Sub Records - Time Missed & Time Worked

2010/2011

Sub Records

ActiveEmps

#Abs Recs07/01/0906/30/10

#AbsPerEmp

#AbsPer

Month

BSD 1,051 22,754 22 1,896 sic 12,179 pd 4,567 vac 1,581

SD72 696 18,298 26 1,525 sic 8,909 lwop 2,527 vac 2,457

DELTA 1,718 38,663 23 3,221 sic 24,862 lwop 2,586 vac 4,273

FMCM 587 16,166 28 1,347 sic 5,994 sbus 2,250 vac 782

SD23 2,412 48,557 20 4,047 sic 29,441 chr 5,754 vac 6,295

MLAKE 398 14,468 36 1,206 sic 5,294 pd 1,367 vac 3,349

PLPSD *(3/12) 512 13,484 26 1,124 sic 4,756 vac 3,896

RETSD 2,205 49,079 38 4,090 sic 24,524 pd 7,076 vac 6,032

SOAKS 1,274 34,503 46 2,875 sic 17,993 pd 3,517 vac 8,436

TMSD *(9/12) 201 4,891 24 408 sic 1,403 lwop 753 pd 792 vac 613

WSD 4,650 138,442 51 11,537 sic 73,237 pd 15,860 vac 14,064

Sub Records The Sub record is very powerful and can automate

more than just absences and sub pay SUB.011 Use absence code/reason for proper

accounts (PD, floater days, etc.). Even more important for SUB,CAS not replacing anybody. Can determine account and rate of pay

Who is still creating journal entries from payroll ? Why ?

Who is creating Casual timecards from sub records ? Why Not ?

Leave Requests tightly tide to sub records Workshops tightly tide to sub records (accounting

implications)

Sub Records

*Fmcm, Mlake, Portage schools add request for Sub record which is then placed by the subclerk

New SFE release for July (new ASP model) … who is updating ??

Abs/Work Call Sys

Entry Sub

Clerk

Process Schools

SUB.001/002

Report (manual)

Time Card Lve Entry

Lve Rec Wrks Entry

Wrks Rec

WSD SFE ACDL ACDL None CAS SFE Manual SFE CIMS

SOAKS SubF ACDL ACDL Semi-m, weekly

CAS SubF CIMS SubF CIMS

FMCM … ACDL ACDL None CAS (some) Schls CIMS Schls CIMS

MLAKE … ACDL ACDL Biweekly CAS,SUB Schls Manual Schls Not

PLPSD … ACDL ACDL Semi-m CAS Schls Subclk Schls Not

RETSD … ACDL ACDL Month* CAS (some) Schls CIMS Schls CIMS

SD23 SFE ACDL L Weekly … SFE CIMS SFE ??

SD72 SFE ACDL L Weekly CAS,SUB SFE Manual

DELTA SFE ACDL L None CAS SFE Manual

TMSD … ACDL ACDL Weekly CAS,SUB Payclk CIMS

BSD … ACDL L Semi-m CAS subclk Payroll

Sub Records Payroll Process promote absences

SUBNOTHIST run for last payroll cutoff dates and make sure that all sub records have been posted properly.

PAY.408 Manually add absence adjustments as required EMS.SUBDATE Change cutoff date SUB.999 SUB.996 stamp all records “P” (biweekly or

semimonthly hold back) Print last page of SUB.999 SUB.996 to balance with payroll SUB.001 SUB.002 Index by 6 (date) and check “P” status PAI.501 time missed totals for manual adjustments SUB.502 Copy sub records absences to timecard Run a proforma and check totals against SUB.999 SUB.996

(taking into account PAI.501 adjustments) After payroll actual PAY.408 Index to view timecards not

promoted and PAI.602 promote inactive employees as required

Sub Records Payroll Process promote time worked

SUBNOTWORK run for last payroll cutoff dates and make sure that all sub records have been posted properly.

SUB.999 SUB.996 stamp all records “P” using period start and end dates for payment

Use SUB.990 SUB.991 to balance employee counts and amounts and set long term rates

SUB.001 SUB.002 Index by 6 (date) and check “P” status SUB.501 Copy Cas,Sub pay records to timecard Run a proforma and check totals against SUB.990 SUB.991 After payroll actual PAY.408 Index to view timecards not

promoted as these employees were not paid

Sub Records What do you do with the reports from Schools ?

What do you do with all of this great absence info ? Auto Dock Let employees see their absence info EC Let adminstrators see their staff absences Establish annual averages/benchmarks per job code Establish who is above average and requires review

How to you do A/R invoices for MTS, etc. ? SUB.992 SUB.993 SUB.910 PAI.910 (FMCM)