ADMINISTRATION HANDBOOK FOR EDUCATORS

Purpose
We created this for you, our new and existing Educators, to be one source of information consolidated in one place for all your administrative and Harmony Web needs.

What is included?
• Administration Schedule for Harmony Web
• Attendance Record Checklist
• E-Signatures
• Paper Timesheets
• Submitting Electronic Harmony Timesheets
• Receipting
• Payment Advices
• Invoicing
• Educator Unavailable – Holiday Period Request
• Change Booking Request
• Other Issues

Any Issues or Questions
If you have issues with signatures, timesheets, invoices, or receipts please contact admin immediately (do not leave until processing week as this can cause further issues). Harmony Web have developed a Tip Sheet for Common Support Issues. Our Administrators endeavour to answers all your questions; however, some can only be addressed by Harmony Web directly. If this is the case, you can contact them directly by following the Logging Support Requests tip sheet.

Administration Schedule for Harmony Web

Week 1	Week 2
Monday
• Ensure children are signed in and out at the time of each session. • Admin process timesheets from previous fortnight	• Ensure children are signed in and out at the time of each session. • Admin approve week 1 timesheets and contact educator to make changes if required
Tuesday
• Ensure children are signed in and out at the time of each session • Admin process timesheets from previous fortnight	• Ensure children are signed in and out at the time of each session • Admin approve week 1 timesheets and contact educator to make changes if required
Wednesday
• Ensure children are signed in and out at the time of each session • Admin send timesheets from previous fortnight to CCSS for processing	• Ensure children are signed in and out at the time of each session • Admin approve week 1 timesheets and contact educator to make changes if required
Thursday
• Ensure children are signed in and out at the time of each session If CCSS have finished processing submitted timesheets: • Payment advice from previous fortnight is sent to educators and • Statement of entitlement from previous fortnight is sent to parents	• Ensure children are signed in and out at the time of each session
Friday
• Ensure children are signed in and out at the time of each session • Harmony automatically generates invoice for care from previous fortnight. • Educator checks balance of invoice against payment advice parent total – if correct emails invoice(s) to parent. If incorrect contact administration	• Ensure children are signed in and out at the time of each session • Admin approve timesheets that have been submitted and contacts educator to make changes if required
Saturday
• Ensure children are signed in and out at the time of each session	• Ensure children are signed in and out at the time of each session
Sunday
• Ensure children are signed in and out at the time of each session • Check your timesheet to ensure that there are signatures for all days • Add notes to the educator notes section with reasons if there have been absences, oops messages or you want to leave administration a message. • Submit your timesheets to the service on, or prior to Sunday. Please ensure you have completed all steps on the attendance record checklist. (link below)	• Ensure children are signed in and out at the time of each session • Check your timesheet to ensure that there are signatures for all days • Add notes to the educator notes section with reasons if there have been absences, oops messages or you want to leave administration a message. • Submit your timesheets to the service on, or prior to Sunday. Please ensure you have completed all steps on the attendance record checklist. (link below)

Electronic Signatures (E-Signatures/PINS)
• Parents must use their pin to sign in first thing in the morning & out last thing in the evening, to sign oops messages and to sign not present for their child.
• Educators can use their pin to sign the children out or in in the middle of the day limited to school pick-ups and drop offs.
• Oops messages are not an acceptable form of logging a child’s actual attendance times – These are only to be used in special circumstances.

Procedure:
• On your dashboard- click on:
• E-signature
• Sign in or out
• Click on one child’s box
• Click on parent’s name or the dropdown and chose the educator’s name
• Enter the appropriate pin
• Click sign in or sign out
• Either click not present if child was absent, save if everything is Ok or the time and change it if necessary, then save
• Once signed in go back to the dashboard and click on the E-signature tab – on the screen that opens check that the child has been signed in or out as appropriate

Checking E-Signatures are Correct Each Day
Educators are required to check parents/guardians have signed in and out at each session correctly. To do this, after a parent/Guardian has signed in or out, click on e-signature on your dashboard. All signatures that show on this page have been saved to your timesheet. In the example below you can see the child has been signed in (under the sign in/out heading) by the Educator (E) and not signed out (?). If signatures are incorrect, please contact your Admin asap.

Paper Timesheets
Paper timesheets are to be used to sign children in or out if you are not able to sign them in or out using Harmony. It is a legal requirement that the children must be signed in or out at the time care takes place.

The times on the paper timesheet are used to sign the oops message on Harmony once the internet is back up.
Ensure you submit both the Harmony timesheets and the paper timesheet by Sunday

Procedure:
• Have the parent write the exact time care is taking place or ending and initial then sign the bottom of the timesheet. Email this timesheet to admin by Sunday each week

Attendance Record Checklist
Please ensure you have completed all steps on the checklist before submitting your timesheets. See link to checklist
below:
Attendance Record Checklist

Submitting Electronic Harmony Timesheets
Timesheets can be submitted any time after the child(ren) have been signed out for their last session for the week. If
children do not attend care on a regular booked day you are entitled to be paid ie. A public holiday, if they are sick, if
they have gone elsewhere with their parents

Procedure:
• On your dashboard click on:
• Processing
• Timesheets
• Click in the empty box under ‘week ending’ - choose Sunday’s date
• Select the child’s box (you will need to do this for each child)
• Check that the blue times are correct
• If the child was absent ensure you click the absent button under the session the child did not attend
• Click on E-signature (number 3 on the left)
• Check number 4 and ensure every day has signatures (if not go back to e-signatures and get the missing day signed – if this does not work contact admin)
• Scroll down and add notes in educator notes if you or the chid were absent or if you used the oops message or for anything else you want admin to know whilst processing your timesheet
• Scroll to the bottom
• Click save
• Click pin (green button in middle down the bottom)
• Have the parent enter their pin
• Click submit
• Scroll to the top
• Click submit (next to the close button)

Receipting
Educators are to receipt all payments from parents as soon as received and email the receipt to parents (this is a legal requirement).

Procedure:
• Either click on the childcare box then under the guardian balance heading click on the blue numbers or choose:
• Accounts
• Receipts
• Create new receipt (blue button on right)
• Click on dropdown and choose parent’s name
• Enter the amount paid
• Click select
• Enter the following details top left:
• Date of payment
• Click the drop down and choose payment method (If the money was paid into your bank account choose EFT)
• Click the drop down and choose the bank account (default bank account), click save.
• You will now see a line on the page that has just opened with the amount you just receipted and a legend to
the right
• Click the email symbol and email the receipt to the parent

Payment Advices
Check your payment advice to ensure you have bene paid correctly and to ensure you know how much the parent needs to pay you. If the family are entitled to CCS, payment will be uploaded to your bank every 2nd Tuesday (the week after you receive your payment advice) If the family are not entitled to CCS you will be invoiced for the levy and Harmony fees.

Procedure:
• Check the parent total on your payment advice (about ½ way down on the right)
• (see invoices for the next step about what the parent needs to pay you)
• Scroll down and check the levy and Harmony fees (about ¾ of the way down on the left)
• Scroll down to the bottom – the amount on the bottom is the amount you will receive from the scheme or the amount you owe the scheme.
• If you owe the scheme you will be invoiced for this amount.
• The amount paid to you by the scheme will be uploaded to bank accounts on the Tuesday after you receive your payment advice (every second Tuesday)
• Add together the amount on the bottom of your payment advice and the parent total – ensure this amount equals what you should be receiving each fortnight. If not, contact your admin.

Invoicing
Your system will be set up to create an invoice every second Friday (the day after you receive your payment advice) If you have chosen to have your invoices set up differently to above - you will need to check them once they have been created and follow the instructions below:

You need to ensure the total of this invoice matches what the parent owes you (usually the amount under parent total on your payment advice) and ensure you email this to the family fortnightly. If the amount is incorrect contact Administration.

Procedure:
• On your dashboard click on:
• Accounts
• Invoices
• If your invoices are set to run automatically DO NOT TOUCH THE BLUE BUTTONS ON THE TOP RIGHT OF THE SCREEN as this will alter the invoice settings
• The top line(s) will be the current invoice(s) and will have Friday’s date on it/them (this day may differ if you are not automatically creating invoices. If you are using the automated system then the invoice will be created the Friday after you received your payment advice)
• Click on the export button on the legend to the right of the invoice line to download the invoice. Open the invoice and check that the closing balance on the invoice matches the parent total on your payment advice
• If the totals match close the invoice and click on the email symbol to the right of the line (next to the export button)and email this invoice to the parent. If the totals do not match and all payments have been credited off the system before the invoice was created contact admin before emailing the invoice
• IF there are any issues with this procedure please contact Admin asap i.e. the balance is incorrect, there is no invoice etc.

Educator Unavailable - Holiday Period Request
If you are unavailable to work, you are not entitled to be paid. ie. If you are sick, on holidays, taking a day off. You will need to suspend everything for this day/week so that when you are back the parent does not have to sign oops messages for the day(s) you were away and they system knows a. not to pay you and b. not to create an invoice for this day/week.

Procedure:
• On your dashboard on the coloured line next to your name click:
• Childcare
• Holiday period request
• Create holiday period request (blue button on the right of your screen)
• Fill in your name, the dates you are away and select all to select the children (if 1 day put the same date in for the start and end, if on holidays keep in mind that the dates you use you will not be paid for so if you are back on a Monday then the end date would be the Sunday prior)
• Submit
• Admin will approve and your system will then suspend everything for this period
Link to Harmony Web Tip Sheet

Change Booking Request
This needs to be completed if there is a temporary change to the booking or if the booking needs to be changed permanently.

Procedure:
• On your dashboard click on:
• The Children box then click on the child’s name (anywhere that it is blue)
• Click on the booking tab – near the top of the page
• ¾ of the way down you will see a green ‘active’ button to the right of this line you will see ‘change booking request’
• Click on change booking request
• A timesheet will open up
• If you want a temporary change i.e. for school holidays click the temporary booking change button (blue -top left) if you want to change the booking permanently leave this box unchecked
• You will then need to fill in the start and end date (the start date is always a Monday and the end always a Sunday) if it is a permanent change you will only need to fill in the start date (Monday)
• Scroll down to the blue times and change them to what you require (they van only be changed in 15 minute
increments)
• Scroll to the bottom and click save draft
• If the parent is there click on number 5. E-signature pin and click the drop-down box to select their name then ask them to enter their pin and click save
• For parents not there, you can send a remote signature (once they sign you will get an email letting you know they have confirmed the booking) You will then need to go back into the booking by following the steps above then
• Scroll to the bottom and click submit
• Admin will approve and the booking will be changed
Link to Harmony Web Tip Sheet