Tim

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SmartFindExpress (SAMS) and Time and Labor

SmartFindExpress (SAMS) Procedures:

1. Substitute requests, due to either teacher absences or vacant positions, are entered intoSmartFindExpress (SAMS) with the appropriate absence code by the schools.

2. SmartFindExpress (SAMS) provides a daily absence report that shows all certificated absenceactivity.

3. The SmartFindExpress (SAMS) interface is run nightly to send visiting teachers’ hours to Timeand Labor along with the appropriate TRC. (Short Term SVT - First 5 days, reason in SAMS <50,Long Term LVT - After 5 days reason code in SAMS is changed to long term, Vacancies - ShortSVT/Long LVT, Roving/Extra - Short SVT/Long LVT, Professional Development SVT) Only positivetime to pay subs comes over from the interface. Timekeeper must report absences for theirstaff. It also populates the appropriate fields based on the SmartFindExpress (SAMS) absencecode used in the substitute request (see 4), which indicates the type of absence (vacant posi-tion, teacher personal absence, or district related). Within “3” business days, the Site Time-keeper views the hours for the substitute and completes steps 5-16.

4. SmartFindExpress (SAMS) will populate the following fields for the different types of absences:

SmartFindExpress (SAMS) and Time and Labor work together to help you report timefor visiting teachers. This job aid will help you understand the process, as well asshow you how to use PeopleSoft to take advantage of the SmartFindExpress (SAMS)Interface.

○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○July 2006

Tim

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Entering Hourly Time for Visiting Teachers○

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5. Navigate to Time and LaborReports T&L Blank Account Codes

6. Determine which visiting teachers needaccount codes. Those who need accountcodes will be the visiting teachers who weresubsituting due to a district related absenceor where the position provided for avacancy is inactive. They are identified onthe T&L Blank Account Codes report. SeeApproving Time job aid.

7. Navigate to Manager Self ServiceTime ManagementReport Time Timesheet

8. Select the desired employee from the list ofsearch results by clicking the employee’sname.

9. Date defaults to the Monday of the week. Ifnecessary, change the date to the day of theweek you are reporting. Click thebutton.

10.If the visiting teacher is substituting for adistrict related absence, obtain the properAccount Code (Combo Code) from theProfessional Development Budget website.http://www.sandi.net/personnel/subs/prof_dev.asp and enter it in the ComboCode field in Time and Labor.

11.When you update the Account Code (ComboCode), delete the “ACCOUNT DEFAULTED”section of the Comments field. This willcause the time to disappear from your T&LBlank Account Codes report. If ACCOUNTDEFAULTED is left in the Comments field,the time will continue to show on yourreport even though you’ve changed theaccount code.

Where the Comments field has moreinformation than just ACCOUNT DE-FAULTED, delete only the words ACCOUNTDEFAULTED. The rest of the information ishelpful to preserve since it documents whowas absent.

If the visiting teacher is substituting foreither a teacher personal absence or avacant position, the Account Number(Combo Code) will be populated directlyfrom SmartFindExpress (SAMS).

12.Click the button.

13.Click to search fornext employee.

PeopleSoft Procedures:

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For more information regardingSmartFindExpress (SAMS) or the ProfessionalDevelopment Budget Information page, pleasesee attached SmartFindExpress (SAMS) job aid.

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14.If the Visiting Teacher does not work a fullday, adjust the Reported Hours to reflectthe actual time worked. (TheSmartFindExpress (SAMS) interface willautomatically enter 8hr/day.)

15.If the visiting teacher has reached therequirements for Long Term Status, changejob in SmartFindExpress (SAMS) to longterm.

-LCCVT(Long Term Child Center VT)-LVT(Visiting Teacher Long Term)

Note: If Long Term Children’s CenterVisiting Teacher status is reached, go backand change the SCCVT TRC to LCCVTretroactively to the first day of the assign-ment. Children’s Centers/ECE havedifferent pay rates and long term rulechange. Change in SmartFindExpress(SAMS) for new time on the 21st day. Once20 days complete, go into Time and Laborand change days 1-20 to LCCVT.

16.Click .

Note: If the absent teacher is split funded, there will be multiple rows of time in Time andLabor for the visiting teacher. The hours will be broken down by the percentage of the fundingand each row will have a separate account code. The SmartFindExpress (SAMS) interface willallocate the funds to the proper accounts, and if a total of 8 hrs have been worked on thespecified days, no adjustments will need to be made. If the visiting teacher worked less than 8hours, the Timekeeper will need to allocate the hours worked based upon the proportions thatSmartFindExpress (SAMS) originally entered. For example, if a substitute fills in for a teacherwho is 25% funded by Title I funds and 75% funded by District Unrestricted funds, there will betwo rows of time in Time and Labor, neither of which will need an adjustment: one with 2hours with the Title I fund account code and one with 6 hours with the Resource 00010 fundaccount code.

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Summer School/Intersession

• Make sure long term jobs have been turned off in SmartFindExpress (SAMS) prior to summer school/intersession start.• If VT assigned as primary teacher for a classroom, change default in SmartFindExpress (SAMS) from SVT to SIVTL and change hours to 5.• If VT is subbing for a teacher during summer school or intersession, change default in SmartFindExpress (SAMS) from SVT to SIVT and change hours to 5.

4/23/2008

San Diego Unified School District 1

SmartFindExpress (SAMS) Information

A. How to Login? Two ways of logging into SmartFindExpress (SAMS):

1. Go to the sandi.net web page and click the Employment link located on the left side of page.

On the Human Resources Services Division page, click Substitutes, then the “SmartFindExpress (SAMS)” link (see below):

2. Or open up your browser and type in this web address (URL): http://www.sandi.net/personnel/hr/VT/visiting_teachers.htm

- Set this website as a favorite

4/23/2008

San Diego Unified School District 2

B. How to Login? (Be sure to read instructions) -Type in your Access ID (EmplID) and Pin number

C. SmartFindExpress (SAMS) Information to Read - Once you log in scroll down to view important announcements and

information. Click link on menu to create absences, vacancies, run reports, etc.

4/23/2008

San Diego Unified School District 3

D. Professional Development Budget Information Page

1. Enter or copy and paste this website in the internet address (URL) http://www.sandi.net/personnel/subs/prof_dev.asp

- Set this website as a favorite

2. Open and view the Professional Development Budget Information page as shown below.

4/23/2008

San Diego Unified School District 4

3. Select Category or multiple categories, Keyword (not required) and Course Dates (not required) and select the ‘Search’ button.

4. Results display, locate the workshop and copy the account code

needed. (Click on the ‘Copy’ link)

4/23/2008

San Diego Unified School District 5

5. Open up PeopleSoft Time and Labor, paste into the Combo Code field for the substitute by right clicking and selecting ‘Paste’. Remove the words “Account Defaulted” from the Comments field.

Click the button when all appropriate information has been entered. Note: When the system defaults a combo code (budget number) for visiting teacher time, two things happen. First the combo code field is filled in Time and Labor and second, ACCOUNT DEFAULTED appears in the Comments field. When you update the combo code, just delete the portion of the ACCOUNT DEFAULTED section in the Comments field. This will cause the time to disappear from your Blank Account Codes report. If ACCOUNT DEFAULTED is left in the Comments field, the time will continue to show on your report even though you have changed the combo code. Where the Comments field has more information than just ACCOUNT DEFAULTED, delete only the ACCOUNT DEFAULTED words. The rest of the information is helpful to preserve since it documents who was absent.

1/22/2008 1

Verifying Jobs in SmartFindExpress (SAMS) As part of the district's effort to reduce overpayments, timekeepers will need to "verify" in the SmartFindExpress (SAMS) system that substitutes assigned to your location actually showed up and worked the assigned jobs. As of January 28, 2008, substitutes will not be paid unless the jobs they worked have been verified in SAMS. Timekeepers must verify all jobs in SAMS by the day before the timekeeper cut-off for each payroll period at the latest. However, it is strongly recommended that timekeepers take a few moments each day to verify the previous day's jobs. To verify jobs, you'll need to have at-hand the printed substitute sign-in sheet for the day(s) you want to verify; then follow the steps below.

1. In the SmartFindExpress (SAMS) system, select Job Inquiry/Reports.

2. In Job Type, select "All". In Job Status, select "Finished". In Sub Status, select

"Filled". Then enter the date range (Search From date and To date) of the jobs you want to verify. If verifying daily, enter the previous work day. Click Search.

Note: If you are a timekeeper for multiple locations, click "More Search Options" and in Location, select the location you want to verify jobs for. (Timekeepers for only one location need not select a location as it is pre-selected for you.)

1/22/2008 2

3. Scroll down to view the search results. With your substitute sign-in sheet for the date(s) selected above in-hand, indicate the jobs which the substitutes actually worked (signed in) in either of the following ways:

• Manually click the checkbox for each job for which the substitute signed in.

-Or-

• Click Set All to Verify. This automatically checks all the jobs' checkboxes. If not all jobs were actually worked by substitutes, remove checkmarks for those you do not want to verify by clicking the checkbox.

4. Click Save Verified.

1/22/2008 3

5. The message "Jobs successfully verified" appears at the top of the screen. The verification process is complete and the time for those substitutes will be loaded into PeopleSoft Time and Labor.

If you have questions or need further assistance, please contact the Substitute Help Desk at 619-725-8090.