Summer School Time Reporting Guidelines 2020

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Ensure accurate and timely reporting of hours worked during the 2020 Summer School Session with guidelines on payroll reporting, time approval processes, and handling reporting errors. Obtain access to necessary systems, obtain employee roster lists, and report non-core hours correctly. Remember to certify all time by the payroll cut-off date to avoid errors. For further details and training materials, visit the provided website. Contact Human Resources for any issues or queries.

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2020 Summer School Time Reporting Presentation June 10, 2020

Payroll Reporting Tips for 2020 Summer Session Payroll Reporting Tips for 2020 Summer Session Verify accessto Summer School Pool (1014801) and assigned summer site on the first day. IMMEDIATELY contact Human Resources or Personnel Commission if you do not have access to summer school pool and/or summer site. Human Resources: 213-241-6131 Personnel Commission: 213-241-7800 Obtain your site's summer session employee roster list from the Administrator. No time (i.e.Ztime, differentialsand other special assignments) should be anticipated before the actual hours are worked or beyond the payroll cut-off date. Use the chart below to report/approve time for the summer session. Payroll Area Payroll Cut-Off Date Payroll Reporting Period Pay Dates Semi-Monthly Off-Cycle (Classified & Certificated) Semi-Monthly Classified Certificated Semi-Monthly Off-Cycle (Classified & Certificated) Tuesday, June 30, 2020 Thursday, July 2, 2020 Thursday, July 16, 2020 Thursday, July 23, 2020 Tuesday, July 28, 2020 Friday, July 31, 2020 Wednesday, August 5, 2020 June 24 - June 30 June 24 - June 30 July 1 - July 15 July 1 - July 28 July 1 - July 28 July 16 - July 28 July 1 - July 28 Wednesday, July 8, 2020 Thursday, July 10, 2020 Thursday, July 23, 2020 Friday, July 31, 2020 Wednesday, August 5, 2020 Friday, August 7, 2020 Wednesday, August 12, 2020 For Time Reporting and Communications related training material, refer to the Payroll Administration web page at https://achieve.lausd.net/payroll. Any questions regarding summer time reporting, or general time reporting, please email PayrollSupport@lausd.net or call Payroll Customer Services at (213) 241-2570, Monday - Friday, 8:30 AM - 1:30 PM.

Time Reporting and Time Anticipation Because the summer session is offered for a brief period, it is imperative to report and approve hours worked during this time accurately and punctually. Please read the following guidelines from BUL-6638.0, Time Reporting and TimeApproval Policy (April 4, 2016) to ensure successful time keeping and time approval processes are practiced. Time must be reported and approved every Friday by 6:00 p.m. Time must be reported and approved by 6:00 p.m. on the payroll cut-off date for each payroll area. 3

Time Reporting and Time Anticipation,continued Report non-core/additional hours (Z-time, overtime, SAXB, etc.) that are worked through the payroll cut-off date only.Any non-core/additional hours scheduled after the cut-off date should be reported after the time has been worked. Pay for time worked after the payroll cut-off date will be accounted for and processed during the next regular off-cycle or major payroll run. All employees time MUST be carefully reviewed and certified by the payroll cut-off. Anticipation of hours beyond the current pay period is not an acceptable practice and should not be performed. See the 2020 Summer Payroll Procedural Guide for time reportinginstructions. 4

Time Reporting Errors If you are unable to time report an employee and the error generated displays the message No Authorization for Personnel Number or Not Authorized to Maintain Data for Personnel Number , immediately email a screen shot of the error displayed to SAP Security Team at sapsecurityteam@lausd.net for review and resolution. If any time reporting errors generated display the following messages, immediately email a screen shot of the error displayed to Payroll at payrollsupport@lausd.net for review and resolution. Combination not allowed A funding line is required for this pool employee Functional area XXXX-XXXX-XXXX does not exist 5

M &O Time Reporting for Building & Grounds Employees M&O Field Offices will monitor and report time for school based employees during the summer. Time keepers and approvers should confer with their Plant Manager and/or Operations Program Manager (OPM) about the submission of timecards, specifically for employees that are part-time, provisional or on a paid leave. 6

Time Reporting Transactions Use the following Time Reporting Transactions to time report and time approve. Job Aids can be found in the 2020 Summer Payroll Procedural Guide. Time Report Summer Hours in the Time Entry Sheet (CA T2) for Summer Assignments. T eacher Leaders in the high school program do not have PERNRs. Time report T eacher Leaders on the regular Employee Number and use Data Entry Profile, AA-HRS-1 . Time Report Summer Hours in Time Entry Sheet (CA T2) for Substitute T eachers. Use Time Code RGSD . The RGSD Time Code enables eligible Substitute T eachers to receive payment of the summer incentive differential (1.09224 times the hourly pay rate). 7

Time Reporting Transactions,continued Use Approve Working Times (ZCA TS_APPR_LITE) to approve time entered by the time keeper. Use Time Reconciliation Report (ZTIMRECON_SCHOOL) to identify employees that have reported time entries, but are not approved. Use Display Working Times (ZCA TS_DA) to view entries made by the time keeper. Copy and paste PERNR Numbers in the Multiple Selection field. 8

Food Services Time Sheets* Food Service Managers must email the FSDTimesheet to FSDSummer@lausd.net. The timesheets are due to the Food Services Division every Friday by 1:00 p.m. starting on June 15, 2020 toAugust 14, 2020. FSD timesheets should ONLY be faxed if the Food Services Manager is having problems with their e-mail and/or scanner. Use the following fax numbers to fax the timesheet by school name-first letter: * For confirmation of the above information, please contact Food Services Division at 213-241-1554. 9

Code Usage/Entitlement CODE USAGE/ENTITLEMENT Holidays Legal holiday entitlement during the summer session is determined by the work schedule in an employee s assignment record. SAP automatically generates holiday pay for eligible employees. Relief Time Relief time for eligible programs should be reported by charging the appropriate receiver account. PaidAbsence Pay is allowed for protected and unprotected absence due to Illness, bereavement, jury duty, kin care, personal necessity, and military service, under the same limitations that apply during the regular school year. Illness is deducted from the employee's illness quota balance on an hour-by-hour basis. Refer to the appropriate bargaining unit contract for the number of days per fiscal year allowed for personal necessity absence. Use of personal necessity is charged to both the personal necessity and full-pay illness quota balances. Note:All time reported for absences is not eligible for the summer incentive differential. 10

Time Reporting Documents Document Number California Paid Parental Leave for Eligible DistrictEmployees BUL-6861.0 Certification/Requestof AbsenceForms BUL-6307.5 Legally-Mandated Paid Sick Leave for Eligible Employees BUL-6529.1 Reporting California Paid Parental Leave for Eligible Employees REF-6874.0 Time Reporting and Time Approval Policy BUL-6638.0 Reporting Paid Sick Leave for Eligible Employees REF-6528.1 OvertimePolicy - Classified Employees BUL-5996.1 11

Contact Information Office Telephone Number BenefitsAdministration (213) 241-4262 Beyond the Bell Branch (213) 241-7900 Division of Special Education Extended School Year (ESY) (213) 241-6701 Classified Employment Services (Classified Personnel) (213) 241-7800 Human Resources Division (CertificatedPersonnel) (213) 241-6131 Certificated SubstituteHelpdesk (SubUnit) (213) 241-6117 Food Services Division (213) 241-6409 InformationTechnology Division (213) 241-5200 Division of Risk Management (FMLA, Absence Management, WorkersCompensation, Reasonable Accommodations) (213) 241-3954 Payroll Administration (213) 241-2570 12

Contact Information,continued LOCAL DISTRICT ADMINISTRATIVE ASSISTANTS Local District Operations Instruction Telephone Number Local District Central Teresa Landazuri Annabel Cortez (213) 241-0126 Local District East Ana Chung (323) 224-3100 Local District Northeast Shelly Williams Milton Montecinos (818) 252-5400 Local District Northwest Gabriela Mojica Corrine Lopez Lisette Beltran (818) 654-3600 Local District South Lynette Cortinas Susana Romo (310) 354-3400 Local District West Tanya Arias Lorena Rivas (310) 914-2100 13

Contact Information,continued FISCAL SERVICES MANAGERS Name Local District Telephone Number Local District Central Jannette Low (213) 241-0143 Local District East Aurelia Zamudio (323) 224-3170 Local District Northeast Chris Iya (818) 252-5475 Local District Northwest Robin Foster (818) 654-3710 Local District South Woineshet Gebeyaw (310) 354-3422 Local District West Brenda Dobson (310) 914-2121 14