Overview Accunting fr hurs wrked utside f an emplyee s nrmal schedule can be recrded as nn cntracted hurly, secnd jbs, additinal duty hurs, r vertime. Prcedure Additinal Duty Hurs hurs wrked by exceptin time reprters, perfrming their regular jb which requires them t wrk extra hurs. All additinal duty hurs must be pre apprved by a supervisr. Overtime hurs wrked by psitive time reprters perfrming their regular jb which requires them t wrk extra hurs. All vertime hurs must be pre apprved by a supervisr. Secnd jb hurs wrked by an emplyee perfrming a different psitin than their regular psitin. This wuld include summer psitins and part time instructrs. Secnd jb hurs are recrded in the PepleSft system using the emplyee s secnd jb recrd. Nn cntracted hurly hurs wrked by any emplyee utside their regular jb fr special activities apprved by the prject r department manager. This n lnger includes regular vertime perfrming an emplyee s regular jb. 1. Fill ut the tp prtin f the NCH Apprval and Set Up Frm Include Yur name as the Requester The Wrk Start Date and Wrk End Date these are the dates the NCH apprval will cver Descriptin f Activity must be filled ut and shuld cntain enugh detail t explain the purpse f the hurs and will be prvided t auditrs in the future t supprt use f specialized funding. 2. Fill ut the Participant sectin ensuring the cmpletin f all fields Emplyee ID Include the emplyee number f each emplyee that will be claiming hurs against the NCH Emplyee Name shuld be listed as first name last name Authrized Hurs Authrized hurs is the number f hurs assigned t the listed emplyee. This number shuld be prvided t the emplyee and tracked against actual hurs used Set Hurly Rate If the NCH has a specified district rate that shuld be listed, if nt, the average rate fr the emplyee s psitin shuld be used. The set district rate and average rate by psitin is available n the ERP SharePint Amunt Budgeted Authrized Hurs per emplyee multiplied by Set r Average Rate. Ttal shuld include all budgeted amunts multiplied by the current annual benefits rate Task Prfile ID If a Task Prfile ID already been established fr the chart string being used fr this prject/nn cntracted hurly, cmplete the infrmatin Task Prfile ID Descriptin Enter the descriptin fr the Task Prfile ID Page 1
1 2 3. Get the apprpriate signatures (e signatures) Principal / Dept. Head the principal/department head s respnsibility t ensure there are apprpriate funds within his/her budget fr the Ttal Amunt Budgeted n this request Fund Admin / Prject Manager is the fund administratr/prject manager s respnsibility t ensure there are apprpriate funds within his/her budget fr the Ttal Amunt Budgeted n this request Budget The apprval then needs t rute t the applicable budget analyst/finance accuntant Grants The apprval then needs t rute t the applicable grant administratr Executive Directr/Chief/Deputy Superintendent These signatures are nly required if the ttal amunt budgeted is greater than $10,000.00 Page 2
3 4. New Task Prfile ID Request shuld be filled ut with the apprpriate chart string if a new task prfile ID is needed (ne des nt already exist check list f Task Prfile ID s available n SharePint) 5. After final apprval, the frm shuld be ruted t the Business Systems Department business analyst t ensure the Task Prfile ID is established and accurate fr the infrmatin prvided. If nt, a Task Prfile ID will be established. 4 5 6. The frm will be returned t the Secretary/Fiscal Assistant/Bkkeeper fr the assigned cst center. Page 3
7. The Secretary/Fiscal Assistant/Bkkeeper will then ntify applicable emplyees f the Task Prfile ID # assigned and activity and hurs allwed under the Task Prfile ID prvided. 8. Authrized Emplyees shuld use the Task Prfile ID when recrding hurs via a Time Sheet r WebClck 8 Page 4
8 End f Prcedure. Cngratulatins! Yu successfully cmpleted Nn Cntracted Hurly (NCH) Apprval and Set Up Visit the ERP End User SharePint site fr mre infrmatin n this training, r t cntact supprt. Page 5