Rev. 10/07
Section 5.03
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SECTION 5.03 – SUBSTITUTE CODING GUIDELINES
Contact: Budget @ Extension 4154 / 4157
A.
Overview
This section provides guidance for situations when you will be required to provide
an appropriate account code in the SmartFind
Express
system, as well as coding
of time sheets for employees providing substitute coverage.
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B. References
Refer to Section 3 of this manual for detailed information on org keys and object
codes.
Refer to Section 5.01 of this manual for processing of time sheets.
C.
Substitutes via SmartFind
Express
Programming is in place to provide an account code during the interface from
SmartFind
Express
to IFAS based on certain criteria.
•
Certificated Staff – Basic Ed
o Non-work related absences (i.e.: sick, personal day, jury duty,
etc) are coded to the central substitute budget, 01AALL4300-
4225
o Work related absences are coded based on the reason code
used. If ‘Job Related Leave’ is used, you will be asked to
provide an appropriate code (see below)
•
Certificated Staff – Other (Spec Ed, Title I, CTE, etc)
o Non-work related absences are coded to the employee’s regular
salary code.
o Work related absences are coded based on the reason code
used. If ‘Job Related Leave’ is used, you will be asked to
provide an appropriate code (see below)
•
Classified Staff
o Non-work related absences are coded to discretionary budgets.
ƒ
Schools Basic Ed staff
- If the employee will be or has
been out for more than 1 month, contact the budget office
at x4154 to facilitate an account code change
o Work related absences for classified staff will require an account
code in SmartFind
Express
(see below)
There are situations however, when you will be asked by the Sub Desk, or
prompted in SmartFind
Express
to provide an org key (account code). The
object code will be provided during the interface to IFAS. The two most common
reasons are vacancy or workshop. These are coded as follows:
•
Vacancy – certificated or classified
o If known, use the same code as the vacating employee
o School Basic Ed staff, 01AALL4200 (AA is the activity code, 27
for teaching, 22 for Library, 23 for Administration or office
support, 24 for counseling, 25 for student safety, 28 for
Rev. 10/07
Section 5.03
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advisors, or refer to section 3.04 of your Business Information
Manual for a list)
o School CTE staff, 3127LL5900
o Other Categorical, code as appropriate for the program
o Departments, code as appropriate for your department
•
Workshop – certificated or classified
(when reason code ‘Job
Related Leave’ is used)
o Use appropriate code for grant, categorical or other special
purpose fund
o For schools, if no special purpose coding applies, use a school
discretionary account code
o Departments, code as appropriate for your department
D.
Time Sheet Coding for Class Coverage, Missed Planning Time
There are many instances in which existing staff are providing class coverage or
who had students through their assigned planning time. Some of these
examples are:
•
Teacher missed planning time to sub in another class
•
Teacher missed planning time, planning teacher out (i.e.: PE, music,
library, etc.)
•
Substitute did not report, or left early
•
Substitute not obtained (too late, minimal coverage needed)
Staff will be completing time sheets and they should be coded
based on the
reason for the absent employee.
•
Non-job related (example: sick) - use central substitute account code
0127LL
4300
-422
5
•
Job related (example: district required testing) - use central substitute
account code 0127LL
4300
-422
6
In all instances, under Duties Performed on the time sheet, identify the name of
the absent employee with a brief description (i.e.: class coverage for Susie
Smith; missed planning time, John Doe out; sub for Sally Jones left early).
Please also see section 5.01 for complete instructions on timesheet completion.
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