Payroll Entry Handbook 2020

TABLE OF CONTENTS

Employee Types and Location Responsibilities 3

When to call/email the Office of Talent/HR 4

Absence Information 5

Absence Codes 7

Leaves 12

AESOP 14

Employee Pay 16

313/316 Directions 20

S324 Directions 24

TPER Entry 26

Research 30

Record Keeping 34

Lost Prep Time Pay Back Instructions 34

Bus Attendants and School Aides 37

Guidelines for Extra Service Climate Support Staff 39

Guidelines for JROTC Instructors 39

Guidelines for Dual Appointments 39

Guidelines for Probationary Employees 39

Procedures for Filing a Workers’ Compensation Claim 41

Contact Information 43

Employee Types and Location Responsibilities

You have three types of employees at your location: Regular appointments, hourly/daily employees, and substitutes. There are payroll related rules and responsibilities that apply to all groups and some specific to each employee group.

All employees are required to: • Sign in, with the time of arrival, each day. • Request absence authorization and/or call in the absence.

Regularly Appointed Employees • Are paid a day of salary for every day unless coded absent. • Must be coded when absent. • Sign in and out for any extra-curricular/overtime activity. • 10-month employees’ workdays begin on the reporting day and end on last staff day of June. Unless there is a district holiday or there is administrative notification, everyone is expected to report to work every day.

Hourly/Daily Employees • Must sign in and out each day that they work. • Hourly employees must sign in and out for lunch. • Report to work when directed by School/Administration. • Are only paid when you enter hours/days.

Aesop Substitutes • Must sign in and out each day that they work. • Report to work when directed by AESOP/School. • Are only paid when attached to job number in AESOP system.

WHEN TO CALL OR EMAIL THE OFFICE OF TALENT?

When there is a name on your TPER, but that person does not report to work.

When an employee resigns/retires but does not drop from your TPER.

When you will no longer be using an employee hired on a 313/316 (hourly).

Before payroll closes when an employee is a one week no show with no calls.

When a new employee appears but they are not on your TPER.

When an employee should be removed from a secondary job.

When you are informed that a staff member has died.

4 Absences

General Information

Most appointed positions receive 10 personal illness days and 3 personal leave days each August 16. Employees hired after August 16 receive a pro-rated amount.

Probationary employees do not accrue leave until they have passed the probationary period. These employees are only approved to be absent for jury duty. Unless notified by Human Resources, any other absence must be coded as 61 unauthorized absence. If you inadvertently code them something else, like a sick day (04), it will default to unpaid.

Employees must call absences in to the work location each day or request the absence in advance. Employees may not request absence beyond their available balance. The employee should be coded the requested type of absence unless you are notified otherwise by an administrative office.

Absences are for a full (F) day or a half (H) day. Other increments are not allowed.

It is recommended that the location keep an SEH-90 (Record of Personnel Absences) for each employee. Available balances may be verified on the QLBL screen in the Advantage payroll system. Absence detail may be viewed in the Absence Detail section of HR/Payroll Reports in the web-based Advantage Reports.

Personal Illness coding may not be broken by other absence coding (an employee absent for personal illness Monday and Tuesday may not request personal leave on Wednesday and Thursday then personal illness on Friday).

Employees with two different positions are to be coded on both TPERs when they are absent from both positions.

Employees notifying you of a long-term illness or on the fourth consecutive day of personal illness, should download the long-term illness card form SEH-3 from www.philasd.org/employeehealth.

The long-term illness card (SEH-3) is submitted to Employee Health Services, which will forward the top half to the employee’s work location. Employee Health Services should be notified if you do not receive cards for an employee. Email [email protected].

Employees on extended illness must be cleared to return by Employee Health Services and must present approval to return memo to their work location.

Employees on extended personal illness/illness in the family must request permission to leave city. The request should be sent to [email protected], or faxed to 215 400-4661.

When you are made aware that an employee is pregnant, direct them to contact Employee Health Service for a procedure letter.

Employees on extended leave are not coded absent on the TPER. Administration will change the employee’s status. Employee should drop off the TPER until return. Absence should be coded until the employee drops from your TPER.

Employees that enter an absence on AESOP will be charged the absence unless it is cancelled in AESOP. If a substitute has picked up the assignment, the absence cannot be cancelled with less than 24 hours’ notice.

INCLEMENT WEATHER/SNOW DAY

When work locations are closed due to weather, employees are charged for an absence day only when they have a substitute assigned for the day or they are on extended absence, wage continuation or worker’s compensation.

CODE Required Action documentation 01 Personal Leave Form SEH-86, may Employees may be completed upon not request return absence for Personal Leave beyond the days in their available bank(s). Employee may have three PL banks available for usage. Personal Leave, Excess PL and Prep PL. 01 is coded on the TPER and usage will post through the above banks in the listed order. 02 Vacation Form SEH-86, Employees may must be approved not request prior to absence absence for Vacation beyond the days in their available bank including what will be accrued on the 15th (if the vacation usage falls in that pay period). Vacation usage must be approved in advance by administrator 04 Personal Illness, Form SEH-86 for When employee including 6/8 week absences of three requests absence maternity leave or fewer for Personal consecutive Illness, code as workdays. Form 04. Regardless of SEH-3 for employee leave absences greater bank, code with 04 than three unless instructed consecutive otherwise by workdays. Employee Health

7 Services. * If ongoing Worker’s Compensation issue, verify correct coding the Workers Comp/Risk Mgmt office. 11 Death in the Form SEH-86 The five absence immediate family- days must be parent (in-law), taken within ten child, spouse- 5 non- working days of consecutive days the death. 12 Death of near Form SEH-86 The three absence relative-grandparent days must be (in-law), sibling (in- taken within ten law), grandchild or a working days of non-relative that the death. resides in the same house-3 non consecutive days 13 Death of relative- Form SEH-86 Taken the day of aunt, uncle, cousin, the funeral. niece, nephew (includes in laws)-1 day 14 Death of principal-1 Form SEH-86 Taken the day of day the funeral. 15 Death of Faculty Form SEH-86 Not to be coded for member-1 day the deceased employee. A delegation of 5 faculty members may be selected to attend the funeral. Faculty not part of the delegation must take personal leave. 16 Own graduation Form SEH-86 No loss of salary 17 Observation Form SEH-86 Must have approval of principal in advance. 19 Military reserve Copy of orders Not to be used for training only-15 days with reporting activated service-

8 per school year /attendance dates refer employees called for active duty to Office of Talent 20 School District Used when the business School District directs an employee to a place other than their normal work location during their normal work hours i.e. court. 21 Compensatory time Form SEH-86 Not used for school-based personnel 31 Illness in the family Form SEH86 for Employee usage (half-pay). absences of three beyond 10/30 days Employees with less of fewer days. will be placed in no than 2 years of Form SEH3 for pay status and service are eligible absences above TPER coding will for 10 half pay days. three consecutive reject(EMP INEL Employees with more days. FOR LEAV). than 2 years of service 30 days per school year. 32 Funeral of distant Form SEH-86 relative 41 Period of mourning- Employee must You may not code Approved by submit a letter to 41 unless you Employee Health Employee Health have authorization Services when Services from from Employee religiously required, Congregation Health Services employee must Leader stating that present a letter from employee must be leader of absent from work congregation stating for stated specific required mourning period of time. period 42 Funeral of friend Form SEH-86 44 Religious leave- Employee must You may not code Approved by submit a letter to 44 unless you Employee Health Employee Health have authorization Services, employee Services from from Employee must present letter Congregation Health Services. from leader of Leader stating that

9 congregation stating employee must be employee absence is absent from work required in on specific date in observation of … observance of specific event. 51 Inclement weather Form SEH-86 Charges against the employee’s personal leave bank. If no PL is available, charges authorized leave without pay 51HR Inclement weather The employee If the approval approved by HR must request email is received authorization via after payroll close, an email to the forward it to the Deputy, Employee Payroll office for a Relations. The code adjustment email should include name, school, employee id, and reason for request (be as specific as possible). There will be a reply approving or denying the request. The employee should give a copy of the email to the secretary. 60 Authorized leave Must be requested You may only code without pay- use at from the Office of 60 with the the direction of HR Human Resources authorization of Office of Talent 61 Unauthorized leave Used when without pay employee does not contact work location, or does not report to work when a requested absence day was not authorized 63 Suspended without pay ONLY coded by

10 Administration, which may enter it on your TPER. 64 Suspended with pay ONLY coded by Administration, which may enter it on your TPER. 70 Jury duty Form SEH-86 with The employee a copy of keeps the check summons and but must provide release. you a copy of the stub indicating number of days service. 72 Subpoena with pay Form SEH-86 with Use when copy of subpoena. employee is If attendance neither the plaintiff beyond date on nor defendant. If the subpoena, employee is either, verification of they must use additional dates personal leave. from court official

78 Workers Comp Verify usage with the Worker’s Compensation Office prior to initial coding after injury

11 Leaves

Employees who will be absent for certain reasons are placed on leave. Employees on extended leave are not coded absent on the TPER, they are placed in a leave status. Employee should drop off the TPER until the pay period that they are due to return from the leave. You will be notified of the anticipated return date either on the notice that the leave was granted or on a document at the expected return date. If an employee does not return, contact the Office of Talent.

LEAVE EXPLANATION NOTIFICATION RETURN Restoration Employee Letter from Approval letter contains to Health must submit Employee the return date. If Sabbatical form SEH80 Health employee does not signed by Services return on that date, admin to EHS approving the contact Employee leave. Health Services Study Employee Letter from Approval letter contains Sabbatical requests Office of the return date. If through Office Human employee does not of Human Resources return on that date, Resources approving the contact Office of Human leave Resources 20-year Employee Letter from Approval letter contains sabbatical requests Office of the return date. If through Office Human employee does not of Human Resources return on that date, Resources approving the contact Office of Human leave Resources Illness in Placed in no Employee Authorization to return Family pay status Health is not required, but you after Services will must email Employee exhaustion of notify you Health Services at half pay days. that the employeehealth@philas employee has d.org for the employee been placed to be returned to pay on Illness in status Family leave 89-day Generally Employee Approval letter sent Leave used as short- requests leave when leave commences term parental from contains return date. If leave after Employee employee does not 6/8 week post Health return on that date, delivery. Services. contact EHS Placed in no pay status.

12 Parental 90 days to 4 Letter from Return may not be to Leave years. Employee location where leave Requested Health began. Employee will through Services return with an Employee stating date Introduction slip. Health leave will Services. begin. Military Military Activation Orders with release Leave reservist is orders are date must be submitted called to submitted to to Office of Human active duty Office of Resources Human Resources. Location will receive a copy of the letter from OHR acknowledging the leave. Educational Requested Location will Approval letter sent Leave through Office receive a contains the return of Human letter from date. If employee does Resources Office of not return on that date, Human contact Office of Human Resources Resources approving the leave

13 AESOP SUBSTITUTES

FRONTLINE/AESOP SUBSTITUTES To report absences and view jobs in Frontline (Aesop) you should call the Kelly Scheduling Team at 855- 535-5955 M-F 5am-6pm or log in at www.aesoponline.com.

You can also reach the Frontline/Aesop platform through your employee portal. For access to Frontline (Aesop) administrator resource guides, tips and tricks, as well as Aesop training videos, please visit jobs.philasd.org/sub.

AESOP substitutes should not cover the absent employee’s after school extra-curricular activities. If you request/allow your AESOP substitute to perform extra-curricular activities, your location is responsible for submitting an S324 for payment.

15 REGULAR PAY

Regularly Appointed Employees (Exception Paid) Are assumed to have set workdays and work hours Are paid for these days and hours unless coded absent

Hourly/Daily Employees (Positive Paid) Work hours/dates set by work location/Administrative office. Are paid only for hours/dates worked Are paid only for hours/dates that you enter Hourly employees must sign in and out for lunch.

AESOP Substitutes Paid via assignments in the AESOP system Paid for student hours (if students have a ½ day, the assignment is for a ½ day)

EXTRA-CURRICULAR AND OVERTIME PAY

Overtime is the instance in which an employee performs his or her regular job beyond their regular work hours. Extra-curricular service is taking part in a planned activity outside of the employees normal work hours.

Extra-curricular

Schools plan their extra-curricular spending as part of the budgeting process.

Most school based extra-curricular activities are paid via the EBAR system. A pay type is attached to an extra-curricular budget. When a pay type is entered on the employee TPER, it pays the correct rate for the activity from that specific budget. Most are set at the beginning of the school year, while others are added when you get the funds. You may view your currently available pay types on the QBAR screen. Pay events for Professional Development end in “SD”. Events used to pay the leader end in “LD”. Only employees who are assigned to your school for their primary position can be paid through the EBAR process. If employees who are not appointed to your location will be working in your location on a regular basis, you should submit a 313/316 to have a TPER created for him/her.

MODE: R SCREEN: QBAR 02/09/11 05:10:21

E C A U T H O R I Z A T I O N B Y O R G A N I Z A T I O N

ORG: 4310 SELECTION DATE: 02 09 11

EC EFFECTIVE EXPIRATION ORG/ APPR TYPE DATE DATE FUND AGENCY SUBORG UNIT ACTIVITY FUNCTION ------OBJ/ JOB REPORTING ACTIVITY BUDGETED SUBOBJ NUMBER CATEGORY DESCRIPTION AMOUNT ------DBUS 09 25 10 06 30 11 1100 012 4310 2667 1511 BUS MONITORS 6854.00 STIDA 09 01 10 06 30 11 2S2K M02 4310 1101 1511 2S2K CLASSROOM INSTRUCT ELEM 38415.00 TLD 07 01 10 06 30 11 201K M02 4310 2272 1611 201K PROFESSIONAL DEVELOPMENT 0.00 TSD 01 19 11 06 30 11 201K M02 4310 2272 1611 201K PROFESSIONAL DEVELOPMENT 25201.00 XEAPP 10 01 10 06 30 11 497K M02 4310 1115 1611 497K EXTENDED INSTRUCTIONAL DAY 1029.00 XTEAP 10 12 10 06 30 11 497K M02 4310 1115 1511 497K EXTENDED INSTRUCTIONAL DAY 23226.00

The budgeted amount is the amount initially available. To check amount currently available, use the Funds Available (FAVD)screen

ACTION: n SCREEN: FAVD 02/14/11 12:56:51 PM

F U N D S A V A I L A B L E B Y O R G A N I Z A T I O N A N D A P P R O P R I A T I O N U N I T D E T A I L I N Q U I R Y

ORG= NAME: APPR UNIT= NAME: FISCAL YEAR=

CURRENT BUDGET ---OBLIGATED--- --UNOBLIGATED-- APPR AMTS: ALLT AMTS:

FUND AGY ORG ACTV OBJ CURRENT BUDGET OBLIGATED UNOBLIGATED ======------

Certain funding sources specify which types of employees may be paid from the funds and/or which types of activities may be funded. Operating Funds EC (the EC pay type) may be used only for student based extra-curricular activities i.e.: clubs, safety patrol. Please confirm with your Budget Analyst before holding the activity.

Grant Funded Activities

Please refer to the Office of Grant Compliance for directions.

Overtime

Overtime is an as needed event for certain classes of employee. Funding for overtime for most staff must be allotted during the budgeting process and the payment is via an EBAR code.

CODE POSITION RATE NOTE OT1.0 Bus Attendant, School Aide, Straight Bus Attendants and School Food Services Worker time Aides-when route runs longer than standard time OT1.5 Bus Attendant, School Aide Time and Bus Attendants and School Food Services Worker a half Aides-when route runs longer than standard time OT2.0 Double Used only when employee time works on the second of their normal days off (7th

18 consecutive day) DPARO Para-professionals (does Straight EBAR code not include SSA or Noon Time Aide) DSECO Secretary Straight EBAR code ISSOT Para-professionals, SSA, Straight EBAR code Noon Time Aide In School Suspension LIBOT LIMA Straight EBAR code NTAOT Non-Teaching Assistant Straight EBAR code School Police Officer PAROT Para-professionals (does Straight EBAR code not include SSA or Noon Time Aide) PSECO Secretary Straight EBAR code SECTO Secretary Straight EBAR code Used for the first 6.15 hours of overtime in a work week. SEC15 Secretary Time and EBAR code a half Used for hours above 40 in a Straight work week (after entering the first 6.15 hours as straight time) Used for Saturday SOPOT School Operations Officer Straight EBAR code Used for the first 6.15 hours of overtime in a work week. SOP15 School Operations Officer Time and EBAR code a half Used for hours above 40 in a work week (after entering the first 6.15 hours as straight time) Used for Saturday SPARO Para-professionals (does Straight EBAR code not include SSA or Noon Time Aide) TEOOT Straight EBAR code TPARO Para-professionals (does Straight EBAR code not include SSA or Noon Time Aide)

School Police Office (SPO) Overtime When your location requests a School Police Officer not listed on your TPER work overtime, your location is responsible for submitting a 324 for payment. Instructions on completing the 324 are below.

Payroll must be notified when your School Police Officer works on a holiday. Work locations do not have the ability to pay the correct rate for holidays.

19 313/316 Directions

You may request a secondary appointment for employees not fully assigned to your location. Examples may be a School Operations Officer assigned to another location that will be doing overtime at your location, or a School Police Officer not on your TPER who will be working overtime for your location during the school year. Timely submission is critical as the form must be reviewed or processed by the following offices. If the position will be grant-funded, please speak to your grant compliance manager.

1. Assistant Superintendent 2. Office of the Chief of Schools 3. The Office of Management & Budget 4. The Office of Classification & Compensation 5. The Office of Human Resources

To ensure that your 313/316 is processed in the shortest possible period, please take the following steps

1. Complete the document number (assigned by the office for identification). 2. Complete the ABC code. 3. Indicate if it is an initial request or request change. 4. Indicate the type of activity - extracurricular, professional/staff development, or summer. 5. Complete the project title. 6. Complete the dates of operation. 7. Identify the contact person. 8. Indicate the phone number on the S-313 and S-316. 9. Indicate the name of the school/office on the S-313 and S-316. 10. Please provide or attach a brief description of the activity. (S-313s submitted for retired employees must include a copy of the online posting). 11. Indicate the name of the employee's appointed position on the S-313 and S-316. If the employee is a per diem, please indicate the name of their per diem position. 12. Indicate the position number on the S-313 and S-316. 13. Indicate the step on the S-313 and S-316. 14. Indicate the number of positions. 15. Indicate the total number of hours or days. *If the rate of pay is hourly, then total hours must be reported. *If the rate of pay is daily, then total number of days must be reported. 16. Indicate the rate of pay on the S-313 and S-316. 17. Indicate the total amount and the total amount requested.

20 18.The requester (Principal or Administrator) must approve, date and sign the S-313 and S-316. 19. The Assistant Superintendent must approve and date all S-313s submitted by schools. 20. The Cabinet Member must approve and date all S-313s submitted by the offices. 21. The Activity Manager signature is required for certain programs such as the Extended Day Program or Title I programs being paid from fund 201* or 2S1*. 22. Indicate the project start date. 23. Indicate the date submitted. 24. Indicate the name of the administrator. 25. Indicate the employee's name and employee ID number. 26. Indicate the appropriate change code. Please refer to explanation of codes on the S-316. 27. Indicate the appointment identification: "Z" for operating budget activities. “T” for Title I activities (fund 201* or 2S1* only). "X" for Extended Day Programs. "G" for grant funded activities. Leave blank if the activity on the S-313 represents the employee's only job. 28. Indicate the organization number where the employee is working for the extracurricular, professional/staff development or summer activity. 29. Indicate the ABC code. 30. Indicate the pay type: See Chart Below

APPOINTMENT APPOINTMENT POSITION ID TYPE NUMBER A Athletics REC-A00 B Non-Athletics REC-B00 D Desegregation REC-D00 F Student Services REC-F00 G Grants-1 REC-G00 H Grants-2 REC-H00 I Examinations REC-I00 J Grants-3 REC-J00 N Specialized Services REC-N00 T Title I REC-T00 X Power Hour REC-X00 Y Operating Budget REC-Y00 W Operating Budget REC-W00 Z Operating Budget REC-Z00

Sample S-313

Sample S-316

23 S324 Directions

The S324 (Payroll Adjustment to Gross) is used when there is no other way to pay for the particular activity, generally when an employee not on your TPER worked a one-time instance, or is to be paid something other than their current rate. If the employee will be taking part in the activity on an ongoing basis, submit a 313/316.

Timely submission is critical as there will be several pay periods between the date the S324 is submitted and when the payment appears in the employee’s paycheck. The form must be reviewed by the following offices: 1. Assistant Superintendent 2. Office of the Chief of Schools 3. The Office of Management & Budget 4. The Office of Classification & Compensation 5. The Office of Human Resources

To ensure processing in the shortest period, please take the following steps. 1. Complete the ABC code. 2. Indicate the date that the S-324 is being prepared. 3. Indicate the fiscal year. 4. Indicate the payroll period ending date. 5. Indicate the employee's name and employee ID number. 6. Indicate the adjusted amount for each line. Multiply the number of hours by the hourly rate or the number of days by the daily rate. 7. Indicate the date worked. 8. Indicate the number of hours worked each day for employees being paid by the hour, or the number of days worked for employees being paid the daily rate. This information must be clearly indicated. 9. Indicate the hourly rate. If the employee is assigned to the school or office, see the Employment Verification Inquiry (QVER) on ADVANTAGE™. Contact the Office of Classification and Compensation if assistance is needed. 10. Indicate the daily rate. If the employee is assigned to the school or office, see the Employment Verification Inquiry (QVER) on ADVANTAGE™. Contact the Office of Classification and compensation if assistance is needed. 11. Indicate the name of the school or organization. 12. Provide a brief description of the activity. 13. The Administrator must approve and sign the S-324. 14. Indicate the name and title of the Administrator approving the time submitted.

Sample 324

TPER ENTRY

Time and Attendance Time Sheet (TPER Sign in Sheet)

The TPER sign in sheet is created each pay period. Each employee at your location will be listed on a sign in sheet. There will be one for your primary batch, and one for each different secondary appointment ID attached to your location. There may also be a different sign in sheet for food services, custodial and security personnel.

TPER sign in sheets are accessed on the School District Website in the applications available to the payroll secretary at each location. Sign in sheets for each pay period are generally available for printing on the Wednesday preceding the pay period beginning date. You also have the option of printing a blank TPER sign in sheet.

The Agency, Organization, Location name and the pay period beginning, and end dates print at the top of the TPER sign in sheet. The employee name, with employee ID, are listed in order by last name. Employees that require entry for payment will have an asterisk * preceding their name and H (for hourly) or D (for daily).

• Regularly appointed employees must sign in each day. They also must sign in and out of any activity outside of the regular workday.

• Hourly/Per Diem employees must sign in and out each day.

• Hourly employees must sign in and out for lunch

• AESOP substitutes must sign and out each day.

• Absences should be indicated on the TPER sign in sheet.

• Administrator should sign the TPER sign in sheet at the end of the pay period.

26 PAYROLL ENTRY

Online TPERs may be accessed each day of the pay period. Entry should be done in the increment best managed at your location, but it is recommended that the majority of your entry be completed prior to the date that payroll closes.

Entry must be completed by 5:00 on the payroll close date.

The TPER batch contains a TPER for each employee. Each TPER has the ten weekday dates that are in the current pay period. Do not edit the entire batch. Do not edit TPER documents on which you have not made an entry. Edit each document after you have completed the entry on that TPER document. Entry errors will be more obvious.

If you make an entry in code, either absence or pay related, there must be a corresponding entry in the units field. Example coding for a sick day:

12-1-2019 04 1.0

Entry for hourly and daily employees and for overtime and extra- curricular pay for regular employees must be on the actual day worked. You may not compile hours/days for entry on a single day.

There may be a need to make two entries for the same date i.e. two types of extra-curricular activities or a half day absence and an extra- curricular activity. • Option A: Type over a line that will be not needed for other entry. Change the date to the date that requires coding. • Option B: Copy a line. Enter CL in the function field then place cursor on the line to be duplicated. Press enter. Change “Input Total” field to new line total.

TPER ERROR MESSAGE CORRECTION

TPERs in a rejected (REJCT) status will not be processed in the payroll run. All entry on the rejected TPER will be bypassed, including correct entries; therefore, incorrect entries must be addressed.

Incorrect entry will generate an error message, which is intended to assist in making the correction

27 • Error Messages that begin with a two-digit number apply only to the line that corresponds with the number. • Messages that begin with a letter apply to the entire TPER • Messages ‘LEAVE SUBSTITUTED FOR INPUT’ and ‘RATE NOT FOUND FOR PAY TYPE’ are not errors, they are warnings referring to the payment that will be generated

Error Message Corrective Action EMPLOYEE NOT ELIG FOR LEAVE Reason 1: Employee is per diem or hourly and should not be coded absent. Do not enter an absence code on this date Reason 2: The Office of Human Resources has placed the employee in a no pay status making absence coding unnecessary. BATCH IN USE The batch must be freed. See instructions. EMPLOYEE IS NOT IN DATABASE The Employee ID number on the TPER has been changed. Correct the Employee ID number and edit the document NO ELIGIBLE EBAR RECORD FOUND Reason 1. You have exhausted the available funds and may no longer use this code. Remove coding Reason 2. The EBAR code has not been activated for your location. Contact your budget analyst Reason 3. You are entering on a date before the funds are available. Check the effective date on QBAR. PAY EVNT INVALID FOR EMPLOYEE Employee may not be paid this type of pay. Remove or correct coding. INVALID TRANS DATE There is an incorrect entry in the date field. Enter correct date for the line. INPUT AM NOT INCR OF PAY UNIT You may only enter 1, .45, .30 and .15 units. Time is coded as hours.minutes. A half hour is coded as .30, not .50. INPUT TOT NOT = COMP INPUT TOT You have added a line but did not increase the input total. Change input total to the correct number INPUT TOT NOT = COMP INPUT TOT There are 10 lines of typing but computed input total is greater than 10. Due to empty lines below that last listed date. Type DL in function, then

28 place cursor under last line of typing and press enter. Edit document. EVENT TYPE NOT ON EVENT TBL The pay code that was entered is not a valid code. Correct the entry in the code field.

FREEING A BATCH

If, while you are in your TPER batch or a document, you time out of your computer or close the mainframe without exiting the batch/document it will be locked until it is freed. This is indicated by a message “BATCH/DOC IN USE”. The batch/document must be freed before it will accept entry. Type “s” in the action field and the word “free” in the function field. After tabbing ten times, your cursor will be in the selection field next to your batch header. Type “x” in that field, then press enter

ACTION: s SCREEN: SUSF 03/08/11 04:57:23 P FUNCTION: free ORGN:

D O C U M E N T S U S P E N S E

S BATCH DOCUMENT PROCESS E ------LAST LAST DATE L TYPE AGCY NUMBER TYPE AGCY NUMBER STAT APPRV DATE USER (YYMMDD ------

x TPER 031 9CG0S . . . ACCPT 00000 110225 OFF-LINE TPER 031 9CG0S TPER 031 AKINWANA S47 SCHED 00000 110225 OFF-LINE TPER 031 9CG0S TPER 031 ANTRIM M S7B SCHED 00000 110225 OFF-LINE TPER 031 9CG0S TPER 031 BANKS B SDU SCHED 00000 110225 OFF-LINE TPER 031 9CG0S TPER 031 BARBOURJ SDV SCHED 00000 110225 OFF-LINE TPER 031 9CG0S TPER 031 CAMPIONMSSG9 SCHED 00000 110225 OFF-LINE TPER 031 9CG0S TPER 031 CARR AHSGA SCHED 00000 110225 OFF-LINE TPER 031 9CG0S TPER 031 CILEONEJMS56 SCHED 00000 110225 OFF-LINE TPER 031 9CG0S TPER 031 COOK DMSIC SCHED 00000 110225 OFF-LINE TPER 031 9CG0S TPER 031 DEVITO J SB8 SCHED 00000 110225 OFF-LINE TPER 031 9CG0S TPER 031 ENGELKEFCS4Q SCHED 00000 110225 OFF-LINE

You will get a return message “BATCH/DOC FREED”.

RESEARCH Inquiry Screens

Paycheck Information

QISS/QCHK

1. In action or mode, type L; in screen type QISS and press enter 2. On the QISS screen, enter “S” in mode, and the employee ID# in the employee ID field and press enter 3. To view additional pay dates, make sure there is an “R” in mode and continue pressing enter.

MODE: R SCREEN: QISS 02/04/11 05:06:28 PM

1. To view the details of a pay ISSUEDcheck, CHECKS/ADVICtype Z in mode,ES QCHK in screen, place cursor on the check date and press enter. EMPLOYEE ID: 000 00 0000 NAME: EMPLOYEE, JANE 2. Continue pressing enter to view all of the details of the check. 3. AITo CHECK return DT toCHK/ QISS,ADV NOtype TYP E GROSSin mode PAY and DEDUCTIONS press enter NET PAY AMT DISPOSITION DTL ------02 04 11 13 3992996 REG 1,197.74 594.07 603.67 C 01 29 11 01 21 11 13 3966216 REG 1,197.74 594.06 603.68 C 01 15 11 01 07 11 13 3939305 REG 1,197.74 594.07 603.67 C 12 31 10 12 24 10 13 3912748 REG 1,197.74 604.16 593.58 C 12 18 10 12 10 10 13 3885813 REG 1,197.74 604.17 593.57 C 12 04 10 11 26 10 13 3859163 REG 1,197.74 604.16 593.58 C 11 20 10 11 12 10 13 3832365 REG 1,197.74 604.16 593.58 C 11 06 10 10 29 10 13 3805679 REG 1,197.74 474.17 723.57 C 10 23 10 10 15 10 13 3778966 REG 1,197.74 604.16 593.58 C 10 09 10 10 01 10 13 3752250 REG 1,197.74 604.17 593.57 C 09 24 10 09 17 10 13 3725886 REG 1,190.76 601.63 589.13 C 09 08 10 09 03 10 13 3700605 REG 1,697.01 782.41 914.60 C 08 28 10 08 20 10 13 3679812 REG 1,162.84 589.57 573.27 C 08 13 10

To view the detail of a particular check 1. Type L in mode and QCHK in screen. Place your cursor anywhere on the line of the check that you wish to view and press enter. 2. To return to the QISS screen when on the QCHK, type B in mode and press enter.

ABSENCES

Advantage Reports- HR/Payroll Reports -Absence Detail

1. Login SDP website and launch Advantage Reports 2. Open HR/Payroll Reports – Absence Detail 3. Enter Employee ID, you may choose a date range, type of absence or both 4. Click “View Report”

Fri - Nov 1, 2013 - 11:45AM You are logged in as:

Advantage Reports

Absence Detail

Please enter your report criteria below.

Search Criteria: Home Agency: Home Organization : Employee ID: (no dashes) Employee Las Firs

Name: t t

Absence From (MM/DD/YYYY)

Date:

To (MM/DD/YYYY)

Absence Type: Title:

Sort Criteria: Sort Report by:

Output Criteria:

Output Format: PDF Excel

View Report Reset Back

M O D E : R S C R E E N : V P I L 0 2 / 0 4 / 1 1 0 4 : 5 3 : 3 0 P M

L E A V E U S A G E M P L O Y E E I 32 D : 0 0 TPER Entry for the Current Paycheck

QTPR

1. In action or mode, type L; in screen type QTPR and press enter 2. On the QTPR screen, enter “S” in mode, and the employee ID# in the employee ID field, the appointment ID if appropriate and press enter 3. If the mode field displays an “R” there is additional data to view. Press enter to access the data.

MODE: S SCREEN: QTPR 02/24/11 02:19:26 PM

TPER DOCUMENT HISTORY INQUIRY

EMPLOYEE ID: 000 00 0000 APPT ID: NAME: EMPLOYEE, JANE INPUT TOTAL: 10.00 COMPUTED INPUT TOTAL: 10.00

BATCH # DOCUMENT AGCY/# STAT APPRV LAST DATE LAST USERID / NAME 9ABCQ 9AB EMPLOYEJ QJI ACCPT Y0000 02 11 11 Z54524 MS PRINCIPAL EVENT DT CODE UNITS ------01- 01 31 11 BASE 02- 02 01 11 BASE 03- 02 02 11 BASE 04- 02 03 11 BASE 05- 02 04 11 BASE 06- 02 07 11 BASE 07- 02 08 11 BASE 08- 02 09 11 BASE 09- 02 10 11 BASE 10- 02 11 11 BASE H--YI103 END OF INQUIRY

33 RECORD KEEPING

All location-based payroll records are kept at that location unless requested by an administrative office. This will include all sign in sheets, absence cards and copies of memos, 313/316s and 324s.

Records retention requirements differ among Federal law, State law and certain grants. To ensure that the School District is in compliance all payroll records must be retained for ten (10) years.

All documents associated with a pay period should be attached to that pay period’s TPER sign in sheet and filed according to pay period. At the close of the school year, place all payroll documents in a single box labeled with the school year and store in a secure location. After 10 years the box may be disposed of in accordance with School District policy (shredded).

Every effort must be made to repay teachers for their lost prep time through the use of substitute service, if possible.

LOST PREP (PREP PAYBACK) INSTRUCTIONS

In June of each school year each school is to submit the dates on which the employee is to be reimbursed for lost prep time on a form distributed by the School District.

Each school will total the periods lost and then indicate the number of lost prep periods to be reimbursed by either the cash pay back option [at the extra-curricular rate] and/or the personal leave option [one (1) day for every 315 minutes owed].

Not included in the above figures will be: The first four (4) prep periods for elementary teachers for whom an S-324 has been submitted. The first 180 minutes taken for coverage for secondary teachers. There is no pay back at the secondary level until the taking away is more than 180 minutes.

All Principals must submit the pay back form or send an email to [email protected] communicating that no prep pay backs are due by end of day Monday, June 15, 2020.

34 Download the file to your computer. After downloading the file onto your computer:

Step 1: Open the file and, if necessary, select “Enable Content” on the yellow bar. Do not copy the information into another spreadsheet or use Google Sheets to submit your prep pay back information. Only the original Excel form will be accepted.

Step 2: For every teacher for whom prep pay is due, enter in the # of minutes per prep period lost. For example, if a teacher taught two 45-minute prep periods, you would only enter 45 in the column labeled “# of minutes”. The data entered into this field must be a numerical value.

Step 3: For every teacher for whom prep pay is due, enter in the # of prep periods that teacher lost per day. This must be listed on the specific day for which a teacher covered prep. For example, if a teacher covered one prep period on September 3, 2019, you would enter 1 in the column labeled 9/3/19. Only whole numbers can be entered. A maximum of 2 preps can be entered per day. Any employees not on the attached form can be added to the bottom of the sheet manually. Non-District employees (substitutes through Kelly Services and contractors) are not eligible for prep pay back.

Step 4: Indicate the number of preps that the teacher would like to exchange for cash value versus leave value in the field labeled ‘Cash Units’ or ‘Leave Units,’ respectively. The combined number of preps selected for cash value and leave value must equal to the column titled ‘Total # of Preps’. If the values do not equal, an error message will appear in the ‘Check’ column. Note: The sheet will automatically calculate the total number of preps that a teacher covered. You do not need to do any calculations to complete this form.

Step 5: Save the completed file by adding your initials to the end of the file name and send the completed file to [email protected]. The file name should look similar to “School Org Code_ School Name_Prep_Payback_INITIALS”. Please do not remove the school org code from the file name.

Note: To ensure that prep pay back is processed for the August paycheck, please return the form to [email protected] no later than end of day on June 15.

Questions can be sent to [email protected].

36 BUS ATTENDANT AND SCHOOL AIDES

Bus Attendants • Bus Attendants have a 5- or 6-hour day. The difference between five/six hours and the number of hours on the morning and afternoon routes must be spend working in the school each day i.e. the morning route of one hour and forty five minutes and the afternoon route of two hours total three hours and forty-five minutes, the Bus Attendant must work one hour and fifteen minutes in the school each day. If the route totals five hours, the Bus Attendant is not required to work in the school. School service must be worked each day. • Unless notified otherwise, their first day is the first day the children ride the school bus to school. Do not insert a code on the TPER beginning September 1. This will ensure that they get the proper pay. DO NOT CODE THEM F-60 OR F-61. • Any extra time worked at the school beyond the time owed the school must be approved by the school and paid from the school’s budget. • If a Bus Attendant claims overtime based on an incident, flat tire, bad weather, or remained behind with a student on the bus, etc. a signed memo from the Garage Supervisor must be presented to the payroll secretary before overtime can be paid. Only after the bus attendant has worked his/her total 25 hours would he/she be paid for overtime (Straight Overtime (OT1.0). A Bus Attendant should not be paid Time and a Half (OT1.5) until he/she has worked in excess of either 8 hours a day or 40 hours in a one-week period. • During the time the Bus Attendant is not working at the school, he/she should leave the school and report back when the bus leaves in the afternoon. Each Bus Attendant is provided the cost of a monthly transpass by the School District. • Sign-in time is 10 minutes prior to the first stop in all cases. You must check their route sheet. If the first student pick-up is 7:18 a.m., sign-in time is 7:08 a.m. at the school. No Exceptions. • Workday ends when the last child gets off the school bus. They are not paid to ride back to the garage with the Bus Chauffeur. • If there is a large discrepancy between the time on the route sheet and what the Bus Attendant is claiming, the Principal should send a memo to Transportation Services

37 requesting that a Street Supervisor come out and monitor the run. The Bus Attendant must comply with Transportation guidelines before he or she can be paid for any overtime. • Bus Attendants are not included in activities at the school on in-service days. Transportation Services will schedule training for them. • All the School Aides and Bus Attendants are under the jurisdiction of the Principal in disciplinary matters. Employee Relations should be contacted for guidance when problems of a disciplinary nature arise.

School Aide I • School Aide I’s have a 7-hour base day. They will ride the bus in the morning, work at the school all day then ride the bus in the afternoon. • Contractually, a School Aide I is paid from September 1 until June 30. Unless notified otherwise, their first day is the first day the children ride the school bus to school. Do not insert a code on the TPER beginning September 1. This will ensure that they get the proper pay. DO NOT CODE THEM F-60 OR F-61. • School Aide I’s are expected to have overtime because of the length of their day. Each route is different therefore each School Aide I work a different amount of overtime. Overtime calculations are based on the individual route. • The first hour of overtime each day is paid at the straight rate (OT1.0) and additional hours are paid at time and a half (OT1.5) until the School Aide has worked 5 overtime hours in a week. Once 5 overtime hours have been worked in a week, all remaining overtime in that week is paid at Time and a Half (OT1.5). • Sign-in time is 10 minutes prior to the first stop in all cases. You must check their route sheet. If the first student pick-up is 7:18 a.m., sign-in time is 7:08 a.m. at the school. No Exceptions. • Workday ends when the last child gets off the school bus. They are not paid to ride back to the garage with the Bus Chauffeur. • If there is a large discrepancy between the time on the route sheet and what the School Aide is claiming, the Principal should send a memo to Transportation Services requesting that a Street Supervisor come out and monitor the run.

38 • School Aides are considered part of the school staff and should be included in activities at the school on in-service days.

GUIDELINES FOR PAYMENT OF EXTRA SERVICE SCHOOL CLIMATE SUPPORT STAFF

Budgeted extra service school climate support funds may be used to pay appointed School Climate Support and other employees for rendering extra noon aide service. • The pay type will be NOON or have NOON as part of the pay type. • Employees coded NOON will be paid at the Noon Time Aide rate regardless of the employee’s normal pay rate. It is important that the employee be informed of the rate prior to beginning work.

GUIDELINES FOR ROTC INSTRUCTORS

Junior ROTC Instructors are required to attend periodic recertification. The employee must provide you with the document that directs them to attend initial certification or recertification. This document will specify the dates of attendance. A copy should be kept with the records for the appropriate pay period. These absence days should be coded as F20 School District Business because it is required recertification for their position.

12-month instructors taking vacation days during July and August when school staff is not available to do TPER coding should be instructed to submit the absence card to the A.S. of your Learning Network.

39 GUIDELINES FOR DUAL APPOINTMENTS

In certain situations, School District non-instructional and paraprofessional employees may hold and be paid for work performed in two appointed positions. • The employee’s primary position may not be more than five hours a day. • The combination of hours for both positions may not be more than eight hours a day. • An employee with dual appointments may be absent from one or both appointments. If the employee is absent from both positions, they must be coded on both TPERs.

GUIDELINES FOR PROBATIONARY EMPLOYEES Newly hired employees in positions covered by Local 634 (Food Services and School Climate Support), Local 32BJ (Bus Attendants etc) and SPAP (School Police) must serve a probationary period. Employees are not granted approved leave other than Jury Duty and Workers Compensation until they have completed the probationary period. Other than 70 Jury Duty, 72 for subpoena and 78 Workers Compensation, probationary employees may only be coded 60 authorized leave without pay and 61 unauthorized leave without pay.

40 Procedure for Filing a Workers’ Compensation Claim- Office of Risk Management

1. Immediately notify your Climate and Safety officer on any claim that appears to need emergent care. (e.g., problems breathing, chest pains, severe headaches, disoriented affect, severe bleeding, poisoning, sexual assault).

2. Call the School District Serious Incident Desk at 215-400-6100. They will give you an incident report number.

3. The Injured employee MUST Sign the Workers’ Compensation Employee Notification. (Employee Notification form, also called the Rights and Obligations form) and give a copy of the form to the injured employee.

a. Unless it is a true emergency where the injured employee is unable to sign, the injured employee must sign the form before the leave the building.

b. If they are unable to sign the Employee Notification, send them the notice by certified mail /Return Receipt Requested.

c. If they refuse to sign the Employee Notification, call in a secretary or other administrator to witness the refusal to sign. Give the injured employee another chance to sign. If he/she refuses, write, “Mr. /Ms. ____ refused to sign this notice.” You sign and date the notation and have the witness sign the notation. If either witness’s signature is illegible, print the name as well.

d. You keep the original in the employee’s file and fax the side with the signature to the Office of Risk Management at 215-400- 4591.

4. File the claim with PMA by going online to www.pmacompanies.com. Username: 7650013 and Password: newclaim If you cannot get access to the PMA claim site call PMA at 1-888-476- 2669. You will get a claim number on the spot. You will put this onto the pharmacy card (step6).

5. Give the injured employee the Medical Provider List and explain that they must obtain their treatment through one of these doctors or the District will not be responsible for the bills.

41 6. Give the injured employee the pharmacy card (the “Express Scripts” card) and explain to the injured employee that they should give this to the pharmacist, that it will act like a prescription card so that they do not need to pay anything out of pocket should the claim be accepted as compensable. Fill in the injured employees name for him/her and put the claim number in the section asking for the Social Security Number.

42 THE OFFICE OF TALENT

215 400-4600

Teacher Issues – Instructional Staffing ([email protected]) Support Staff Issues- Non-Instructional Staffing ([email protected]) Absence Issues- Employee Health Services ([email protected])

AESOP The Substitute Services Unit Email: [email protected] 215 400-7827

CLASSIFICATION AND COMPENSATION

215 400-4650 Web: www.philasd.org/compensation Email: [email protected]

Rates, 313/316 Processing, 324 Processing

EMPLOYEE HEALTH SERVICES

215 400-4660 Web: www.phillasd.org/employeehealth Email: [email protected]

PAYROLL

215 400-4490 Fax 215 400-4491 Email: [email protected] Web: www.philasd.org/payroll

Payroll Forms are available on the Payroll Webpage Absence code adjustment Payroll Entry assistance Address Change W4 W2 Retroactive Payments

FORMS Actual form or request document are available on the web at http://www.philasd.org/cgi-bin/forms/formlist.pl