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

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

3. 0041118 – 011285 – 900XF Org = 004 (school #), 1 (fund), 118 (key)
Object =
Project = 900XF (grant, flex, non-flex)
Grants and Non-Flex Funds have end dates!

4. What if it’s a grant?
Extra Service – scan and 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

5. 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?

6. 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 in Munis Purchasing section

7. 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”)

8. 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!

9. 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!

10. 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

11. Edward D. Muns
Finance wants you to be successful!