Announcements

Dear Timekeepers and Administrators,

Please be advised of the following system logic and processing requirements regarding substitute tracking on non-student and professional development (PD) days:

Frontline System Restrictions: The Frontline system does not allow assignments or vacancies to be created for days that are not regular workdays (such as professional development or non-student days).
Long-Term Substitute Eligibility: Only long-term substitutes are authorized to work on these designated days.
Manual Timekeeping Required: Because these days fall outside regular work schedules, any hours worked by long-term substitutes will not automatically transfer from Frontline to the Oracle Substitute timecard.
Action Required: School timekeepers must manually enter these hours directly onto the Oracle Substitute timecard to ensure that the substitutes are paid correctly and on time.

Thank you for your attention to this detail and for ensuring our staff is accurately compensated.

Substitute Teacher Payroll Guidelines

Substitute teachers will be paid by entering their time in Aesop so it transfers to the Oracle T&S timecard. Substitute teachers can only be used when students are in attendance unless prior approval is obtained by the HR Employee Support Center.
Schools must run the Aesop substitute sign in sheet daily for Sign-in Procedure by Substitutes. The signed form must be kept on file to document and support timecard entries for five (5) years. Time is due midday Monday after pay period ending date. Time entered after deadline but by midday Wednesday after payday, will be paid the Friday after payday.
Substitute teachers can only be paid when substituting for classroom teachers. Substitute teachers cannot be paid for substituting for administrative support employees, paraprofessional employees or any employee except classroom teachers.
Time must be entered in Half or Whole Day Increments. Time should be entered through Aesop and will transfer to the Oracle timecard then validated by timekeeper.

Long-Term Substitute Payroll Guidelines

When a substitute teacher has worked fifteen (15) consecutive days in the same assignment, a Long-term Substitute Rate will be paid to supplement the Regular Daily Substitute Rate.
The Long-term Substitute Rate will begin on the 16th day of substitute service and is not retroactive to the first day of the assignment.
Breaks in service (i.e. time off for illness or personal reasons, not working, changing locations, and time omitted, etc.) with no Sick & Safe leave after the substitute teacher has worked 15 consecutive days will stop the Long-Term pay and the 15 consecutive day requirement will start over.
The Long-Term Substitute Rate is calculated automatically by the Oracle Payroll System unless time is omitted (not entered) on the electronic timecard. If time is omitted on the electronic timecard, a long-term break in service will occur and long-term pay stops. Corrections to the regular time entry and the long-term pay entry must be made by immediately submitting the Substitute Teachers Time and Attendance Report.
School closure or in-service training days will not cause a break in service.

Sick and Safe Leave

Sick and Safe Leave was put into law by the Maryland State Legislature on February 11, 2018. Sick and Safe Leave is set up in Oracle and employees can see their balance on their Payslip and on the leave request screens. Substitute Teachers and Substitute Paraprofessionals can request to use Sick and Safe Leave via the Substitute Sick and Safe Leave menu option. Other temporary or substitute employees can request leave via the Leave Balances and Leave Requests menu option. If this is unsuccessful, the employee may submit the Sick and Safe Leave Request Form.

Resources

Contact

Contact Payroll Services through help.pgcps.org.