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OJE/OJT/WBLE Timesheet Automation

Contact: Cathy Callaway
Created: 10/01/2018
Date Emailed to Staff: 10/10/2018
Effective Date: 10/01/2018

Summary of Changes

The payment of OJE/OJT/WBLE's on the state's bi-weekly payroll has been automated. A review of the changes was provided during a video conference meeting on 9/25/18. 

For timesheets received with hours worked 10/1/18, the number of hours and rate per hour will now be entered into QE2 as an invoice prior to emailing the timesheet to NDE Central Accounting. 

Prior to entering the timesheets in QE2, Associates must verify:

• Signature of consumer, supervisor and specialist are on the timesheet
• Dates of consumer, supervisor and specialist are after the last day worked
• All data on the timesheet is legible
• Time worked has been converted into decimal hours
• Calculations are correct

Changes made to an existing OJE/OJT/WBLE (extension of end date or addition of hours) no longer require the Information Form to be updated and sent to Central Accounting.

Forms - New or Revised

Time Conversion Chart (Minutes to Decimal Hours) has been added to the Chapter

QE2 Update

Creation of an invoice for an OJE/OJT/WBLE will now require number of hours worked and rate per hour to be entered from the timesheet.

Timesheets are now required to be entered into QE2 prior to the consumer being paid on bi-weekly.

Add encumber is not allowed on OJE/OJT/WBLE invoices.

To Do

Review the Bi-Weekly Payroll Schedule for the due date/time of each bi-weekly. Invoices must be entered into QE2 and timesheets emailed to NDE Central Accounting before the due date/time on the Bi-Weekly payroll schedule. Timesheets emailed or entered into QE2 after the due date/time on the Bi-Weekly Payroll schedule will be held for the next bi-weekly payroll. 

Team Communication

Associates should discuss a process for ensuring timesheets are entered into QE2 prior to the due date/time on the Bi-Weekly Payroll Schedule. Each office should have a back-up associate to enter the invoices into QE2 in the event someone is out of the office.

VRIS Posting

OJE Chapter - http://webforms.vr.ne.gov/vr_forms/program_manual_chapters/441

OJT Chapter - http://webforms.vr.ne.gov/vr_forms/program_manual_chapters/468

WBLE Chapter - http://webforms.vr.ne.gov/vr_forms/program_manual_chapters/508

Monitoring Requirements

Central Accounting will be tracking invoices that are entered incorrectly, submitted with incorrect infomration, or not entered on time.