedule Detail

• Grouping: (Group By / Summarize By / Sort Location) o Caregiver Category

o Caregiver o Call Type

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Page: 7 Consolidated By Caregiver / Rate Report

• Run a report that summarizes selected payroll information by caregiver and pay rate. (This report is also available under the View Posted Payroll tab.)

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NOTE:

Any calculated payroll records where the rate is 0.00 will be indicated in a bold underlined font in the main display grid area. If you detect an error, correct it before going to the next step.

Corrections can be made to individual records in the View Calculated (Step 2) screen by selecting the appropriate record in the grid and clicking on the Edit tool (pencil) in the grid toolbar.

The Edit Payroll Record screen will appear. You can edit any field(s) except the Caregiver’s name.

If you made corrections in the View Calculated (Step 2) grid, any payroll records that have been edited are indicated in a bold italic font if the Auto Refresh tool in the grid toolbar is unchecked.

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Page: 9 Uncalculating Payroll

Sometimes the error may warrant that you un-calculate the incorrect record(s) in order to recalculate the payroll for the applicable schedule(s).

If you need to clear what has been calculated, verify that only the records you wish to clear are selected (the checkbox in the grid for the record is checked). Then use the Un-Calculatetool in the ribbon to clear what has been calculated for the selected schedules.

NOTE: Clearing (un-calculating) any single record will also clear all related records attached to the same schedule so that the schedule can be recalculated. Example: Mileage, Errand Mileage, Expenses or any manual changes you have made to a payroll record.

Make the appropriate correction(s) in the schedule or caregiver pay rates. Calculate the payroll for the same date range on this schedule again. When all of the information in the main display grid of the View Calculated (Step2) is correct, make sure all of the records are checked and click the Post Payroll tool.

Posting your payroll indicates that it is correct and ready to be printed or exported to an external payroll package.

Step 3- Export to External Interface (Optional)

Companion interfaces with several payroll packages. Depending on which one you are using, the ‘Next: Export to …’ button on the tool bar with be different.

o QuickBooks o Paychex

o ADP Pay eXpert o ADP EasyPay

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If your software package is not listed here please contact HomeTrak Technical Support. This screen is showing the QuickBooks interface.

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Page: 11 Summary By Caregiver Report

Once Payroll has been posted, click on the Export to QuickBooks tool on the ribbon.

Next, view the Summary by Caregiver report by clicking the icon on the ribbon.

The report shows information based on the records displayed in the main display grid when you click View Data in the main display toolbar.

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View Posted Payroll Reviewing Posted Payroll

To look up posted payroll information, click the View Posted Payroll tool on the Payroll Module Homepage.

Payroll History screen

This screen has the same layout and reports as the View Calculated Payroll screen. You can duplicate or make changes to any of the payroll records.

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Page: 13 Un-Posting Payroll > Un-Calculating Payroll > Un-Finalizing Schedules > Remove Actual Hours

Sometimes you don’t find the error until after you have posted payroll. The error(s) may warrant that you need to start over; to do this you will need to un-post the incorrect record(s) in order to un-calculate the payroll for the applicable schedule(s).

If you need to clear what has been posted, verify that only the records you wish to un-post are selected (the checkbox in the grid for the record is checked). Then use the Un-Post Payrolltool in the ribbon to un-post what has been posted for the selected schedules.

NOTE: Clearing (un-calculating) any single record will also clear all related records attached to the same schedule so that the schedule can be recalculated. Example: Mileage, Errand Mileage, Expenses or any manual changes you have made to a payroll record.

Now you can view the schedules that you have un-posted and un-calculated in the Ready for Billing and Payroll screen of the Schedule Review module. To un-finalize the schedules, click the Un-Finalize Checked Schedulestool on the ribbon. If Billing has already been posted for these schedules, then you can’t un-finalize without un-posting the billing records first.

You can even remove the Actual hours if necessary. Go to the Actual Hours screen and click the File menu to access the Remove Actual Hours tool.

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Billing

Performing a billing run in HomeTrak Companion is a process that is conducted in the Billing Module.

Billing can only be processed for schedules that have been finalized. Once a schedule has been finalized, you can calculate billing for it.

The billing process has several steps. You will calculate the billing for schedules whose dates fall in a specified period (batch); once calculated, you should review the billing records for accuracy (making corrections if needed). When all of the calculated records are verified as correct, then post the billing. Once posted, you may generate an Invoice(s) or opt to export the completed billing to one of HomeTrak Companion's External Billing options.

As you can see, the steps for processing Billing are the same as the Payroll process.

The only difference is when you post your billing, you will assign an Invoice Date and Starting Invoice Number. You will print your invoices from the Invoices and QuickBooks Export screen. This screen is also used to re-print an invoice if needed.

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Page: 15 Billing Module

Calculate Billing

Follow the same details outlined for the payroll process. (Starting at page 3.)

View Calculated

You can view the information in the grid or run the Billing Report or the Consolidated by Payer / Client / Rate Report (icons located on the main ribbon) to detect any billing errors.

Make the appropriate correction(s) in the schedule or payer billing rates. Calculate the billing for the same date range on this schedule again. When all of the information in the main display grid of the View Calculated (Step 2) is correct, make sure all of the records are checked and click the Post Billing tool on the ribbon.

Posting your billing indicates that it is correct and ready to create invoices. You can print invoices or export them to an external billing package.

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Invoice Pre-Post

Preview invoices for the records in the grid before posting and creating the invoices that will be sent to the Payer.

NOTE: Invoice Pre-Post report does not include a date or invoice number. It’s to be used to validate that your invoices are correct before you post and assign the invoice date and number.

• Report Options: o Header o Cover Page o Watermark

Preview o Password o New Page o Name Format o Style

• Details:

o Caregiver Name o SSN

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Page: 17 Billing Report

• Run a report detailing selected billing information. (This report is also available under the View Posted Billing tab.)

• Details:

o Caregiver Name o Client’s Address o Schedule Detail

o Amount detail as 2 decimals

• Grouping: (Group By / Summarize By / Sort Location)

o Client Category o Payer

o Client o Call Type

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Consolidated By Payer / Client / Rate

• Run a report that summarizes billing hours and units by payer/client and bill rate. (This report is also available under the View Posted Billing tab.)

• Details:

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Page: 19 Invoices and Quickooks (Optional)

Step 3:

HomeTrak Companion interfaces with a number of billing packages. Depending on which one you are using the ‘Export to ….’ button on the tool bar with be different.

• QuickBooks • EZClaim

Print Standard Invoices • Report Options:

o Header o Cover Page o Watermark o Password o New Page o Name Format o Style

• Details:

o Caregiver Name o SSN

o Claim Info o Return Portion

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View Posted Billing Reviewing Posted Payroll

To look up posted billing information, click the View Posted Billing tool on the Billing Module Homepage.

View Posted Billing screen.

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Page: 21 Un-Posting Billing >Un-Calculating Billing > Un-Finalizing Schedules > Remove Actual Hours

Sometimes you don’t find the error until after you have posted billing. The error(s) may warrant that you need to start over; to do this you will need to un-post the incorrect record(s) in order to un-calculate the billing for the applicable schedule(s).

NOTE:

In billing you must un-post the entire invoice; you cannot just un-post one line item as you are unable to post a single billing record to an already posted invoice. If you try to do this, the system will create a new invoice with just the one record and you will then have two invoices for the same payer in posted billing.

You should record the invoice number, invoice date and posted date before un-posting so you can re-use the same invoice number and apply the same dates.

Remember: When you un-post an invoice, it no longer exists in the system – it’s as if you destroyed it.

If you need to clear what has been posted, verify that you have selected the records for the complete invoice that you wish to un-post (the checkbox in the grid for the record is checked). Then use the Un-Posttool in the ribbon to un-post what has been posted for the selected schedules.

Note that clearing any single record will also clear all related records attached to the same schedule so that the schedule can be recalculated. Example: Mileage, Errand Mileage, Expenses or any manual changes you have made to a billing record.

Now you can view the schedules that you have un-posted and un-calculated in the Ready for Billing and Payroll screen of the Schedule Review module. To un-finalize the schedules, click the Un-Finalize Checked Schedulestool on the ribbon. If Payroll has already been posted for these schedules, then you can’t finalize without un-posting the payroll records first.

You can even remove the Actual hours if necessary. Go to the Actual Hours screen and click the File menu to access the Remove Actual Hours tool.