Substitute Timesheets (without creating position tracking records)

The District can create and assign timesheets for substitutes WITHOUT creating a position or a position tracking record for a substitute.   Here is the required setup for this task:

1.  Ensure on the substitute's demographic tab, the substitute employee flag box is checked.

2.  Creating the Timesheet Definition.  At a minimum, the recommended setup for the timesheet definition is as follows:

1. We recommend creating a Timesheet Group for all the substitute timesheets.  
2. Location Source should be set based on the combination of the approval chain and the Other Earing associated with the timesheet definition.
3. The Charge to MUST be associated with an Other Earning.  It can NEVER be association with the position because there is no position tracking record associated with this timesheet definition.
4. The Rate Type can be hourly or daily.
5. The District has the OPTION to set the Flat Pay rate (hourly or daily) on the timesheet definition OR it can be set for the individual employee.  If there is a Flat Pay rate entered, it will override any rate on the individual's record.

3.  If you are utilizing a Location Choice, the only option to utilize is 'any timesheet location flagged in the system".  You would do this is the building principal is included in the approval chain and substitutes who work in different building and get charged to the same budgetary account number.  If this is the case, you approval chain MUST utilize the green "School Location of the Timesheet" as illustrated below:

4.  Assigning the timesheet definition to the individual substitute:  Search for the employee and click on their Timesheet tab.  Then click on their Manual Assignments tab.  Click on the Add button to Add the substitute timesheet to the individual.  

You will select the Timesheet Definition that you created and if you did not include a Flat Pay Rate (E above) in the Timesheet Definition, you MUST include it here and the type MUST match the Rate Type (D above) for the Timesheet Definition.  

The other fields are optional and should be utilized by the district if the respective field if utilized in the Timesheet Definition.

5.  If you want to review the Manual Timesheet Assignments to any Timesheet Definition, you can navigate to the definition and click on the usage tab.  The Manual Assignments will be listed in the lower right-hand section of the screen.