How to Set up an Event Based (Missed Prep Period) Timesheet

This article will provide recommended guidance for creating a timesheet for an event, like compensation for a missed prep period, covering for a period or other events like working the clock at a basketball game.   

The District will not have to create or maintain Positions / Position Tracking Records to utilize the event based timesheet but, depending on your circumstances, you could utilize a non-contractual position for these timesheets as well.

Timesheet Definition:

The Timesheet Type and the PDF Form Template will both be Basic and the staff members budgetary charge to will be derived from the Other Earnings Record selected for the timesheet and the event rate will be set in the Timesheet Definition.  In addition, the Rate Type must be set to Event (Basic).  The District should include the proper approval chain and Other Earning for the Timesheet Definition. 

Please note, in this example, there is a single timesheet for missed prep payments for all schools in the district (because the district only have a single budgetary charge to for this event).  Because of this, the Location Source (almost always) will be set to let the Staff Member choose the location for the timesheet.  This is required for the approval chain (in this example, the timesheet is approved by the Principal of the school of the location of the timesheet as chosen by the staff member completing the timesheet)

Other Earing Setup:

For this example, the District MUST include the budget account in the Other Earning.  This is because the District will NOT be creating individual position tracking records for the Missed prep Timesheet.  

Approval Chain Setup:

The approval chain for the missed prep period timesheet is as follows.   The first approver is the Principal (Timesheets and Forms) for the school location of the timesheet.  Remember (from the Timesheet Definition section) the Location Source must be user chooses any timesheet flagged location in the system.

The second approver is the Superintendent of Schools.  In the sample approval chain below, the Superintendent is a "blue" or a district wide relationship (because all staff have the same Superintendent and the Superintendent is not "variable" based on school location).

Distribution of the Timesheet (Usage):

This timesheet should be distributed to all teachers.  On the Usage tab, you would add all of the Job Codes for all of the certified staff who would be compensated for missing a prep period.  You do not have to factor in the location of the staff members, because,  the Location Source was set to user chooses any timesheet flagged location in the system.