Only Finance Admins have permission to create Pay Grades and Pay Allowances.
Do you need to add a full or half-day rate for a staff member?
With Clipboard's Timesheets module, it is easy to manage the hours worked by Casual Relief Teachers like other casual staff at your school! Below is a guide on how to do this.
Pay Grades and Pay Allowances:
As our Timesheets module works on an hourly rate basis, and Casual Relief Teachers are paid in set amounts for half or full days of work (also known as a day rate), we advise that separate $0 Pay Grades are created and Pay Allowances are used to determine pay for a half or full day of work. With the $0 Pay Grade, the hours worked won't be calculated based on an hourly wage. Instead, they will be calculated using Pay Allowances with the dollar value showing on the Timesheet Export for Finance Admin. There are two options for how to set this up:
Option 1: Opt-in Pay Allowance
The first option is to have the Pay Allowances be opt-in, meaning the Casual Relief Teachers will need to tick the box to add the Pay Allowance when adding their hours. Our system is not able to choose the Pay Allowance that is applicable due to the hours they add to their Timesheet, so the Casual Relief Teachers will have the option to choose between a half-day or full-day Pay Allowance.
Create two Pay Allowances: one for half-day work and one for full-day work. Choose to apply them as opt-in.
Create a Casual Relief Teaching Pay Grade with $0 Pay Rates and attach both half-day and full-day Pay Allowances to this Pay Grade.
Create an Activity for Casual Relief Teaching and select the default Pay Grade to be Casual Relief Teaching. You may need to create a separate Department beforehand if this Activity doesn't fit under an existing Department category.
Attach this Pay Grade to the Casual Relief Teachers' profiles ensuring they have Paid on Timesheets -'Yes' marked.
Option 2: Automatic Pay Allowance:
The second option is to have the Pay Allowances be automatically applied when Casual Relief Teachers add their hours. This will need two Activities and two Pay Grades to be created for separate Pay Allowances to be automatic. This way the correct Pay Allowance will be automatically applied when the Casual Relief Teachers add their hours to the respective Timesheet for the Activity.
Create two Pay Allowances: one for half-day work and one for full-day work. Choose to have them apply automatically.
Create two Pay Grades for half-day work and full-day work, both with $0 Pay Rates and attach the respective Pay Allowance to each Pay Grade.
Create two Activities for Casual Relief Teaching, one for half-day work and one for full-day work and select the default Pay Grades for each Activity to match the respective Pay Grade. You may need to create a separate Department beforehand if this Activity doesn't fit under an existing Department category.
Attach both Pay Grades to the Casual Relief Teachers' profiles, ensuring they have Paid on Timesheets - Yes marked.
Here are help articles on Creating Departments and Creating Activities.
Scheduling Sessions:
When it comes to how Casual Relief Teachers add their hours to their Timesheets, our schools use two options to manage this. They either schedule half-day or full-day work as Sessions (just like for other Activities), or they choose not to schedule Sessions and leave Casual Relief Teachers to add their own hours. Both options have benefits and drawbacks, which I will highlight.
Option 1: Add Hours to a Timesheet from a Session in the Schedule
This first option relies on Sessions being created, either by an Admin of the Department or Manager of the Activity, or by the Staff users themselves if they are given that permission under Extra Staff User Access Options. These Sessions should be created with the start and end times reflecting the hours they are asked to work (either half-day or full-day). The Staff assigned should be the Casual Relief Teacher, and no student or Team should be attached to the Session, so there is no requirement to mark the roll.
By creating Sessions it also means that Timesheets will be automatically created for Casual Relief Teachers, if they are scheduled to work a Session for an Activity within a Pay Cycle. Check out this article on Adding Hours to a Timesheet.
This option best matches the above Option 2: Automatic Pay Allowance, as Sessions can be created for separate Activities, marking whether they are for half-day or full-day work, and the Pay Allowance will be automatically calculated.
Option 2: Add Hours to a Timesheet for a Session not in the Schedule
The second option leaves the responsibility of claiming hours worked to the Casual Relief Teachers, as the Timesheet will not alert them that they have Sessions to log if there are no Sessions scheduled for them. Consequently, Casual Relief Teachers will need to add hours as 'not in Schedule', meaning their Timesheet will appear as 'Flagged' and they will be required to provide an explanation for adding the hours. Check out this article on Adding Hours for a Session not in the Schedule.
Not scheduling Sessions means that a Timesheet will not be automatically generated for each Casual Relief Teacher. Instead, they will need to manually create a Timesheet for each Activity within a Pay Cycle. Here is an article with more information on Creating a Timesheet.
This option best matches the above Option 1: Opt-in Pay Allowance, as it allows Casual Relief Teachers to enter their own hours on their Timesheet and choose which Pay Allowance applies (half-day or full-day).
FAQ
How should I schedule meetings for the coach so they can be paid with timesheets?
Does the meeting relate to any particular sporting Activity for the Coach? Ie. The meetings are to discuss Basketball. If so, it would be best to create Sessions in the Schedule for each meeting, with the start and end times reflecting the hours required and assign the coach as the Staff on the Session. You don't need to attach a Team or student, as there's no need to mark the roll. Each Session could be within the Activity the meeting relates to, such as Basketball.
How do I add hours from a previous day?
If you have forgotten to log hours for a session that occurred on a previous day, you can add those hours to a Timesheet from a Session in the Schedule, which you can follow the instructions in Option 1 above.
If you have taken up a Session that is not in the schedule on a previous day, you will need to add those hours into the Timesheet as a Session not in the Schedule, which you can follow the instructions in Option 2 above.