Helpful Tips for Creating Summer Timesheets

Summer Timesheets utilizing 10 month position tracking records

If the District wants to create timesheets for summer work (like ESY) and utilize a staff members 10 month contractual position (with a position tracking start date of 9/1/2X) the following timesheet setting should be utilized:

This is a global setting and will be applied to all timesheets.

Summer Timesheets utilizing summer specific positions

If the District wants to utilize stand alone positions for summer timesheets we recommend the following:

1. Creating unique job codes for the different summer assignments.  This will assist in the distribution of timesheets.  
2. Some Districts create a unique department, like Extended School Year, for reporting and Position Control.  
3. Most summer positions are not pension-eligible and should be designated as "non-contractual".  this setting is on the master position record.  
4. When the summer position is assigned to the staff, making the position start date 7/1/2X (or whatever day the summer program starts) and the position end date can be the last day of the summer program.  This system will permit the submission of timesheets for the current payroll when the position ends and for the subsequent payroll.   For example, if the  position end date is August 20th, the staff member can access the timesheet during the current payroll (8/16 - 8/31) and the subsequent payroll (9/1 - 9/15)
5. Most districts will check off the Will Not Return Next Year button.  When this button is checked, when the position rollover is performed, the individual will not be automatically placed on the summer position for the following school year and the District can fill the summer positions for the following year when they are approved by the Board of Education.  
6. If the summer position has a limit on the number of hours the staff member can work, this can be set on the position tracking record (first picture below) and the required timesheet setting is in the second picture below. 
7. If the summer position has a limit on the number of hours that can be worked in a given week, this can be set on the position tracking record utilizing the Time Week Set: