Ensuring Time & Attendance Doesn’t Blow Your Budget Edward D. Muns A Joint Effort by Financial Planning, Payroll, and Accounting

Welcome! Questions? Ask! Today’s Goal Account Code Basics Review Some Confusing Payments Welcome! Questions? Ask!

0041118 – 011285 – 900XF Org = 004 (school #), 1 (fund), 118 (key) Object = 011285 Project = 900XF (grant, flex, non-flex) Grants and Non-Flex Funds have end dates!

What if it’s a grant? Extra Service – scan and email the signed report along with any backup to grant staff No extra service will get paid without grant staff’s approval!! Use grant pay type, such as Title I Regular grant payroll doesn’t need to be routed to grant staff

How to pick the right code Grant? Pick the correct Org Pick the most restrictive Project you can Pick the right Object Basically, what sounds like what the employee was doing?

Check your budget! Easiest way is to communicate well with your Bookkeeper Account Inquiry in Munis. See the Munis Manual Munis manual is always linked to https://www.jefferson.kyschools.us/school-finance-resources in Munis Purchasing section

Class-size overages Log into Time & Attendance See Class Overage Spreadsheet # of units is by half hour, not hour! (2 hours = 4 units, for example) # Students Over is AFTER subtracting class-size max from JCTA contract and may change through negotiations How to pay = After completing spreadsheet, enter amount into time & attendance using type 590 OVERCP (“over cap”)

Classified Sub Reimbursement Classified subs charge to flex codes automatically Reimbursement is available for sub if employee is out on long-term leave Only certain positions—office clerical, instructional assistants, classified instructors, security (see form) Not sure? Ask!

long-term certified subs Attach sub or pay through location-approved extra help if can’t attach Once sub has subbed for same employee for 20 days, send form to Sub Center There may be a delay but sub will start showing on your regular time & attendance just like regular staff Sub gets a retro time-and-a-half raise starting at day 1 Notify the Sub Center when they stop working for you!

Using planning period to cover vacancy This is an option when you can’t get a sub to cover a teacher absence Teachers must make up their planning period after their regular work hours to be eligible How to pay = Hours Worked MUNIS Extra Service Form (“Pink Sheet”), leave account code blank, have Principal sign and send to Sub Center

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