How to set up a Curriculum Writing (BOE Approved Activity) Timesheet

This article will provide recommended guidance for creating a timesheet for curriculum writing.  The Timesheet can be adapted for any other non contractual compensation that the Board of Education approves for an individual staff member.. 

The District will have to create and maintain non-contractual Positions and Position Tracking Records to utilize this timesheet example.  For this example, the Board of Education specifically approves the staff member to perform the task (curriculum writing) and they also approve a maximum number of hours of work that the staff member can submit.

Position requirements:

The District must create a custom Job Code for the Board Approved activity (curriculum writing).  For this example, the custom job code that was created is "9654".   When the non-contractual positions are created, the following fields must be completed:

Position Tracking Record Requirements: 

When the Position Tracking record is created, pay particular attention to the starting & ending dates of the position.  Timesheets can only be submitted while the position is active.  Also, please endure you enter the BOE Agenda date, the hourly rate of pay and the maximum number of hours the employee is authorized to work in the given school year.  

Timesheet Definitions: 

The Timesheet Type and the PDF Form Template will both be Basic and the staff members hourly rate 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 Hourly 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.  

In addition, because this timesheet for BOE approved activities contains a maximum number of hours that the staff member can submit, the following MUST be set as noted:

Approval Chain:

The approval chain for the BOE Approved Activity (Curriculum Writing) timesheet might be as follows.  In this sample, the first approved is the Supervisor of the Academic Department (Brown) of the Position.  If the District is going to utilize the Brown relationship, the District MUST ensure that every department that has a position tracking record with access to the timesheet has a "Brown" Supervisor relationship defined in the Organizational Hierarchy.

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. 

The final approver is the Superintendent of Schools.  

Timesheet Usage:

To distribute access to the BOE Approved Activity (Curriculum Writing) timesheet, navigate to the Usage tab, click on the Add Access button and add the custom job code for Curriculum (9654):