Substitute Guidelines

Transcription

1 Substitute Guidelines The following should provide information needed to effectively operate and maintain the accountability for the school s operational substitute budget. Substitute budget calculations include coverage for the following allocated positions: Nine (9) days for Classroom Teachers-CT (All functions 5XXX), Regular Guidance Counselors-RGC (Function 6122), Media Specialists-MS. Seven (7) days for Sick/Personal Leave and Two (2) days for Staff Development/Other Ten (10) days for ESE Paraprofessionals-ESE Para (Operational Funded only) for Sick/Personal Leave/Workshops Substitutes may not be used to create classes for which there is no budgeted position. Five Major Substitute Categories Classification Reason-Description Function Combo Code Day to Day Sub When a CT, RGC or MS is out 1-10 consecutive days on LOA, Sick or Personal 5160 Dept.#-SUB ESE Paraprofessional Operational Funded When an ESE Para is out 1+ days on Sick, Personal, Workshops or when the position is vacant 5161 Dept.#-SUB Long Term Sub Long Term Sub ESE Paraprofessional When a CT, RGC, MS is out 11+ consecutive days on LOA, Sick, Personal or from the 1 st day the position is vacant or a teacher is on LOA since the 1 st day 5169 When an ESE Para is out 11+ consecutive days on LOA, Sick, Personal or from the 1 st day the position is vacant or the para is on LOA since the 1 st day 5269 Dept.#-SUB xxxx The program number needs to match the program number of the position Dept.#-SUB xxxx The program number needs to match the program number of the position Instructional Staff Development Internal Accounts When a CT, RGC, MS attends a Workshop during school days When the school wants to fund additional substitute days with their internal funds 6402 Dept.#-SUB Dept.#-SUB Note: Schools are not to exceed their substitute budget which will be monitored monthly. Any overdrafts must be covered before year-end. If you have any questions or need additional assistance with substitute budgets, please contact your budget contact person. FY18 Substitute Hours Elementary School Level Day-to-Day Long-Term* Elementary -½ Hr Ext Day Elementary-1 Hr Ext Day Middle High Paid 6.5 hrs. On campus 7 hrs. On campus 8.0 hrs. Paid 6.5 hrs. On campus 7.0 hrs. On campus 8.0 hrs. Paid 8.0 hrs. On campus 8.5 hrs. Sub-One Supplement** Paid 8.0 hrs. On campus 8.0 hrs. Paid 8.5 hrs. On campus 8.5 hrs. *Long-Term Vacant Position; a Position that has a sub for more than 10 consecutive days **Sub One Last Quarter of School Year

2 Important Substitute Budget Information Professional Development- Some departments at the School District are able to provide substitute funding for training offered by their department. In those instances, the sponsoring department will provide the funding information to use. Grant funded positions- Substitutes used to cover grant-funded positions should be paid from the same grant funding. Contact the Grant Administrator for assistance with setting up funding. IDEA ESE Paraprofessionals- Substitutes must be paid from the grant. The schools will need to contact Linda Guzman in the ESE Department in order to set up the funding for your school s ESE Paraprofessionals funded by the IDEA Grant (Fund 4253). Once the budget is set up, Linda will the school and copy the Budget Department to set up a combo code. Long-Term Substitutes- In the event of a vacancy or leave situation for positions funded through the operating budget (including ESE paraprofessionals), a Long-Term Substitute Teacher Funds Request Form (PBSD 2166) must be submitted monthly. (Instructions and an example are provided on pages 5 & 6) New Positions- Nine (9) subs days must be purchased for new positions purchased. ($873-FY18 Cost) Internal Accounts- If a school elects to fund additional substitute days through their Internal Accounts, the school should use combo code Dept. #-SUB , supplementary payroll, which will be billed to Internal Accounts by Accounting. A check must be sent monthly to Accounting for the balance due. Suggestions for Analyzing Substitute Expenditures 1. Is the correct budget being charged for subs? Sick/Personal days Function 5160 Professional Development Function 6402 Teachers used as subs Dept.#-PRT ESE Paraprofessional subs in operating Function 5161 Long-Term Subs/Vacancy Function 5169 (teachers), Function 5269 (ESE paraprofessionals) 2. Are subs for grant funded Teachers/ESE Paraprofessionals being charged to the Grant? This includes Title l, IDEA, etc. 3. For long-term subs, has Form PBSD 2166 been submitted for each month? One form is needed per position every month, or when the employee returns, or when the position is filled. 4. Has the budget been transferred to from 5160/ to cover teachers used as subs? 5. Are In-School Suspension subs (ISS) being charged to program 3020 combo code: Dept.#-SUB ?

3 Substitute Tracking Tools 1. Budget Expense Tracking Report (BETR) The Budget Tracking Report is a monthly report that is designed to quickly highlight areas of concern (red, yellow, green) in your school budget. The report is pushed out to each school s online budget folder monthly and is available to principals, regional and instructional superintendents. Navigation Windows Explorer Files > \\pbfinman\2018budget\schools\xxxx\betr

4 Substitute Budget Calculator- A substitute budget worksheet is available on the Budget Department website to assist with monitoring your day-to-day substitutes used. As total hours are entered for substitutes worked each pay period, the calculator will keep a running balance of the remaining budget in the green box. Navigation District Homepage > Departments > Budget > Welcome to Budget > Resources and Tools > Substitute Budget Calculator > Open The worksheet can be saved to your computer. At the bottom of the worksheet, there are two tabs, 5160 and To set up the calculator run a Budget Overview to get the amounts to enter in the yellow boxes. Sick/Personal Dept. # (Fund) (Function) (Program) Staff Dev. Dept. #-1000 (Fund) 6402 (Function) (Program)

5 Long-Term Substitute Teacher Funds Request Form PBSD 2166: 1. Form PBSD 2166 must be submitted to the Budget Department monthly. Once this form is received, a budget transfer is processed moving funds from the vacant or leave position (if applicable) to cover the long-term substitute, Dept.#-SUB Program (teachers) OR Dept.#-SUB Program (ESE Paraprofessionals). 2. It is recommended that you complete Form PBSD 2166 for each long-term substitute (per position) and enter the start date for the 11 th day or first eligible long term sub day. The end date is when the teacher or ESE paraprofessional comes back from leave or the position is filled or if it is the end of the month. 3. At the end of each month or upon the vacancy being filled, or the return of a teacher or ESE paraprofessional on leave, school must submit the form and send it to the Budget Department. Send to: budgetservices.lts@palmbeachschools.org

6 When Can I Use a Long-Term Substitute? 1. Vacant Positions From the first day a substitute is used for a vacant position, the long-term substitute combo code Dept.# -SUB1000-5x69-xxxx should be used. Please note that long-term sub s funding is charged to the same fund and program that the position is funded. Verify how the position is funded. If the appropriate combo code does not exist, contact Tracey Coleman (PX ) in Budget. 2. Leave of Absence If an employee is on Leave of Absence more than 10 consecutive days, the long-term substitute combo code is used from the 11 th day forward. For example: a teacher or ESE paraprofessional is out for 21 consecutive days, when entering payroll, the first 10 days will be charged to the day-to-day substitute combo code Dept.#-SUB x-xxxx. Then, the remaining 11 days will be charged to the long-term substitute combo code Dept.# SUB1000-5x69-xxxx. 3. Paid Leave of Absence and Unpaid Leave of Absence Regardless of whether the teacher or ESE paraprofessional is on Paid or Unpaid Leave, sub s documentation must be submitted to the Budget Department and documentation needs to be retained by school. Funding will be pulled from the funded position and placed in the long-term substitute account starting on the 11 th consecutive day.