ARIS Solutions Electronic Time Sheet Entry Instructions

Employee Handbook

08/12

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Getting started with Electronic Time Sheets!

√ Make sure you and your employer are registered for Electronic time sheets.√ Follow the steps outlined in this handbook.√ Log in using the user name and password emailed to you by ARIS Solutions.

Do not share your user name or password with anyone.√ Electronic time sheets can be used for hourly services, only. You cannot submit for mileage or any other

expenses using the electronic time sheets.√ Once you have completed your electronic time sheet you will need to “submit” it electronically to your

employer. Once your employer has reviewed, approved and submitted your time sheet, you will receive an e-mail indicating that the time sheet has been submitted to ARIS Solutions.

√ Although employers must approve and submit electronic time sheets, they cannot make corrections to your time sheets. If there is an error on a time sheet, your employer will “reject” your time sheet. “Rejecting” an electronic time sheet will result in you receiving an e-mail telling you that your time sheet has been rejected and what needs to be corrected. You will need to log in, make the correction and re-submit the time sheet to your employer.

√ All electronic time sheets must be approved and submitted by your employer. Employees cannot submit electronic time sheets.

√ Time sheets must be submitted to ARIS Solutions by your employer no later than 12:00 pm (noon) on Monday of each pay week.

√ Once ARIS Solutions receives an electronic time sheet it will be reviewed by the payroll department. If there is a problem with the time sheet a phone call will be made to your employer to discuss possible corrections.

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Go to our website, www.arissolutions.org Click on “Electronic Time Sheet Entry”

This will take you to our secure web portal for time sheet entry

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Click on “Log In”

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Log in as “Employee” entering your username and password No user name or password? You must enroll in the electronic time sheet entry system by completing the

Enrollment form and sending it to ARIS Solutions. Enter the security text on the screen in the box Click on “Log In”

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If you want to start a new time sheet click on “Create Time sheet” If you want to work on a time sheet you have already started, click on “Time sheet List”

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Click on “Select a Service Program” You must then select the program that is funding the services you are providing.

Click on “Select An Employer”. You must select the employer you are submitting the time sheet for. Write in the Consumer Name. You must write in the consumer’s full name. Spelling counts! Please be sure you

have the correct spelling of the consumer’s name or you will be unable to go further with the time sheet. The consumer is the person who you are providing supports for.

Enter the first date of the pay period you are submitting the time sheet for. This date always starts on a Sunday. Click on “Create Time sheet”.

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Click on Enter/Edit to open the new time sheet.

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Enter each day you have worked by clicking on “Work date” and selecting the date. Enter the “Start Time” (this is the time you started work on the “work date”), including whether the hour was in the

a.m. or p.m. Enter the “End Time” (this is the time you ended work on the “work Date”), including whether the hour was in the

a.m. or p.m. Select the “Service Code” for the work you have provided. If you are unsure of what service you provided, click on

the “Show Developmental Services Service Codes” link for service descriptions for that program. Enter the pay rate you and your employer have agreed upon. To enter more dates and hours of service, click on “Add Time”.

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If you have completed your time sheet, please review it to be sure it is correct. If correct you are ready to submit your time sheet. Please be sure to review the statement in red before you

submit the time sheet. Services are paid for with Medicaid funds. Severe penalties, as well as a felony conviction may result from submission of inaccurate or false information on a time sheet.

Once you are ready to submit the time sheet, enter the “Security Code” in the box. Click on “Submit to Employer”. Your employer will receive an e-mail notifying them that your time sheet is

ready for their review. Once your employer has reviewed and approved your time sheet, they will submit it to ARIS Solutions. You will receive a notice by e-mail when your employer submits your time sheet.

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Once you have clicked “Submit Time sheet” you will be prompted “Are you sure you want to submit this time sheet”. If you are sure, click “OK”.

Your employer will receive an e-mail notifying them that your time sheet is ready for their review. Once your employer has reviewed and approved your time sheet, they will submit it to ARIS Solutions. You will receive a notice by e-mail when your employer submits your time sheet to ARIS Solutions.

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Your employer must review your Electronic Time sheet before submitting it to ARIS Solutions. If there is an error on the time sheet, your employer must “reject” the time sheet. Employers cannot correct time sheets themselves. By “rejecting” a time sheet an email is automatically sent to you telling you that your time sheet has been rejected and why. You must log back in to the Electronic Time sheet site, make the necessary corrections and then resubmit the time sheet to your employer for approval and submission.

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Any time you would like to view the time sheet you have submitted you may go to the “Time sheet List” at the top of the screen and click there.

This will bring up a list of all time sheets you have submitted and their status. You may click on any time sheet to review all entries.

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