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Substitute Timesheets - How to Video

Added Mar 15, 2021 •

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Learn how to access, complete, and submit a substitute timesheet using MBUSD's online forms.

Show Transcript

hi and Welcome to our quick overview on how to complete the substitute timesheets using their online inform Cato platform the easiest way to access the most current time sheets or through the district's website navigate from mbusd.org website to the payroll information page as shown on the screen you just goes through departments business services and then select payroll information we're actually going to do a quick walk-through of the substitute timesheet following this path first we would open the District web page we would navigate my hovering over departments going over to business services and down to payroll information it went you're on this payroll information page scroll down slightly so you see the link for the timesheet and see if there's other timesheets there's overtime we are just going to look at substitute we click on the link and it takes you to the informed K12 platform in from K-12 is just the way for us to collect information from our forms online and to Route these hours for pool that we need in order to pay the first step is just to complete fill out your name and your email address now as a substitute you may not have a district team so you would just put your personal email address in there here's just doesn't have to be me with these whatever your name is and then you would just click what you back that's the form you say that looks very much like a time sheet that we use on paper and it is very much the only thing is it has data fields that you would fill out instead of paper as you access inform you'll see that there are red Fields these fields are required information but also in terms of navigating because this is a timesheet that you may turn in every few weeks or every once in awhile you wouldn't turn this in Daily you're going to keep track of all the time that you have and substituted over a specific pay. And then submit it so if you want you can fill this out on a daily basis and then save progress here if you could save progress you're going to be sent a link to the email that you put in the beginning and you also get a pop up here that shows you how to access the forms you can always go back and add additional information to the form until you are ready to submit it for approval but this is a great tool for you to use so again you're going to fill out the acquired information these forms are filled out by sight or department so if you're substituting at a specific school as a teacher you're going to pick that School site if you are substituting as a teacher over one. Multiple sites please do turn in a separate sub timesheet for each site if you are substituting for buildings trade person operation worker and you're working across multiple sites just select your department to submit it for and add which sites you're working at in these fields here so let's assume we are substituting as a teacher and we're substituting at Grandview and we are certificated we're simply going to come down here click into the first row and we're going to put in the dates times that we worked you'll see in and out one for your morning so you took a lunch break and you're going to have in and out too and you'll see you'll see that it will automatically calculate your daily hours now for a teacher substitute we recognize the hours either full day or half-day separate don't worry the payroll is going to add that information here under days but it is good always have a record of the hours that you worked so this will be added if you were teacher sub however this substitute timesheet if you weren't a teacher and you were substituting for a Building Trades person or an operation worker you would be payroll will be looking at the hours okay so we're just going to move teacher substitute teacher professional development through and still we're just going to say you're doing something we have the same schedule born to do this and if it's 6 a.m. exactly the same information and then let's say on Wednesday Mister math is back but you still do have to work a couple hours in the morning so you can just keep adding as your substitute again please do this if you are a teacher if you are a operations or tradesperson please do it by your department whether it's at the district offices or what is maintenance and operations once you have finished your substitute timesheet on your satisfied with everything being correct you're going to click here to sign to sign you can simply type in your name and it will use a van signature or if you're working on an iPad or tablet you can actually draw sign on that and you can save your signature I'm using a cursor so it's very hard to do so I'm just how to use the type one but whatever is proper you can save this for future if you want to hear just going to add signature once you got in your signature you find it then you're going to send it on for Sight review so again this is the site where you work at if your substitute teacher you're going to send it on to Grandview right cuz that's where you we in this example where we worked if you were substituting for across multiple sites you would probably just send it to you your maintenance and operations for review if you have questions on this just reach out to the person you're working with directly and in the office at the school site would probably be able to direct you where to but we are going to Grandview but we're really just doing a test copy yourself or you could copy somebody else on your middle and here you can write a message to the pipe reviewer who's going to review and move it on for the supervisor to approve and then you hit send send to the recipient and you are so as a substitute you have just submit your timesheet and if this is all you need to do then you can stop the video here and start working if you're comfortable with that again looking at payroll information page navigate back to that quickly you will see that there is a PDF how to guide for the sheets as well as little video how to guys which is what we're doing here so you can always refer back to that now if you you are interested in learning what happens next in the process with the site review and supervisor signature yeah you can welcome to stay on and we'll just continue to walk through the PDF form so you can see that be a video as well so here's where we accessed substitute timesheet again going to repair all information page just to recap we put in a name and an email address where we will be able to see you confirmation that the form was approved and also this is the email where if there are Corrections needed you would be sent a link after you to reopen your form and make Corrections so it is important to have a good email address in this is a quick reminder red fields are required yellow fields are optional but should be conformed should be completed fully so that they can be approved if the field is not highlighted it just means that it's filled out by someone house in the approval route maybe the supervisor of the payroll do you remember that you are able to save progress so you can fill out your timesheets on a daily basis staving the progress and not submitting them until the end of the pay. Org end of your assignment and remember that these are specific to sites or departments so if you're substituting on a campus and it needs to be approved by is that principle then you would submit by the site if you were working across multiple campuses for Department such as m n o r i t or security you would probably submit based on your department message is a visual of where those fields are red are required say progress is always at the top again once you're satisfied with the information on your form you would just click to here it gives you the pop up to add your signature and then once you've added your signature you're going to submit form submit form you'll see that there's a drop-down where you select the correct site or Department reviewer for your payroll sheet for your substitute pre-populate the email address for that person don't correct person at the site who reviews of payroll and then go on from there so we just did step one which is filling out the timesheet next to goes to site review so this is the person that can file payroll for the site or department they reviewed for accuracy that were turn it to you again this is why your email is so important if if Corrections are required or needed they're going to send this one back to you you'll get an email that says please correct or whatever questions they need resolved don't you know how to link for you to re-access your form make Corrections and resubmitted once the site review proves it it moved forward 4 things supervisor signature and again the supervisor can request for correction if needed but hopefully with caught all issues at the step to the supervisor then can approve it and send it on for payroll for payment site reviewers are really just a crush so they can check for accuracy but they cannot change your dates or time listed so if this information is incorrect they will need to send it back to you for correction you being the substitute or whomever initiated it steam reviewers are able to add or change information before who you're substituting for and the reason for the funding source assuming that all looks good they're going to forward it on to the supervisor for free or if there is something that needs to be corrected or questions they may send it back to whoever initiated the form the sub who initiated it again this will be via email and request Corrections on it and they will generally this is why what Corrections they are looking for what questions they have assuming it's approved it goes to the supervisor of the supervisor again can correct or update information in the substituting for reasons and funding source only so if they see something they would also have to send it back to the sub to correct the form so you mean that all is well they would send it on to payroll assuming it needs Corrections again it would go back to the initiator one sterile receives it these are the fields yellow Fields here or what they can correct so they would add days if you're a certificated sub you would maybe paid on the sub days of full-day or half-day if you are a operations or classify what's up with some sort you may be paid on the hours only in this column would remain blank but this is something that payroll feels out so I generally you don't have to worry about that and then once they are satisfied with it they would just approve it and it would John and it would go into processing for payment so if you have questions on filling out any timesheets the best thing to do is call Business Services or your supervisor I put the payroll technicians extension here Mike's can an email or hear as well if you have questions about the informed K12 platform is something is not working for you technically then you can contact me and I can try to help you or you can contact him from Cato's 14 directly with the button at the bottom of their screen you'll see it with the red arrow hair highlighted a great support team so if you're having trouble accessing of form or your links not working from an email shout to them or me and we will help you with that but generally internal payroll how to fill out a timesheet where the funding goes to one night we can handle that with just a quick call to your supervisor or payroll so with that I hopefully you will be able to get started on filling out your substitute timesheet and please let us know if there are any questions

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