Time Exceptions are filed when you cannot file a clock in or out at the time you arrive or depart a site. You must always specify a reason when filing. Whenever possible, use clock in/out, NOT time exceptions. Although some programs do not use the time exception page, for most programs it is imperative that you understand when and how to use this option rather than the time clock. This may vary according to the wishes of your administrator, so be sure you are very clear on what is allowed for your program.
Let's take a typical example of when and how to use time exceptions. First, let's assume that your program allows only one clockin and one clockout per day at a clinical site; most programs do. Perhaps you must visit the dentist for 2 hours during the day. You return to clinic following your visit, and at 1600 you are ready to leave for the day. However, clocking out will now report 2 hours that you did not spend at clinic; you are not entitled to those hours. File a time exception instead of clocking out and report the time as 1400. In the comments area, explain that you were at the dentist for 2 hours and have thus subtracted those hours from you actual clockout time. Note that every missing clock record requires a time exception. Suppose you forgot to clock in yesterday morning and did not clock out; two separate time exceptions are required to record those times.
All fields on this form are required. Select the site, date and time. Note that time should be in 24 hour format (see chart at bottom). The final field is “Reason”. You may select one of four commonly given reasons for not clocking in/out or you may enter your own explanation in the text box. Please note that a time exception should be filed when there is an unwanted discrepancy between the actual time that “should” have been reported and the time which you wish to claim. It is not necessary to file a time exception on the same day as the discrepancy; but if a different date is desired, you should click the calendar icon and select the desired date.
If no calendar appears, the browser likely is set not to allow javascript and popup windows. To enable these options only for this site, set this site up as “Trusted” by choosing on your Internet Explorer browser menu Tools, Options, Security, Sites and enter http://www.trajecsys.com then choose to allow (other browsers will have different methods to add a trusted site). If you can't get the popup calendar to work, you can complete the date field manually. Be sure to use MM/DD/YYYY format (2-digit month, 2-digit day, 4-digit year).
Specify a Reason - Clocking in and out records your actual clinical time, whereas filing a time exception is equivalent to your statement that you came or went at a given time. Time exceptions are not considered as accurate as a clock in/out. Therefore, if you must file a time exception, your program administrators want to know why this was necessary. You must give a reason when filing a time exception. Four of the most common reasons are provided, or you can enter an explanation. Note that "finished early" may be allowed in some programs and may not be allowed as a reason to leave early in others.
Absent Checkbox - if you were absent for a full day which you were supposed to be at a site, you may file a single time exception with Absent checked. This will create 2 time exceptions for the day of zero length and allow your absences to be totaled and approved with all other time records - so be sure that any absence is accounted for by filing a time exception.
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