Paying Substitutes

This option is primarily used by districts who use the AESOP / Frontline to SchoolFi Integration where the substitutes select their jobs from AESOP/Frontline.  The integration then pulls those job assignments from AESOP/Frontline into SchoolFi.  Those records are pulled into the Personnel > Substitutes > Pay Subs screen.

To populate the substitute records on this screen:

1. Enter the From Date and Thru Date, then click the Search button
2. This will populate all records that came from AESOP/Frontline during the date range entered
3. To populate the Sub Types and Positions, check off all the records and click the Auto assign type and positionbutton.  You will notice the status changes to Pending. 
   1. Any that do not auto-populate with this task can be manually completed by using the drop-downs and selecting the proper type or position.  Be sure to click Save after making your manual selections.
4. After step 3 is completed, you will see that the Calculated Rate will populate.  This is the amount that the Substitute is paid.  
5. Review all records for accuracy
6. To prepare the records for payroll, check off all the records and click the Create Casuals button.  You will notice the status changes to In Payroll.  Each employee's record will have the Other Earning created.
7. If you need to pull the substitute records out of payroll, check off all the records and click the Remove Casuals button.  The status changes back to Pending.
8. If you want to create a staff list of all the substitutes on this screen, click the Create Staff List button.  The list can be used to run reports and other tasks in the system where staff lists are used.

The Pay Subs screen statuses:

You can also use this screen to refer back to previous substitute payroll records by using the search criteria on the search section at the top of this screen.  You can search for a specific substitute, for example, to see what they were paid for a range of dates.  Other search options include Reason and Payroll Status.