Assigning an Employee to a Stipend (Non-Contractual) Position

Navigate to the Personnel  >>> Positions tab.  There is a number of search criteria that the District can utilize to search for the Stipend position.  Most Districts will search by Department (401 for Co-Curricular and 402 for Athletics), you may want to search by Job code (9701 or 9702) and/or Location - or any combination thereof.  

Once you have found the Stipend position that you want to fill, click on the Assign button.

A pop up window will open.  Start typing the staff members first or last name to narrow the results.  When you locate the staff member, click on the Assign button to assign the position to the staff member.

You will be directed to the Position Tracking Record (PTR) that was assigned to the staff member.  The yellow highlighted fields are the recommended REQUIRED field that must be completed for the Stipend Position Tracking Record.  Descriptions for the required fields can be found below:

1. This information is auto-filled in from the Position.  It is read-only and is ALWAYS tied to the Position.
2. Position State and End dates 
   1. The start date and end date for the employee is entered here
   2. This will be reflected on the Board Agenda report and on the Employment Contract
   3. This also interfaces with Payroll and the employee can not be paid for their contractual salary outside of these dates.   We recommend the District consider dates around the season for the athletic coaching positions.  
3. Board Agenda Date 
   1. The date of the Board of Education meeting when the individual will be / is / was approved
   2. This will be reflected on the Board Agenda report and on the Employment Contract.
4. Budget / Next year settings 
   1. We STRONGLY recommend the will not return next year button is checked.  This is because at most of our Districts, the stipend positions are annual appointments and staff members are not automatically renewed when the position is rolled over to the subsequent school year.  When positions are rolled over, the position will roll over vacant.
   2. If the District checked off the  will not return next year button, you MUST also check off the include in budget build if not returning button.   The Budget Builder will properly budget for the position in the succeeding year.
   3. We STRONGLY recommend the do not substitute button is checked. 
5. Salary Guide Information 
   1. Select the salary guide, column & step for the employee
6. Non-Contractual status box 
   1. ALWAYS ties back to the position details.
   2. If the box is checked, then compensation is NOT included in pensionable base.
7. FTE 
   1. If a default was set on the position it will auto create
   2. Can be modified for the individual circumstance
8. Charge To 
   1. If a default was set on the position it will auto create
   2. Can be modified for the individual circumstance
   3. Required for the electronic timesheet to pay the Stipend