You may notice that actual times are displayed instead of planned times on payroll or invoice, and sometimes that planned times may appear where actual times should be.
To rectify this, follow these steps:
Click Settings.
Click Finance.
Click Payroll or Invoice.
Click Payroll Format or Invoice Format.
Click the arrow button next to Payroll Format or Invoice Format.
Click Other Details.
Select the Show Planned checkbox to tick or untick, as necessary.
Click Save.
Multi-tab export showing actual times
If you are using the multi-tab export and the visit start and end times are showing as actual rather than planned, this is expected behaviour. The multi-tab export pulls actual visit start and end times by design. The duration and pay values will still reflect planned times.
If your organisation needs to export planned hours for all visits, you can change the rate sheet setting so payroll is calculated from planned times. To do this, follow these steps:
Click Settings, then click Finance.
Click Payroll, then click Rate Sheets.
Click the arrow button next to the relevant rate sheet.
Click Revisions, then click the arrow button next to the relevant revision.
On the Use Start Time and Use Duration dropdowns, select Planned for both.
Click Save.
Click the orange Apply? button to apply the change to your rate sheets.
📌 Note: This change takes effect the next time payroll is generated. It will not update periods that have already been generated and accepted.
What does 'Ignore actual times' mean?
The Ignore actual times setting controls whether the system uses actual book-on and book-off times when calculating payroll for a visit, or ignores them and uses the planned times instead.
You can find this setting at the visit or shift level in Access Care Planning. When it is turned on, payroll is calculated using the planned visit times regardless of when the carer actually booked on and off. When it is turned off, the system uses actual times where they are available.
If you are unsure which setting is right for your organisation, check your payroll format settings first, as the rate sheet Use Duration setting may override this at the finance level.