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LOS ANGELES UNIFIED SCHOOL DISTRICT

INFORMATION TECHNOLOGY DIVISION

BUSINESS TOOLS for SCHOOLS

2009 SUMMER SCHOOL PROCEDURAL GUIDE

LOS ANGELES UNIFIED SCHOOL DISTRICT

BOARD OF EDUCATION

Monica Garcia, President Yolie Flores Aguilar

Marlene Canter Tamar Galatzan Julie Korenstein

Marguerite Poindexter LaMotte Richard Vladovic

Ramon Cortines Superintendent of Schools

©2009 Los Angeles Unified School District

LOS ANGELES UNIFIED SCHOOL DISTRICT INFORMATION TECHNOLOGY DIVISION

BUSINESS TOOLS for SCHOOLS

Foreword Key personnel from the Business Tools for Schools (BTS) and Instructional Support teams have combined subject matter expertise to produce this summer school procedural guide. Key notable changes and guidelines for assignment record search, basic time entry, display of time records and time approval are included in this guide.

INFORMATION TECHNOLOGY DIVISION BUSINESS TOOLS for SCHOOLS

SUMMER SCHOOL PROCEDURAL GUIDE

TABLE OF CONTENTS GENERAL SUMMER SCHOOL AND ESY INFORMATION .............................................................................. 1 QUICK TIPS AND REMINDERS ........................................................................................................................ 2

System Access .............................................................................................................................................. 2 Payroll Schedule ........................................................................................................................................... 2 Summer School Dates .................................................................................................................................. 3 Code Usage/Entitlement ............................................................................................................................... 3 Salary Rates .................................................................................................................................................. 3

SUPPORT CONTACT LIST ............................................................................................................................... 4 Employee Service Center ............................................................................................................................ 4 Information Technology Division .................................................................................................................. 5 Assignment Branches .................................................................................................................................. 6 Business Services Division .......................................................................................................................... 6 Facilities Services Division ........................................................................................................................... 6 Fiscal Services ............................................................................................................................................. 6 ORMIS ........................................................................................................................................................ 6 School Police ............................................................................................................................................... 6 Student Health and Human Services .......................................................................................................... 6 Program Sponsors ....................................................................................................................................... 6 PERNR RECORD SEARCH (Summer Pool Records) ....................................................................................... 7 TIME ENTRY .................................................................................................................................................... 10 Food Services……………………………………………………………………………………………………... 13 DISPLAY WORKING TIMES ............................................................................................................................. 17 Print Report ................................................................................................................................................. 19 APPROVE WORKING TIMES .......................................................................................................................... 20

APPENDIX

REFERENCE LIST ........................................................................................................................................... 23 BASIS OVERLAP INSTRUCTIONS .................................................................................................................. 24 SUMMER PROGRAM FUNDING LINES .......................................................................................................... 29

SUMMER PROCEDURAL GUIDE IMPORTANT INFORMATION

07/06/09 1

GENERAL INFORMATION The District will offer summer school and intersession at the high school level for credit recovery (graduation requirements, core classes and A-G classes) only. The Extended School Year (ESY) Program, which serves eligible students with disabilities, will be offered this summer.

• Extended School Year will be offered for eligible students with disabilities at designated ESY and high school sites. Eligible elementary and middle school students will participate in a four hour per day instructional program for a total of 80 hours (4 weeks). For ESY purposes only, middle school students will be offered a four week program (total of 80 hours) at a designated high school campus. Eligible high school students will participate in a four hour per day instructional program for a total of 120 hours (six weeks).

• The ESY pool center (1814801), to be used by designated ESY sites only, houses the assignment records created for employees authorized to work during the summer session, except for A-basis employees. Refer to page 29 for Special Education funding lines.

• The Summer School pool cost center (1014801) houses the assignment records created for employees working during the summer session, except for A-basis employees and most certificated substitutes.

• Because employees were required to apply online for summer employment, the process to validate staffing rosters will be completed via the Summer School Staffing Roster. Please verify that each employee on your roster has an assignment record within the summer pool cost center in the job class for which he/she is providing service.

• Assignment records within cost center 1014801 are assigned to positive time reporting, or Time Management Status (TMS) “1”. This means that SAP will perform time evaluation on actual reported time. Time keepers will be required to access each employee record, enter the total hours worked or applicable absences, and input the receiver account string (or funding line). Records for custodial staff and A-basis employees are not assigned to location 1014801 and may be assigned TMS 9.

• Funding lines displayed in the position window of a time sheet assigned to cost center 1014801 are populated with a “dummy” functional area (program). A list of receiver account strings is provided in the appendix section of the resource guide. Please remember to enter the receiver account string with the cost center of the summer school location, not the 1014801. An example is provided on page 12 of the guide.

• Time approvers will need to perform two time approvals per payroll run…one for employees assigned to the summer school host cost center (A-basis and custodial staff), and another for day-to-day substitutes and records assigned to the summer school pool cost center.

• Payment of the summer incentive differential (1.09224 times the contract rate) for eligible certificated contract employees with assignment records in cost center 1014801 will be generated through the time evaluation process…no calendar changes are required. Day-to-day substitutes working in place of a summer school teacher are only entitled to their basic rate of pay and are not entitled to the incentive differential…a calendar change to ZD4 is no longer required.

QUICK TIPS AND REMINDERS SUMMER PROCEDURAL GUIDE

2 07/06/09

QUICK TIPS AND REMINDERS SYSTEM ACCESS The instructions in this guide are geared towards current timekeepers and approvers. Unless otherwise noted, instructions begin at the “Time Keeper” or “Time Approver” list of transactions in the corresponding Time Reporting sub menu (see figure 1). For SAP logon instructions, please refer to page 5 of the Timekeeper Resource Manual.

Figure 1 PAYROLL SCHEDULE The payroll schedule of current/upcoming payroll time entry cut-off dates is posted in the message window of the Time Reporting portal tab. To see the full 2009-2010 payroll schedule, click on the “Payroll Schedule” link in the Detailed Navigation panel to the left of the screen (see figure 2).

Figure 2

LIST OF TIME KEEPER TRANSACTIONS

TIME REPORTING SUB MENUS (Time Keeper is selected)

PORTAL NAVIGATION TABS

CLICK THIS LINK TO SEE THE

FULL 2009-2010 SCHEDULE

QUICK TIPS AND REMINDERS SUMMER RESOURCE GUIDE

07/06/09 3

QUICK TIPS AND REMINDERS, continued SUMMER SCHOOL/ESY DATES

• Monday, July 6, 2009 - Friday, July 31, 2009—Special Education Schools and designated ESY sites including elementary and middle school students (4-week session)

• Monday, July 6, 2009 - Friday, July 24, 2009—Senior High Schools (1st 3-week session) • Monday, July 27, 2009 - Friday, August 14, 2009—Senior High Schools (2nd 3-week session) • Monday, July 6, 2009 - Friday, August 14, 2009—Senior High Schools (6-week session)

CODE USAGE/ENTITLEMENT

Holidays Legal holiday entitlement during the summer session is determined by work schedule in an employee’s assignment record…SAP automatically generates holiday pay for eligible employees.

Relief Time Relief time for eligible programs should be reported by charging the appropriate receiver account.

Paid Absence Pay is allowed for absence due to bereavement, illness, personal necessity, and military service, under the same limitations that apply during the regular school year. Illness is deducted from the employee's illness quota balance on an hour-by-hour basis. The hourly equivalent of six (6) days per fiscal year is allowed for personal necessity absence. Use of personal necessity is charged to both the personal necessity and full-pay illness quota balances.

SALARY RATES Contract teachers in summer school positions shall be compensated at a salary rate equal to 1.09224 times their contract rate. Contract teachers serving as day-to-day substitutes in a summer school assignment of four hours per day shall be paid at the summer school rate of $125.99/day ($31.50 per hour). Service for more than 20 days in place of the same absent teacher shall qualify for the extended rate of $170.05 ($42.51 per hour) retroactive to the first day of the assignment. Day-to-day substitutes providing coverage for a summer school teacher receive their normal rate of pay. Teachers working as summer school substitutes receive the substitute rate, not the regular summer school teacher salary rate. Note: Substitute employees may have assignments of varying hours per day. Daily rates may be derived by dividing the rates above by four and multiplying by the assigned hours per day. (Article XIX, Section 1.0 e) Administrators and/or coordinators/specialists serving in the supervision position at secondary schools will receive their regular contract rate of pay. Classified employees are paid at their current hourly rate.

WHERE TO DIRECT INQUIRIES SUMMER PROCEDURAL GUIDE

4 07/06/09

EMPLOYEE SERVICE CENTER Employee Service Center CHECK PICKUP ONLY LAUSD Administration Building First Saturday after the 5th of the 333 South Beaudry Avenue, 1st Floor month from 10:00 AM – 12:00 PM Los Angeles, CA 90017 Monday – Friday 8:00 AM – 5:00 PM SERVICE CENTER HELPDESK (213) 241-6670 FAX SERVICE REQUEST (866) 761-7413 E-MAIL SERVICE REQUEST [email protected] The Service Request Form can be downloaded from www.payroll.lausd.net. Go to “Payroll Forms” and click on the Payroll Service Request Form.

WHERE TO DIRECT INQUIRIES SUMMER RESOURCE GUIDE

07/06/09 5

WHERE TO DIRECT INQUIRIES, continued ITD SERVICE DESK – (213) 241-5200; Monday - Friday, 7:30 AM – 5:45 PM MAIN MENU OPTIONS

• Telecom Support—Option #1

• Equipment Problems—Option #2

• Network Errors—Option #3

• Password/ID Errors—Option #4

• Student Information Systems—Option #5

• Facilities Business Applications—Option #7 • LAUSD Email Accounts—Option #8 • All other questions/support issues—Option #0

ONLINE SUPPORT AND RESOURCES BTS Help Zone (Training Documentation Portal) - http://btshelpzone.lausd.net ITD Tech Support – http://techsupport.lausd.net Learning Zone (Course Catalog and Registration) - https://lz.lausd.net Payroll Services Branch Web Page – www.lausd.net/payroll SAP Access Request Form - http://btssecform-1p.lausd.net/app/SignIn

WHERE TO DIRECT INQUIRIES SUMMER PROCEDURAL GUIDE

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WHERE TO DIRECT INQUIRIES, continued ASSIGNMENT BRANCHES Employment Transaction Services Branch (Classified Personnel) Clerical Application Information (213) 241-7851 Clerical substitute information (213) 241-7801 Human Resources Division (Certificated Personnel) (213) 241-5100 Certificated Substitute Helpdesk (Sub Unit) (213) 241-6117 Salary Allocation (213) 241-6121 BUSINESS SERVICES DIVISION Food Services Elizabeth Gibson (213) 241-2985 Instructional Supplies Catalog Items (562) 654-9311 Transportation Services Bus Operations-Central Office (323) 342-1400 Truck Operations (562) 654-9001 FACILITIES SERVICES DIVISION Maintenance and Operations-Custodial Services (213) 241-0352 FISCAL SERVICES Rudy Ramirez—District #1 (818) 654-3710

Mary Menjuga—District #2 (818) 755-5370 Huey Lin—District #3 (310) 253-7172 Carmelita Perez—District #4 (323) 932-2018 Arthur Malicdem—District #5 (323) 224-3170 Omar Hsiung—District #6 (323) 278-4902 Victoria Reyes—District #7 (323) 242-1308 Susan Dominguez—District #8 (310) 354-3472

OFFICE OF RISK MANAGEMENT (ORMIS) FMLA/Special Leaves Unit (213) 241-3954 SCHOOL POLICE (213) 625-6631 STUDENT HEALTH & HUMAN SERVICES Nursing Services (213) 763-8374 PROGRAM SPONSORS Beyond the Bell Central Office (213) 241-7900 English as a Second Language (213) 241-5582 Extended School Year (ESY) (213) 241-6312 Migrant Education Program (MEP) (213) 241-2090

SUMMER PROCEDURAL GUIDE SEARCH FOR PERNR RECORDS

07/06/09 7

SEARCH FOR PERNR RECORDS Following are instructions on how to search for assignment records (PERNRs) assigned to the summer school pool cost center 1014801. The example below illustrates how to search for the PERNR of an elementary teacher assigned to work summer session at a school other than her home site.

Sample Assignment Record

• From theTime Keeper transaction drop-down list, locate “PA30 - Maintain HR Master Data”.

• Click once on the link to select the transaction code.

• Type the “Person ID” (example is displayed at left) and press the Enter key to display the assignment record as displayed below (see sample below).

• In the figure to the left, the Personnel Assignment field is highlighted.

• If the text field is blue, the employee

has a single assignment record; if the field is white, the employee has multiple assignments, or PERNR records.

• To see the list of PERNR records, you

will need to click on the Assignment Overview button.

SEARCH FOR PERNR RECORDS SUMMER PROCEDURAL GUIDE

8 07/06/09

SEARCH FOR PERNR RECORDS, continued

A list of personnel assignment records is displayed, along with the record status (active, inactive, withdrawn, retiree, etc.). Time can only be reported on a record with a status of “Active” (see #1 above). Move the horizontal scroll bar at the bottom of the dialog box to display additional information out of view (see #2 above).

The Assignment Overview button is to the right of the Personnel Assignment field (illustrative only).

1

2

• Click once on the Assignment Overview button to display a list of PERNR records for the employee.

SUMMER PROCEDURAL GUIDE SEARCH FOR PERNR RECORDS

07/06/09 9

SEARCH FOR PERNR RECORDS, continued

Timekeepers must note the correct PERNR number for the assignment they need to report time in CAT2. In the screen sample displayed above, the record assigned to the summer school cost center (01014801) is not highlighted. To select a record, users have two options: either double-click on the selection or click on the green check mark icon in the bottom-left corner of the dialog box, as illustrated above after the selection is highlighted.

The correct assignment record is displayed on the screen. It is possible that an employee will have more than one record assigned to cost center 1014801. It is also possible that an employee’s summer assignment record will be assigned to the summer site cost center. Please verify the correct assignment records with the appropriate personnel office before beginning time entry.

Option #1—Double-click the line to select the assignment record

Option #2—Click the green check mark to select the assignment record

Summer School Cost Ctr

TIME ENTRY SUMMER PROCEDURAL GUIDE

10 07/06/09

TIME ENTRY The “Time Sheet – Initial Screen” page is displayed. The system may have carried over the personnel number from the previous transaction. Our instructions continue with the assumption that this field is blank.

• From the Time Keeper drop-down transaction list, locate “CAT2 - Time Sheet”.

• Click once on the link to select the transaction.

• Click on the match code box to display a list of profile values to select from.

• Double-click on the “SUMMER” profile. Press Enter.

• The personnel number from the previous search may be displayed. If not, simply type it in the “Personnel Number” field. Press Enter to display the key date.

Partial list—scroll down to select “Summer”

• The system default for this value is the current date. To change the date, type it in the format shown at left.

SUMMER PROCEDURAL GUIDE TIME ENTRY

07/06/09 11

Option 1 - Once the cell is highlighted, type the corresponding A/A type. For example, type “RG” for summer school Z-time. See sample above.

TIME ENTRY, continued

The system will display the corresponding data entry period based on the key date entered on the Time Sheet - Initial Screen page.

Click on the first data entry cell in the A/A type column. You will get a blinking cursor. You can either type the appropriate A/A type or click on the match code button to display a list of values to select from.

Press the Tab key to navigate through the data entry cells by date. Type in the number of hours the employee worked on each date. In this example, the employee worked 2 days at 4 hrs each.

• Click on the “Enter times” button in the navigation bar to display the time sheet.

Option 2 - Once the list is displayed, double-click to select the appropriate value. See sample above…RG is highlighted.

Data Entry Portion of Time Sheet

Header Portion of Time Sheet

Data Entry Cell


12 07/06/09

TIME ENTRY, continued

Please keep in mind that it is possible that employees with multiple assignments during the regular school year will have a summer assignment that must be processed on a payroll area other than the job class. For example, an employee with both Teacher Assistant (TA) and School Supervision Aide assignments during the regular school year may only be working as a School Supervision Aide for the summer. In this case, both assignments are probably processed on the certificated (or CE) payroll run, because the TA assignment is most likely the primary record. For summer, although the School Supervision Aide assignment is a classified job class, the time for the employee in our example will need to be processed on the CE payroll run. Please verify the correct payroll area before approving time…it is displayed in the header of the time sheet. Once the payroll area has been identified, write it on the employee’s sign in card and organize all of the cards as recommended above.

Once time records have been saved, their processing status can be tracked using the Display Working Times transaction (ZCATS_DA). Instructions begin on page 17 of the guide.

• Type the “receiver account info”, including the cost center. All three columns are required. In this example, the employee worked at cost center 1861401…please obtain the correct funding line from the list in the Appendix (this is just a sample). Do not type cost center 1014801 in this area. Press Enter to validate your entries.

• Click on the “Save” button in the navigation bar to save your time entries in CAT2.

• The system takes you back to the Time Sheet – Initial Screen page. The message “Your data has been saved” will display in the bottom-left corner of the screen.

Check the timesheet header (sample at right) or the assignment master data to obtain the payroll area, which determines the payment cycle.


07/06/09 13

TIME ENTRY FOR FOOD SERVICES EMPLOYEES Regular Employees Serving as Day to Day Substitutes Following are time entry guidelines for reporting single-track “C” basis cafeteria employees serving as day-to-day substitutes during the summer months. These instructions assume that the correct PERNR has already been identified. Please see page 7 for instructions on how to search for PERNR records.

• Select the ‘Summer’ Data Entry Profile.

• Enter the Key date

in the format displayed.

• Enter the

appropriate PERNR number.

• Click on Enter

Times.

Click on the first data entry cell in the A/A type column. Type the appropriate A/A type. Type “RG” to report summer school Z-time. Tab to navigate through the data entry cells by date. Type in the number of hours the employee worked on each date. Type the “receiver account info”, including the cost center of the home school site. All three columns are required. In this example, the employee worked at cost center 1861401. Food Services Funding: The funding line for Food Services is: Fund Functional Area 130-5310 0000-3700-17025 Do not type the summer school pool cost center 1014801 in the Cost Center field. Use the summer school site cost center. Press “Enter” to validate your entries. Click on the “Save” button in the navigation bar to save your time entries in CAT2.


14 07/06/09

TIME ENTRY FOR FOOD SERVICES EMPLOYEES, continued Time entry guidelines for reporting ‘C’ basis employees regularly assigned to Year-round schools. C-basis employees at year-round school s with personnel actions written from October 1994 to present have all been assigned to either personnel sub area (PSA) CTXX (3-track schools) or CFXX (4-track schools) in SAP based on the school calendar. Cafeteria employees working at year-round schools are not automatically assigned a PSA with “N” or “F” basis.

• For school year 2008-2009, “C” basis employees regularly assigned to 3 and 4-track schools must be reported “Z” time from June 19, 2009 to June 30, 2009.

• For school year 2009-2010, “Z” basis begins on July 1, 2009 for 3 and 4-track schools. “Z” basis during the summer months ends for all year-round schools on September 7, 2009. “C” basis assignments resume on September 8, 2009.

• Continue to report time for “N” and “F” basis employees on their regular CAT2 time sheet…no calendar changes are required for this group of employees.


07/06/09 15

TIME ENTRY FOR FOOD SERVICES EMPLOYEES, continued Calendar changes must be applied to an employee’s regular personnel number (PERNR) record.

The calendar displays Z0 for each off-track date. Change the calendar from Z0 to Z6.5 for the following dates: June 19 to June 30 and July 1 to September 7. C-basis resumes on September 8, 2009. See the example below for the month of June, 2009. Note: When entering 6.5 hours in the calendar, do not enter the decimal point.


16 07/06/09

TIME ENTRY FOR FOOD SERVICES EMPLOYEES, continued Use CAT2 Transaction code to report employee Z-time.

• Report “RG” for each day worked by employees. Report absences as applicable.

• For time reports requiring the entry of the receiver account funding string, type your cost center in the “Receiver Cost Center” field, “130-5310” in the “Fund” column and “0000-3700-17025” in the “Functional Area” column for each line of data entry.

• Save time entries.

• C-Basis employees regularly assigned to and working at year-round schools are entitled to semi-monthly payments during the “Z” basis period.

• Please do not attempt to report HO hours for Independence Day (July 3, 2009), Admission Day (August 31, 2009), and Labor Day (September 7, 2009). SAP will automatically generate holiday pay for all eligible employees.

• Please access the Final Time Report (Transaction ZTMTIMERPT) to validate that time entries and holiday hours were processed for payment correctly.


07/06/09 17

DISPLAY WORKING TIMES

You will need to display employee records for two groups of employees: those assigned to the summer site and those assigned to cost center 1014801. The example that follows illustrates how to access records for employees assigned to cost center 1014801. It is similar to the process currently performed to display records for day-to-day substitutes.

After the completion of time reporting, the Time Keeper may display and print the time reported. From the Time Keeper drop-down transaction list, locate “ZCATS_DA Display Working Times”.

Click once on the link to select the ZCATS_DA transaction.

System default value is “Current Year”. Change to the appropriate data entry period.

Cost Center is a required field. Enter the appropriate cost center for the type of payroll you are processing.

The system will default to a range of “10” to “40” unless manually changed.

PROCESSING STATUS 10—In process/Saved 20—Ready for Approval 30—Approved 40—Approval Rejected 50—Changed after Approval 60—Cancelled


18 07/06/09

DISPLAY WORKING TIMES, continued

The highlighted column above identifies the processing status of saved records. This corresponds with the numeric codes displayed on the main selection screen. Timekeepers will mainly see two processing status codes:

From the Display Working Times screen, execute the following steps: Step 1 Select appropriate Reporting Period (In this example, “Other Payroll Period” is ` selected and the certificated (CE) data entry period of 7/1/09-7/15/09 is entered.) Step 2 Enter the summer site Cost Center in the

highlighted field. Step 3 Click the check box to access records with

Summer Pool Cost Center.

Step 4 Click (Execute) to generate the

report. (In this example, records assigned to the summer pool but charged to the summer cost center will display).

The triangle symbol identifies records that have been saved and are waiting for approval by the administrator. It is possible that you will see records that have been entered centrally.

The green circle symbol with the checkmark identifies records that have been approved by the administrator. It is possible that you will see records that have been approved centrally.


07/06/09 19

PRINT TIME REPORTED

From the Display Working Times screen, execute the following steps: Step 1 Click on System to access the drop down list to highlight Print. Step 2 Double click on Print.

From the Print ALV List screen,

Step 3 Click on the green check mark at the bottom of the screen to continue. (Make sure that the Output Device is set at ‘My web local printer.’) The message ‘Spool request sent to SAP printer my web local printer’ will appear at the bottom of the screen.

The message ‘The formatted data will be displayed in this window; wait and do not close the window’ will appear. Look for the open window with the ‘https://sappr1- 2ph.lausd.net: 44300/sap/bc/bsp/sap/fro ntend_print/? sap-client=910&sap- language= E4A11DF B6DCEF012BE1008 0000A0833DE’ string. Step 4 Click on File and Print to send report to local printer.

APPROVE WORKING TIMES SUMMER PROCEDURAL GUIDE

20 07/06/09

APPROVE WORKING TIMES You will need to approve employee records for two groups of employees: those assigned to the summer site and those assigned to cost center 1014801. The example that follows illustrates how to access and approve records for employees assigned to cost center 1014801, which is similar to the process currently performed to approve time for day-to-day substitutes.

• From the Time Approver drop-down transaction list, locate “Approve Working Times – CATS_APPR_LITE”.

• Click once on the link to select the transaction.

System Default value is “Current Year”. Change to the appropriate value.

Cost Center is a required field. For summer, it is possible that more than one cost center will need to be entered, including the summer pool.

PROCESSING STATUS 10—In process/Saved 20—Ready for Approval 30—Approved 40—Approval Rejected 50—Changed after Approval 60—Cancelled The system will default to “20”–Ready for Approval unless manually changed.

SUMMER RESOURCE GUIDE APPROVE WORKING TIMES

07/06/09 21

APPROVE WORKING TIMES, continued

The system will display records pending approval, identified by the triangle symbol in the status column. Hold the Shift key down and click to highlight sequential records, or hold the Control key down and click to highlight selected records (there is no “Select All” key). Approvers have two options to process records:

Click on this button to approve the highlighted records. Records are approved immediately.

Click on this button to reject the highlighted records. You will need to identify a reason for rejection. Rejected records are protected from overlay. You should only reject records entered by your timekeeper. If you do not recognize the name on a record…leave the record untouched.

OPTION #1 for employees assigned to the summer site cost center From the Approve Working Times screen, execute the following steps: Step 1 Select appropriate Reporting Period (In this example, “Other Payroll Period” is selected and the certificated (CE) data entry period of 7/1/09-7/15/09 is entered.) Step 2 Enter the summer site Cost Center in the

highlighted field. Step 3 Click the check box to access records with

Summer Pool Cost Center.


report.

APPROVE WORKING TIMES SUMMER PROCEDURAL GUIDE

22 07/06/09

APPROVE WORKING TIMES, continued

OPTION #2 for employees assigned to summer school cost center 1014801. From the Approve Working Times screen, execute the following steps: Step 1 Select appropriate Reporting Period (In this example, “Other Payroll Period” is selected and the certificated (CE) data entry period of 7/1/09-7/15/09 is entered.) Step 2 Enter the summer pool Cost Center

(1014801) in the highlighted field. Step 3 Under the Receiver account assignment

area, Enter the Receiver cost center (summer school site cost center).


report. (In this example, records assigned to the summer pool but charged to the summer cost center will display).

SUMMER PROCEDURAL GUIDE APPENDIX

07/06/09 23

APPENDIX The main body of the resource guide contains information that is constant and does not change. For 2009, an appendix section has been included. The appendix contains resources and documents subject to frequent changes and updates. In addition, a reference list has been provided for your convenience, which will provide direction on where to find additional resources to support time entry. The appendix documents included in this version of the resource guide are as follows:

• Basis Overlap—The process to redistribute all or a portion of an administrator’s on-track work hours in order for him/her to continue in a summer school assignment

• Funding Lines for Summer School—A list of funding lines for summer school programs sponsored by the Beyond the Bell and Special Education branches

REFERENCE LIST BTS WEB PAGE ............................................................................................. www.lausd.net/bts SAP Access Request Form BTS HELP ZONE (Training Documentation Portal) .......................... http://btshelpzone.lausd.net Time Keeper Resource Manual Training Job Aids Training Simulations Business Process Procedures LEARNING ZONE (Course Management System) .......................................... https://lz.lausd.net Class Schedule Access to Web-Based Learning Courses Class History For administrators needing access and training for Time and Absence Approval, complete the following:

1. Go the BTS web page and complete online, print, and fax the SAP Security Access Form http://btssecform-1p.lausd.net/app/SignIn.

2. Go to the Learning Zone and complete web course TM210. 3. Refer to the Time Approval section in the Summer School Manual.

APPENDIX SUMMER PROCEDURAL GUIDE

24 07/06/09

Basis Overlap Instructions Following are Basis Overlap guidelines for ‘E’ Basis summer school administrators. You may also access the Basis Overlap Job Aid on the BTS Help Zone at http://btshelpzone.lausd.net.

J O B A I DJ O B A I DBTS – Business Tools for SchoolsBasis Overlap Instructions

Select B, D, and E basis administrators assigned to single-track schools during the school year may work as a summer school principal for all or a portion of the session. Normally, administrators would be required to return to their primary assignment prior to the end of the summer session…they would lose pay for the summer session days that overlap with their on-track days. This job aid provides instructions on how to redistribute the overlapping hours in the main assignment, allowing the administrator to work additional summer session days.

The chart below summarizes the total number of overlapping hours an administrator may have and the maximum number of hours he/she is allowed to redistribute, based on the length of the summer session:

N/A

6

N/A

Maximum # of Hours That

Can Be Redistributed

No

Yes

No

Instructions Included in Job

Aid?

None

6 Hours (1 Day)

None

Total # of Overlapping Summer Hours on Primary Assignment (based on 6-

hour work day)

90 Hours (1st/Last 15 Days)180 Hours (30 Days)

B Senior High/Special Ed Schools

120 Hours (20 Days)EElementary/Middle Schools

120 Hours (20 Days)B, DElementary/Middle Schools

Total # of Summer School Assignment Hours (based on 6-

hour work day)

Employee Basis

School Type and Length of Summer

Session

Note: Individuals subject to basis overlap and are not reflected in the above chart will receive separate instructions for calendar maintenance and time entry.


This resource provides instructions on how to update the monthly calendar of the employee’s main assignment record. Please remember to verify that the cost center displayed is the employee’s home cost center, not the summer school pool of 1014801. See example screen shot below.


07/06/09 25

Basis Overlap Instructions (continued)


1. Select the appropriate value in the Period section of the screen. For this example, the period 07/01/2009-07/31/2009 is being entered.

2. In the Direct Selection section of the screen, type “2051” for Monthly Calendar.

3. Click on the “Change” button in the navigation bar at the top of the screen.

UPDATE MONTHLY CALENDAR—E-Basis Administrator @ 4-Week Summer Site Example: An E-Basis principal works all 4 weeks of summer school. It is assumed that users know how to search for the appropriate PERNR record. Please refer to the updated “PERNR Search” Job Aid or pages 3-5 of the Summer School Time Entry Resource Guide for support. Our instructions begin with the assumption that this step has been completed.

The monthly calendar for the period selected is displayed on the next page…

1

3

2


UPDATE MONTHLY CALENDAR—E-Basis Administrator @ 4-Week Summer Site

This employee is E-basis and her summer session ends on 7/31. She is due to return to her regular assignment on 7/31. Between both the regular assignment (8 hrs/day) and the summer assignment (6 hrs/day), the employee will have a total of 6 regular hours that overlap. The timekeeper must redistribute 6 of the 8 regular hours from 7/31 to other days on the calendar for which the employee was off-track in 2-hour increments. This change must be applied to the regular PERNR. Change 7/28-7/30 from “Z0” to “2”. Change 7/31 from “8” to “2”. Once all entries are made, click on the “Save” button in the navigation bar to save entries. A sample for the month of July is on the next page.

CALENDAR LEGEND

Legal Holiday

Work Day, will display WS rule daily working hours

Off-Track (Old “FL” for certificated)

May also show WNTR/SPRG

Off-Day, not part of regular work schedule (usually Saturday and Sunday)


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UPDATE M ONTHLY CALENDAR—E-Basis Administrator @ 4-Week S ummer Site (July)

Once all up dates h ave b ee n made, c lick on the “Save” b utto n in the navig ation b ar to save en tries.Please no te that th e 6 overlapping hou rs are no w red istributed in 2-ho ur incr emen ts from 7/28-7/30. You d o n ot n eed to rep ort time in CAT2 on the regular PERNR because this employee is negatively-reported (TM S 9), time is inferred. RG T ime should be repo rted o n the summer PERNR record assign ed to the summer p ool (1014801) for 6 hours a day u ntil 7/31.

1. Change 7/28-7/30 from “Z0” to “2”.

2. Change 7/31 from “8” to “2”.


VALIDATE CALENDAR UPDATES in CAT2

The Time Sheet – Init ia l S creen page is displayed. The system should have carried over the personnel number from the previous t ransaction. Our instruct ions continue with the assumption that t his fie ld may be blank.

• From t he Time Keeper drop-down transaction list, locate “CAT2 - Time Sheet”.

• Click once on t he link to select the transaction code.



07/06/09 27



VALIDATE CALENDAR ENTRIES in CAT2, continued• Click on the match code box to

display a list of values to select from.

• Double-click on the “AA-HRS-1”selection, which allows you to access a time sheet for a single employee. Press Enter.

• Verify that the number displayed is the regular PERNR. Correct or enter the number, if necessary. Press Enter.


VALIDATE CALENDAR ENTRIES in CAT2, continued

1. The system default for this value is the current date. To change the date, type it in the format shown.

2. Click on the “Enter Times” button in the navigation bar to display the time sheet.

2

1


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The system will display the corresponding data entry period based on the key date entered on the Time Sheet - Initial Screen page. If you did not change the date, the data entry period will be current based on today’s date.

The sample screen print above illustrates how CAT2 will look after you’ve made the calendar updates to the regular PERNR record of an E-Basis administrator that worked the 4-week summer session. The data entry period of 7/16-7/31 is displayed. 7/28 is the first date that will reflect the reduction to 2 hours per day. You do not need to enter hours in the data entry area because the employee has a TMS of 9, RG time is inferred.



Take time to review the impact of calendar updates you’ve applied to employee records before the payroll cut-off date. As long as the changes are processed correctly, you do not need to input RG time in CAT2 for employees with a TMS of 9. The only time entries you should make to these employees’ regular records are to report absences/additional time.

You will also need to report all hours for employees with a TMS of 1 on their regular PERNR record. All hours worked during the summer school program should be reported on the record assigned to the summer pool (1014801) only.

Updated 5/09


07/06/09 29

Beyond the Bell / Special Ed. Funding Sources

BEYOND THE BELL FUNDING LINES--SUMMER PROGRAM Class Code Class Description Fund Functional Area 13100611 SUP-PRINCIPAL, SECONDARY 010-0000 1110-2700-11246 12200531 SUP-ASSISTANT PRINCIPAL, SEC COUN SV 010-0000 1110-3110-11246 11100736 SUP-SECONDARY TEACHER 010-0000 1110-1000-11246 29105364 SUP-SCHOOL SUPERVISION AIDE 010-0000 1110-1000-11246 11100845 SUP-INSTRNL COACH, SEC READING 010-0000 1110-1000-11246 11100849 SUP-INSTRNL COACH, SEC MATHEMATICS 010-0000 1110-1000-11246 13200508 SUP-ADVSR, TEMP, INSTRUCTIONAL COACH 010-0000 1110-2100-11246 29208447 SUP-SCHOOL SPVN AIDE 010-0000 1110-1000-11246

SPECIAL EDUCATION FUNDING LINES--ESY/SUMMER PROGRAM Class Code Class Description Fund Functional Area 13100650 SUP-PRINCIPAL, ELEMENTARY 010-0000 5750-2700-12159 13100646 SUP-PRINCIPAL, SPECIAL EDUCATION 010-6500 5750-2700-12159 13100636 SUP-PRINCIPAL, SCHOOL DEAF HRD/HRNG 010-6500 5750-2700-12159 13100655 SUP-PRINCIPAL, SCHOOL VISUAL HNDCPD 010-6500 5750-2700-12159 11100740 SUP-TEACHER, SPECIAL EDUCATION 010-6500 5750-1110-12159 11100761 SUP-TEACHER, DEV C PERMIT 010-6500 5750-1110-12159 11100778 SUP-TEACHER, K-12, ADPT PE 010-6500 5770-1190-12157 11100782 SUP-TEACHER, HOME SCHOOL 010-6500 5750-1130-12159 21104571 SUP-SPECIAL EDUCATION ASSISTANT 010-6500 5750-1110-12159 21104575 SUP-SPECIAL EDUCATION TRAINEE 010-6500 5750-1110-12159 21104700 SUP-HEALTH CARE ASSISTANT 010-6500 5750-1110-12159 24104459 SUP-SPECIAL NEEDS ASSISTANT 010-6500 5750-2700-12159 21104954 SIGN LANGUAGE INTERPRETER 010-6500 5750-1110-12159 21104560 SUP-SUPERVISING SPEC ED ASSISTANT 010-6500 5750-1110-12159 21104969 SUP-INSTRUCTIONAL AIDE FOR D&HH-ORAL 010-6500 5750-1110-12159 21104569 SUP-INSTRUCTIONAL AIDE FOR D&HH-SIGN 010-6500 5750-1110-12159 21104562 SUP-SPEC EDUCATION TRAINEE (MALE) 010-6500 5750-1110-12159 21104566 SUP-SPEC EDUCATION ASST (MALE) 010-6500 5750-1110-12159 21104573 SUP-SPEC ED TRAINEE - HEARING IMPAIR & R 010-6500 5750-1110-12159 21104578 SUP-SPEC ED ASST - HEARING IMPAIRED 010-6500 5750-1110-12159 21104946 SUP-DEAF & HH INSTRUCTIONAL AIDE & R 010-6500 5750-1110-12159

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LOS ANGELES UNIFIED SCHOOL DISTRICT - lausd.net Session... · los angeles unified school district ... 07/06/09 1 general information ... note: substitute