Supervisor Training

Login: Web address = https://stratustime.centralservers.com (NO WWW.)

Client ID: CareerPS

Login ID : first initial+last name (not case sensitive)

Password: first intitial+last name (CASE SENSITIVE;The first time you log on use capital first letters: BSmith)

**Note: You will be required to change password upon first login

**Contact your local Program Specialist if you forget your password

As a host worksite, we ask that you track participant work hours through our electronic time keeping system, StratusTime.

The initial overlay will only appearthe very first time you login to yourStratusTime account.

Close the Overlay:

Select “My Preferences” toadjust Time Card Settings

This will allow the Time Card to show the entire pay period, instead of one week at a time

This option will only need to be adjusted once, as the preferences will be saved

Scroll down to the “Time CardSettings” section

Click the dropdown arrow next to,“Time Card Approval Date RangeType”

Select “Pay Period” Click “Save”

Time Card Tab: This tab will allow you to enter, edit, andtrack

participation hours for each client.

Filtering clients – the following applies to any other location in Stratus Time that has the Employee Filter Icon

The filter in Stratus Time is set to“Active Users” by default, so anyclient who has been inactivated,will not initially show up

Once you click on the filter, you’llsee something like this:

You can type in the client name (first or last) and then click “Apply”

Or you can click “Clear Filter” and it will show all clients who have ever been assigned to you, active and inactive

If you need to add an additional punch (or lunch break) to a client’s time card, click

You can select from the following options: Add Punch- Adds a single punch on

the Time Card. (i.e. an employee forgets to Clock In, Add Punch will allow you add the missing Clock In punch)

Add Work Shift- Will add two punches to the Time Card. The default is a Clock In to a Clock Out, but they can be changed to whatever punch is necessary (i.e. meal break)

Select the “Type” of punch needed (i.e. Clock In or Begin Meal) The opposing punch will automatically adjust Verify the correct date is selected (by clicking on the date, a calendar view will open) Enter the starting time and ending time Verify information is accurately entered, then click “Save” The process is exactly the same for either, “Add Punch” or “Add Shift” options

If a client worked the same schedule in consecutive days, you can duplicate the “Add Work Shift”punches

Type in the additional amount of days you want the hours to duplicate for, then click “Save” For Example, if you would like to enter the same punch for 3 days, you would enter a 2 in the box

If a client is scheduled to work on a State Recognized Holiday, the hours should automatically populate

If they do not populate, you can manually enter the Holiday Hours

Click “Add Shift” and select“Non-Work Shift”

Select “Holiday” from the Type dropdown menu, choose the date, type in the client’s normal shift start time, and enter in the total number of hours the client is scheduled to work that day, then click “Save”

If a client has a missed punch, the system will flag the punch and show it as a red box in the client’s time card

To fix the missing punch, click on the red box, add the correct time the client clocked in/out, then click “Save”

Note: Carefully review all ties and types of punches to determine what truly is missing or incorrect. Punches may need to be added or deleted to completely fix the issue

Click on an employee’s name to view their Time Card Review the hours entered on the Time Card, you can edit an existing punch by clicking on the

‘Pencil’ icon or by double clicking on the item you wish to modify Hovering your cursor, over the area circled above, will make the edit icon appear (pencil) Once the hours are adjusted, click “Save”

Acknowledging Exceptions (Absences)

When a client is absent (excused/unexcused) an Exception notification is created (ABS)

To ‘Acknowledge’ the Absence,click on the safety icon

Then click on the box next to the corresponding ABS – this acknowledgement shows you were aware of the exception

The time card will show the ABS as acknowledged, as seen below

If a client does not work their scheduled shift, the system will treat it as an absence, even if the client worked that day

Review hours on the ‘Time Card’ tab, adjust as needed

Include a lunch break if client worked over 5 hours (only if client actually took a lunch)

Make sure client has approved their hours

Once client hours have been reviewed, click on the “Time Card Approval” tab

Adjust the dates to the pay period you are needing to approve

Select the dropdown arrow to select, “All Employees”

To approve all client hours at once, click on the top box (directly below: Step 4-Approve Time Cards)

Note: If there are any issues with the time card, StratusTime will not allow you to approve the hours. There will be a red stop sign, indicating an error. Please return to the “Time Card” and adjust hours as needed.

Clients will need to approve their hours as well, please see “Client Approval Process” for further instructions.

Please submit questions to your local ProgramTechnician:

Spokane/Lincoln, Stevens, Pend Oreille, Ferryand Okanogan Counties: Kellen Dano–

Kellen.Dano@dshs.wa.gov

Pierce County: Linda Rowling –Linda.Rowling@dshs.wa.gov

King County: Leslie Davis –Leslie.Davis@careerpathservices.org