How to set up a Stipend Timesheet

This article will provide recommended guidance for creating a timesheet for athletic coaching stipends.  The Timesheet can be adapted for extra-curricular or and other non contractual stipend. 

The District will have to create and maintain non-contractual Positions and Position Tracking Records to utilize the Timesheet module.  

Position requirements:

The District must create a custom Job Code for the coaching positions.  For this example, the custom job code that was created is "9450". 

Position Tracking Record Requirements: 

Most districts create a salary guide for the coaching stipends.  The following article will assist in this task:  Creating a Stipend (Extra-curricular / Co-Curricular) Salary Guide

Timesheet Definitions: 

The Timesheet Type and the PDF Form Template will both be Basic and the staff members stipend amount (salary) and budgetary charge to will be derived from the Position Tracking Record selected for the timesheet.  In addition, the Rate Type must be set to Stipend (Basic) and the Location Source should be set to the location of the position chosen for the timesheet.  The District should include the proper approval chain and Other Earning for the Timesheet Definition.  

Recommended Approval Chain:

The recommended approval chain for the stipend based coaching timesheet is as follows.  Most districts have an Athletic Director and, in general, the individual is usually the first approver.  In the sample approval chain below, the Athletic Director is a "blue" or a district wide relationship. 

The second approver is the Principal (Timesheets and Forms) for the school location of the position (as defined by the position tracking record).  It is critical that when the position tracking record is created, the proper school location is set for the record. 

Percentage Types:

You have the option to provide a dropdown on the timesheet for the Employee to select a Percentage Type.  This will be the percentage of the stipend that they are requesting payment.  The options are:

Timesheet Usage:

To distribute access to the coaching stipend, navigate to the Usage tab, click on the Add Access button and add the custom job code for Coaching (9450):