Weekly Time Entry
- Once you've logged in to CAPS Online, click Attendance, and Weekly Time Entry.
- On the screen displayed below (Image 5.2 - Programs; Image 5.3 - Providers), select Attendance Month on the left side of the screen and then select the "Attendance Month" of your choice on the right side of the screen.
- Once you have clicked Search, the children's records will appear.
- To begin entering attendance for one particular child, click on the small calendar icon in the Action column next to the child's record that you want to enter attendance for.
Image 5.2 - Programs
- Select a category to search by - click Attendance Month if you want to enter attendance within the past 6 service months; click Case Information if you need to enter retroactive attendance.
- Attendance Month - select the service month that you want to enter attendance for from the drop-down.
- Search - clicking search will bring up your list of enrolled children who are available for attendance entry for the selected month.
- Filters - you can filter the records on the screen by age, level of care, or class/bus options. (Note: these filters only appear if you have more than 10 children enrolled)
- Action - clicking this will allow you to enter a week of attendance for the selected child.
- Child Number - the ACS/HRA child case number associated with this child.
- Child Name - the child's name.
- Class/Bus (Programs only) - if entered in Placement Roster, the class/bus option will appear here.
- Age - the child's age.
- Case Name - the parent/guardian's name associated with this child's ACS/HRA case.
- LC - Level of Care (I - Infant; T - Toddler; P - Preschool; S - School Age).
- C/V - NYCPS Contract (C) or ACS/HRA Voucher (V) seat.
- Start Date - the child's start date as entered by ACS/HRA/NYCPS.
- End Date - the child's end date as entered by ACS/HRA/NYCPS.
- Rows - change the number of visible rows on the page (the default is 10; this can be changed in User Profile to default to 20, 30, 40, or 50).
Image 5.3 - Providers
- Select a category to search by - click Attendance Month if you want to enter attendance within the past 6 service months; click Case Information if you need to enter retroactive attendance.
- Attendance Month - select the service month that you want to enter attendance for from the drop-down.
- Search - clicking search will bring up your list of enrolled children who are available for attendance entry for the selected month.
- Filters - you can filter the records on the screen by age or level of care options. (Note: these filters only appear if you have more than 10 children enrolled)
- Action - clicking this will allow you to enter a week of attendance for the selected child.
- Child Number - the ACS/HRA child case number associated with this child.
- Child Name - the child's name.
- Age - the child's age.
- Case Name - the parent/guardian's name associated with this child's ACS/HRA case.
- LC - Level of Care (I - Infant; T - Toddler; P - Preschool; S - School Age).
- C/V - NYCPS Contract (C) or ACS/HRA Voucher (V) seat.
- Start Date - the child's start date as entered by ACS/HRA/NYCPS.
- End Date - the child's end date as entered by ACS/HRA/NYCPS.
- Rows - change the number of visible rows on the page (the default is 10; this can be changed in User Profile to default to 20, 30, 40, or 50).
Once you have clicked the calendar icon for the child you would like to enter attendance for, the current week of the month will appear (Image 5.4).
Image 5.4
- Child Number - the ACS/HRA child case number associated with this child.
- Child Name - the child's name.
- Case Name - the parent/guardian's name associated with this child's ACS/HRA case.
- Start Date - the child's start date as entered by ACS/HRA/NYCPS.
- End Date - the child's end date as entered by ACS/HRA/NYCPS.
- Service Month - the month of attendance you are currently viewing.
- Select date - click here to change the date by picking it from the calendar that appears.
- Arrows - go to the previous or next date.
- Legend - this tells you which icon indicates each child's attendance status for the day.
- Dates - the dates for the week of attendance you are currently viewing.
- 1st Time-In/1st Time-Out - the time that the child arrives in your care and the time the child leaves your care. Start entering the time in each box, and select the correct time from the drop-down menu in 15-minute increments.
- 2nd Time-In/2nd Time-Out - used only if a child leaves your care, then returns to your care before going home (i.e. - before school and after school, a doctor's appt, etc.)
- Absence - check this box if the child is absent (not attending) on a particular day.
- Select - this option allows you to copy/paste attendance.
- Save - save the attendance you entered; when the pop-up box comes up asking you if you are sure you would like to save your changes, click "save." This does not submit your attendance for payment processing, but rather, it saves your attendance entries for the days that you entered.
- Reset - if you do not want to save what was entered on the screen, click reset. This will remove the most recent attendance entered.
Once you have entered any time-in and time-out attendance, and you're ready to move on to another week, press "save," and when the pop-up box comes up, click "save." This does not submit your attendance for payment processing, but rather it saves it into your CAPS Online system for the week and child you entered.
To see how you can submit your monthly attendance for payment processing, please click here: Step 6: Submitting Attendance for Payment Processing.
For more information about entering attendance, check out the quick guides below:
Entering & Submitting Attendance - Licensed & Legally-Exempt (Informal) Providers - English
Entering & Submitting Attendance - Center-Based Voucher Programs - English
Ingreso de la Asistencia - Programas de Vales Basados en Centros - Spanish