Setting up Substitutes

This article will guide you through setting up Substitute Types, Other Earnings for Substitutes, Assigning Substitute Types to Staff and Positions, and Paying Substitutes.

1.  Create Casual Other Earning for the Substitute Types

Each Sub Type will need a Casual Other Earning attached to it.  To create the Other Earning, go to the Payroll > Other Earnings screen and create an Other Earning for each Sub Type you will need.  If you are unsure how to add an Other Earning, there is a separate article detailing how to add the casual other earning for paying substitutes.  CLICK HERE to view the article.

2.  Create Substitute Types

            From the Personnel > Substitutes > Types screen click on the Add Type button.

• Code:  give the Sub Type a short code
• Description:  enter a full description of the Sub Type
• Hourly Rate:  if this Sub Type is paid hourly, enter the hourly rate here
• Daily Rate:  if this Sub Type is paid daily, enter the daily rate here
• Other Earning:  use the drop-down to select the Other Earning that will be used to pay this sub type
• Vacancy:  check this box if this sub type will be used for paying sub vacancy jobs

Click the Add button.

3.  Flag Substitute’s Employee Profile

From the employee’s employee record, go to their Demographics tab.  Go to the bottom of the Demographics screen to the Employee Flags section.

• Check off the box for the “Substitute” flag
• If they could also be a Long Term Sub, also check off the LTS/Replacement checkbox

4.  Assign Substitute Types to Employee’s profile

From the employee’s employee record, go to their Demographics tab.  Go to the section on the bottom, right side of the Demographics screen to the Substitute Types section.  NOTE:   if you have not completed step 3, the substitute types will not be shown.

• Add Type button:  if you need to add one Sub Type to this person’s record, click this button.

1. Type:  use the drop-down to select the Substitute Type that applies to this employee.
2. Board Approved Date:   if you have the date this person was approved to be a substitute in the district, enter it here.
3. If they primarily work as one of the sub types, check the box to show this type as primary and that will be what the system defaults to.

Click the Add button.

• Add Multiple Types button:  if this person can sub for more than one type, click this button.  

1. Check off each Sub Type this person qualifies for and click the “Add” button.
2. If they primarily work as one of the sub types, flag that as primary and that will be what the system defaults to.

5.  Why set a Primary Substitute Type? 

The District can designate any sub type that is assigned to a staff member as "primary".  If a substitute has a primary Substitute Type defined, when the Auto Assign Type and Position button is activated on the Pay Subs tab, the primary substitute type will be selected and set by the task (the district will always have the ability to manually select a sub type other than the pre-selected primary type).  

Click HERE for more information about this option.

6.  Add Substitute Types and Charge-to Accounts to Positions

For every position that could possibly use a substitute, a Substitute Type and Charge-to Account MUST be added.   From the Personnel > Positions > Search Positions screen, search for the group of positions to assign a Substitute Type to.

In the example below, we have searched for everyone in the Math Department.  The results show 11 positions.  We will mass assign the Substitute Types that apply to each of these positions.  

To mass-assign the required Sub Types to all positions on this list, click on the check box at the top of the first column to check off every position.  Then, click on the Mass Add Sub Types button.  The following screen will open.

- Check off the sub type(s) that applies to the positions you searched for and click the Assign button.

• Next, check off all the positions again and click the Mass Set Bill Substitute To button.   The following screen will open.

1. Enter the account number(s) and percentage/amount that applies to each and click the Mass Set Bill Substitutes To button.

To add a sub type and account number to an individual position, click on the Position Control Number to go into the position.  Once in the position, click on the Add Sub Type Req button to add the sub type(s), then click on the Add Substitute Bill To button to add the charge-to account.  Click the Save Changes button.

7.  Setting up Positions for Hourly Substitutes Pulled in from Frontline

When subs are paid hourly, on the master position the Hours Per Day field must be filled in.  See screen shot below.  From what we understand, Frontline only brings in half and full days.  It does not bring in hours. 

For example, in the screen shot below, if you put in 5 in the hours per day field in the master position, the system thinks a full work day for this position is 5 hours.  Then if Frontline brings in a .50 for a half day worked, the system will calculate out the wages due for a half day worked (2.5 hours) at the hourly rate that is set up in the Sub Type.  See second screen shot below.