1. PCA ADVENTURE NOVEMBER 1, 2013 Classified & Certificated Human Resources

2. When to Complete a PCA …  To fill any vacancy … Whether a newly created position or an established position  To change current established working hours or work days  To add additional hours or work days  To change a budget code for an established position  Classified - To request a substitute for an absent employee  Certificated – Stipends and/or additional hours outside of contract  When in doubt fill it out

3. How to complete a PCA … TOP OF FORM  CHECK TYPE: Whether Certificated or Classified  ASSIGN A NUMBER: YR – SITE ABBREVIATION – SEQUENTIAL #  DEPARTMENT/SITE: Department or site of requestor  DATE: Current date of request  REQUESTOR: Name of person requesting PCA  TITLE: Requestor’s Title  INITIALS: Requestor must initial by hand  PCA FOR EMPLOYEE NAME: If the PCA is for a current employee in a current position, please fill this out for any change or addition to the assignment.  CONTACT INFORMATION: Extension to call if there are questions.

4. How to complete a PCA … (continued) SECTION I: NEW POSITION/VACANCY REQUEST  CHECK TYPE: Check whether new position or assignment, a vacancy or to request a sub for a position where the employee will be on an extended absence.  JOB: This is the title of the job for which you are requesting a PCA (check with HR if you are unfamiliar with job titles).  LOCATION: This is the site or department that will be affected.  IF VACANCY: Name of employee you are requesting a replacement for.  RATE: To be used for requesting substitutes. Check with HR for rates of pay.  # HOURS: This is the number of hours to be filled.  START DATE: Date position is to be filled.  END DATE: No end date is needed unless position is temporary or a substitute.

5. How to complete a PCA … (continued) SECTION 2: EMPLOYEE POSITION CHANGE OR ADDITIONAL ASSIGNMENT:  This section is to be completed when the assignment for a CURRENT employee or an established position is to be changed or added to (this includes overtime or additional time). ALL INFORMATION MUST BE COMPLETED.  ALL INFORMATION ON CURRENT ASSIGNMENT  WHAT CHANGES/ADDITIONAL INFORMATION IS TO BE MADE ON CURRENT ASSIGNMENT  End date should only be entered when change or addition is temporary

6. How to complete a PCA … (continued) SECTION 3: JUSTIFICATION:  All PCA’s MUST have a justification. SECTION 4: BUDGET:  All PCA’s MUST have a budget number.

7. What now?  Scan PCA and email the scanned copy to the appropriate department:  Certificated: Mary Ludvigson & Jamie Wild  Classified: Lisa Smith & Kathy Brown IF PCA IS SCANNED AND SENT, DO NOT MAIL A HARD COPY.

8. What happens after HR receives it?  First Stop  Human Resources This is where we determine what actions may be necessary to hire or change an employee’s status (this includes budget changes). Log it Route for Signature

9. What happens after HR receives it?  Next Stop  Classified Assistant Superintendent Business Services Signature This is where it is determined if the request is valid and if we are following protocol. Director, Classified HR Signature Fiscal Services Budget verifications Categorical approval Signature

10. What happens after HR receives it?  Next Stop  Certificated Assistant Superintendent HR, Certificated HR Signature Accounting/Fiscal Services This is where it is determined if the request is valid and if we are following protocol. Categorical approval Budget verifications/Tracking Signature Assistant Superintendent Business Services Signature

11. PCA is Approved. Now What?  HR will scan original/approved PCA back to the requesting site/department PLEASE NOTE ANY NOTATIONS WRITTEN ON PCA (SPECIFICALLY BUDGET STRINGS, HOURS, RATE OF PAY).  Questions: Call HR

12. Next… HR will enter the information in Digital Schools and produce a status change for payroll. This may not happen for a while if HR needs to recruit and hire someone for a position.

13.  Payroll  Time Sheets Timesheets that are categorically funded must have a budget code. The budget must be the same as what was approved on the PCA. Please refer to the scanned PCA for the correct budget code(s). This will help payroll process timesheets quickly. If the budget does not match, it disrupts the payroll process and causes a delay and interruption in Human Resources. Note the PCA number on the timesheet. This allows for quicker processing of timesheets.

14. INFORMATION TO REMEMBER…  Because of the signature process, a PCA Authorization can take upwards of 2 to 3 weeks.  For recruitments, no position will be posted or filled until the PCA is approved.  All positions and their funding must be approved by the Board of Education.