1. TODAY’S PRESENTATION Contacts ONBOARDING/STAFFING PAYROLL
Finding Staff
Attaching
Assigning Roles
People Not on TO
Subs
PAYROLL
EIS Payroll Cycle/Functions
EIS Reference Guide
2 UN Letters
Per Session Rules
SOLAS OVERVIEW

2. CONTACTS EIS Bulletin Board – Check for updates and deadlines
Payroll Support Liaison at your CFN and/or Director of Human Resources
CFN Budget Officer
HR Connect Secretaries Line –

3. ONBOARDING/STAFFING
Finding Staff

4. I need to find a_______
In this portion of the training, we will discuss various methods for finding staff to cover at your school. This will include-
Per-diem subs
ATRs
Leave-replacements
Regularly appointed teachers
Other titles (para, school aide, h-bank)

5. I need to find a __Sub____
WHEN SHOULD I USE A SUB?
Substitutes should be utilized in the case of short term absence.
WHERE DO I FIND A SUB?
Sub Teachers are found either by creating a vacancy in Sub Central or by calling in an appropriately licensed sub with whom you are familiar.
SubCentral System Telephone Access:
SubCentral System Website:
Live Help Desk: (Monday – Friday / 6:00 AM – 5:00 PM)
Help Desk address:
CAN WE NOMINATE NEW SUBS?
Currently nominations for new per-diem subs teachers is open. Per diem para hiring is closed. When para hiring opens, your CFN HR person will let your school know.

6. Substitute Teachers- Are they Eligible?
Log into PDPS screen

7. Substitute Teachers- Are they Eligible?
Option 1- Per Diem Payroll

8. Substitute Teachers- Are they Eligible?
Select Option 1 again- Enter School Location

9. Substitute Teachers- Are they Eligible?
A listing of the subs who are currently eligible to work will appear

10. Substitute Teachers- Are they Eligible?

11. Substitute Teachers- Are they Eligible?
View in Sub Central

12. Substitute Teachers- IMPORTANT
Per diem employees who work without authorization will not be paid. There will be no payroll overrides given and the unauthorized employee will be required to file a grievance to be paid. It is imperative that schools understand that unauthorized per diem substitutes may not work under any circumstances
Please note that simply having a file number, or holding state certification does not automatically authorize per diem service. Additionally, retirees as well as teachers on leave are not permitted to provide per diem service unless they have been authorized to do so.
Helpful Hint- You can go into PDPS and attempt to pay a teacher, without saving, as an extra level of assurance that the person is eligible.

13. Hiring an New Substitute Teacher- Nomination
Sub teachers are nominated in Galaxy-

14. Substitute Teachers- Nomination

15. Substitute Teachers- Nomination

17. I need to find an ____ATR____
WHEN SHOULD I USE AN ATR?
ATR should be considered to cover a long-term (6 weeks or more) absence or leave in the same license area.
ATRs should be requested through GALAXY
If an ATR is not requested for a long term leave, the school will not be eligible for Long Term Absence money.
WHERE DO I FIND AN ATR?
When requesting an ATR, Galaxy lists the available teachers to cover that leave. You can choose the replacement or have someone randomly selected.
Call your HR Director with additional questions.

18. I need to find an ____ATR____
Entering the request in Galaxy 2 1

19. I need to find an ___ATR_______
Important information on ATR Requests
Requests to have an ATR assigned to your school must be submitted before 2:00pm on Monday for the following week.
Requests to have an ATR reassigned mid-week cannot be accommodated.
The ATR Assignment Unit will not assign ATRs with a different license to cover a leave
In order to get an exception to hire an external teacher in restricted license areas, all ATR within license will have to be interviewed.

20. I need to find a ___Teacher____
There are several reasons why a school may need a teacher mid-year
Retirement (TRS receipt should be faxed to HRD)
Resignation (letter from employee with date of resignation sent to HRD)
Long-Term Leave (As mentioned, ATR should be considered first for leaves)
New Class Opened (due to register growth…etc.)

21. I need to find a ___Teacher____
Hiring Restrictions-
The following additional Hiring Restrictions will be in place for :
Biology, English Language Arts, Social Studies and Physical Education - All High Schools Citywide
Common Branches and Early Childhood  -  Brooklyn and Staten Island Schools Only
Physical Education -   Junior High Schools in  Brooklyn and Staten Island Only
Guidance Counselors - All Schools Citywide
*Since this list of exception areas is subject to change, you should always confirm with your Network prior to making an offer.*
  In special circumstances, schools may request exceptions to hire external candidates through their Network and Cluster.

22. Has the Person Been Fingerprinted?
Ask the candidate and then;
Check with HR Director
Has City Prints - No State Prints
OSPRA 104 Form-
Has State Prints- No City Prints
OSPRA 103 Form-

23. Does the Person Have the Appropriate License?
1) Check the resume and
2) State Website for Certificate Check

24. Does the Person Have the Appropriate License? cont…

25. Does the Person Have the Appropriate License? cont…
VERY IMPORTANT- An employee should not be called in to work without first verifying eligibility and license. We cannot pay anyone who does not have a valid credential and we can not have someone in the school who is not cleared. As always, please reach out to your HR Director if you have a question as to eligibility.

26. New To DOE- Have they Applied through Teacher Support Network?
Teachers with no prior DOE service must complete an online application through the Teacher Support Network (TSN)
Link to Application-
FAQ- 

27. I need a __Para______
Paraprofessionals can be hired from sub to full-time if your district is open and;
They have subbed for 25 days
They possess a Teaching Assistant-Level I from NYS
New Sub Para nominations are not being accepted as of the date of this presentation.
When/if nominations open, we will inform schools.
Sub paras are found either by creating a vacancy in Sub Central or by calling in an appropriately licensed sub para with whom you are familiar.

28. I need a __School Aide/ Family Worker…etc.__
If a school wishes to hire a new school aide and their district is open, they will need to submit a posting to their HRD for approval and posting in all schools in their District. Posting templates can be shared as needed. Schools will also need a fully-funded vacancy in Galaxy before a posting will be approved.
Nominations for new sub school aides is not currently open.

29. I need a __School Aide/ Family Worker…etc.__
B Pay Cycle vacancies are subject to hiring restrictions. HR School Support analyzes the excess/vacancy report in conjunction with the layoff list in order to lift/impose hiring restrictions Hiring restrictions are lifted as long as: There are no excessed individuals in the district/borough
There are no individuals in layoff in the district/borough
There is an approved vacancy in the district/borough
Once the district/borough is open for hiring, the position must be posted for a minimum of 10 days. A positing advertisement is sent to HR School Support by an HR Director. This posting is edited, posted electronically, and returned to the HR Director for advertisement at schools within the district/borough.
After 10 calendar days have passed, the school may select and intend a candidate The HR
Director must request the hiring restriction to be lifted by sending an , with the posting number, to HR School Support
HR School Support will then lift the restriction for that specific school and title

30. I need a __School Aide/ Family Worker…etc.__
As of today, please be informed that hiring restrictions have been lifted for the following titles in specific community school districts:
FAMILY WORKERS
Hiring Restrictions have been lifted for FAMILY WORKERS in the following community school districts:
 Districts 1, 3, 8, 10, 11, 15, 16, 17, 18, 19, 20, 21, 22, 24, 25, 26, 28, 29, 30, 31, 81, 88 and Staten Island High Schools
 EXCESS LIST IN EFFECT FOR DISTRICTS 2, 5, 6, 7, 9, 12, 13, 14, 23, M75, Brooklyn, Manhattan, Queens and Bronx High Schools
RECALL LIST IN EFFECT FOR DISTRICTS 4, 5, 6, 23, 27, 32, Brooklyn, Manhattan and Bronx High Schools
  SCHOOL AIDES
 Hiring Restrictions have been lifted for School Aides in the following community school districts:
 •         Districts 2, 7, 8, 9, 10, 11, 15, 17, 20, 22, 24, 25, 26,  27, 29, 30, 31, 75, 81, 88 and Staten Island High Schools
 •         EXCESS LIST IN EFFECT FOR DISTRICTS 1, 4, 6, 12, 13, 14, 16, 19, 21, 23,  28, 32, and Brooklyn, Manhattan, Queens and Bronx High Schools
 •         RECALL LIST IN EFFECT FOR DISTRICTS 3, 4, 5, 6, 13, 16, 18, 23, 32 and Brooklyn, Manhattan, Queens and Bronx High Schools

31. I need an ___H-bank______
There is an exception process for all H-Bank Administrative titles in schools.  This includes Community Assistant, Community Associate, Community Coordinator, School Business Manager and School Computer Technology Specialist titles.
It does not include Nurses, Physical Therapists, Occupational Therapists and Parent Coordinators*.
**Community Titles:  These positions require approval from both the cluster and Office of School Support.  There will be a thorough review of the schools budget on the current number of support staff, excess and overall ability to financially support the requested position.

32. My staff member is not attached to a job yet… What/Where can I check?
GALAXY has a new function where staff that has access to the Galaxy system can check the status of new hires getting attached to the job. The “Details” button gives you the hiring step your candidate is at.

33. ‘Why hasn’t this person attached?”
“We intended a teacher in Galaxy, but they haven’t attached.” If you “left click” on the icon, the screen to the left will appear. Select “Details”

34. Ff
Left Click

35. QUESTION: Does person have to bring in I-9 & OSPRA 103 forms IN PERSON in the walk-in center?
·         Answer: Yes, supporting original signed documentation for both OSPRA 103 and I-9 must be personally delivered to the designated walk-in center.
HR Connect Walk-In Center
Division of Human Resources and Talent
65 Court Street, Room 102 (between Livingston & Joralemon Streets)
Brooklyn, N.Y
The HR Connect Walk-In Center is open every business day from 8:30 AM to 5:00 PM.

36. The Famous I-9 form!
One of the required forms is likely the I-9 form. In order to maintain compliance with Federal regulations, all candidates without an electronic I-9 on file are required to submit an electronic I-9 form, even if a paper I-9 form was submitted previously. After they submit the electronic I-9 form, it must be verified in person before the staffing transaction will be finalized. To verify the I-9, they must report in person to the Walk-In Center below.
HR Connect Walk-In Center
Division of Human Resources
65 Court Street, Room 102 (between Livingston & Joralemon Streets)
Brooklyn, N.Y
Once they have completed all required forms as well as completing the new I-9 verification as mentioned above, they should finalize in our systems

37. STAFFING Steps to Placing New Staff on Payroll
Contact your HR Director
with new staff names, SS#, Subject areas
Vacancies declared in Galaxy – ensure job
has been created & approved
Candidates’ Fingerprints and license
clearance are required
Notify your payroll support liaison regarding all F-status personnel (needs cluster approval)
Leaves application should be sent both to HR Connect and copy to your CFN
HR Connect Fax:

38. Assigning Roles in Galaxy

39. People Not on Budget
There may be times where a person is not listed on your school’s T of O (because they are on payroll elsewhere). However, you may need to add them, to give them access to functions.

40. People Not on Budget

41. Payroll
EIS Payroll Cycle/Functions
Per Session Rules

42. PAYROLL BANK Q-Bank Pedagogues and Paraprofessionals (Q742 and Q744)
Q-Bank PDPS – Per Diem and Per Session
(Q746 F status and Q747)
E-Bank Hourly Support Staff (E745)
H-Bank Administrative (H740)
Z-Bank Administrative Hourly Staff (Z740)

43. EIS Payroll Cycles needed for 2.4
S Q 742 – Teacher, Secretary, Principal, AP’s, etc. (positive payroll)-only exceptions are entered
P Q 744 – UFT Paraprofessional (positive payroll)
B E 745 – Hourly staff including School Aide, Family Worker, & Kitchen/Cafeteria Staff. Important to remember that staff members will not receive payment unless time/hours are keyed in & confirmed.

44. Payroll Cycles in Per Diem/Per Session (PDPS)
T Per diem – Per Diem & F status Teacher or Secretary (daily coverage for absences)
U Per session – Additional service by Pedagogical staff (either before or after normal work day)
Be sure to refer to EIS Bulletin Board for payroll closing dates.

45. EIS Reference Guide
**EE Employee Eligibility- Fingerprint clearance only, must check license with CFN HR Director
Lookup – Locate information on a single person
2.4 Table of Organization – See complete list of school staff by payroll cycle
Current Staffing Information – See information on a
individual staff member (must use File/EIS # or EMP #)
Determine a new hire’s transaction finalization date for payroll
Determine a leave or any HR transactions finalization date
F4 employee window salary history – able to see individual anniversary date, salary step info & contractual increases (7.4.10)
Pay Detail – Complete info on single staff member’s pay check
13.3 Pay Stub – Compete info on single staff ‘s pay check
9.1.1 Payroll – Enter time/hours for hourly staff & adjustments
in current pay period. Also absences are recorded here.
9.2.2 Review payroll transactions –
NEW Payroll codes with explanation

46. 13.3 Payroll Register Prompt
Screen 1
Type 13.3

47. Check Stub

48. Your 2.6 Screen Inquiry by PTF
Column 1 (REC) Column 2 (PTF) Column 3 (FIN)
C = Current / Valid 1 = Awaiting Processing C = Completely Processed
H = History = Awaiting Processing A = Awaiting Processing
B = Terminated = Rejected or Deleted P = Pending Approval
4 = Awaiting Processing X = Awaiting Approval
6 = Transferred to Another District
7 = Finalized

49. 9.6 Electronic Funds
Screen 1
Type 9.6

50. 9.6 Electronic Funds
Screen 2

51. 9.6 Electronic Funds
Screen 3

52. 12.4 Bulk Jobs You can check the following screen against Galaxy.
RESPONSIBLE DISTRICT: XX TITLE: FY: SCHOOL: QXXX
JOB ID TITLE ORG UN QCK CD JOB COST EXPENDITURES AVAILABLE
GA1K2 TRTRD XXXXX
GA1RD SREPP XXXXX
GA23I SYSYS XXXXX
GA TRTRD XXXXX

53. Deadlines
Please adhere to deadlines posted on the Bulletin Board in EIS and Payroll Memos as necessary.
Payroll Administrative Memoranda:
spx

54. 2 UN Letters-Unauthorized Absence
These letters are used for employees who have failed to return or report to work because of 2 Scenarios :
Employee was on Leave of Absence and did not update their status
Active employee
2 Letters -1 original and then the follow-up letter both expressing the path to termination.
Ensure that these teachers are not given checks that they are not entitled to. Check individuals on direct deposit who should not receive payment for time not worked.
A sample “Unauthorized Leave” letter can be given to you by your HR Director.

55. PER SESSION
Any activity that is performed outside the regular school day.
All activities must be posted for 20 school days. A school log must be kept.
Once selected employees are paid through a funded bulk job. Principal must approve the time entered in EIS in order for payment to be processed.
Over the CAP (7 hours per day) approval, request send to your CFN for override. Include school DBN code, title (TR, SW, SY GC SU etc.), bulk job id, maximum hours and payroll month.
While working the per session
activity the employee may
earn sick days.
Principal Per Session activities must be submitted in the EIS Portal
for Superintendent approval prior enters payroll.

56. SOLAS OVERVIEW Who can use SOLAS? SOLAS Sample Maternity Leave
Back office Screens and Principal Recommendations

57. Self-Service Online Leave Application System (SOLAS)
Who can use SOLAS?

58. How do employees access SOLAS?
Employees can access SOLAS by visiting the system website: Note: SOLAS is compatible with Internet Explorer 7 or higher, Chrome, Mozilla Firefox, and Safari. To log into SOLAS: 1. Go to: 2. Enter your Network / ID user name (for example, JSMITH). This is the same user name you use to log into the DOE network, and matches your address. 3. Enter your Network / ID password. This is the same password you use to log into the DOE network. 4. Click “Login to Self-Service Online Leave Application” button. All communication related to SOLAS leave application will be sent to the employee’s DOE address. What is the direct fax number for SOLAS?

59. Maternity / Childcare Process
SOLAS SAMPLE
Maternity / Childcare Process
Trainer to log into SOLAS / Galaxy / etc. to demonstrate the process end-to-end

60. Maternity / Childcare: process overview
1-Employee submits application and supporting documentation *
5-HR Connect makes determination on the request
6-HR Connect enters leave into NYCAPS
2-Secretary verifies timekeeping and stops Direct Deposit (if applicable)
7-Employee is notified of all decisions along the way
1 – Employee can upload electronic documentation, or can fax hard copies (which will be scanned in by HR Connect). If documentation is not submitted within 21 days the leave application is automatically denied by SOLAS.
NOTE: If the employee attempts to submit the application more than 7 days prior to the projected birth date, they will be prompted to stop and re-apply later. This is because all supporting documentation must be submitted within 21 days of the application date, and many times the birth certificate will not be available that quickly. It may even be easiest to submit the application after the baby is born; this will give the maximum time to get the birth certificate.
NOTE ALSO: If the application has a start date greater than 10 days before the projected birth date, the applicant will be prompted to apply for maternity disability instead, since leaving work that long before the birth may indicate a medical problem. Applying for maternity disability will require additional supporting medical documentation besides the eventual birth certificate.
2 – Secretary receives notification; if displayed CAR is incorrect they must go into EIS and update timekeeping then refresh SOLAS.
3 – Principal receives notification; acknowledges without Medical review. If principal does not act within 10 days, the application is automatically acknowledged by SOLAS. Note: the principal will see all three options (including deny, and acknowledge pending medical review), however, they are simply indicating their recommendation and notes for the record. The maternity leave will proceed w/o medical review, regardless of what they principal selects as per contractual obligations.
4 – HR Connect can request re-submission of supporting documentation. Leave specialist reviews documentation and FMLA, then processes the leave transaction in NYCAPS.
The employee will be notified of all decisions.
3-Principal acknowledges leave
4-HR Connect reviews supporting documentation, timekeeping, FMLA eligibility

61. Maternity/Childcare Notes: Notes
If application submitted more than 7 days prior to projected birth date, applicant will be prompted to stop and re-apply within 7 days of the birth
If application has a start date more than 10 days prior to the projected birth date, the applicant will be prompted to apply for maternity disability instead
Any supporting documentation for SOLAS should be directly uploaded or faxed to the SOLAS Fax: Fax number
Example:
Requested start = 2/2/14
Requested end = 4/2/14
Timekeeping verification will be necessary. EE must use CAR, may borrow up to 20 days

62. The questionnaire for Maternity leave is different from the ROH and Health Sabbatical questionnaires.
Participants will log in and delete any previous application, then submit Maternity Childcare application.

63. More questions. On this page, if the birth date is 7 or more days later than the current date, the applicant will be prompted to stop and re-apply closer to the birth date. (In order to give the most time to get the birth certificate.)

64. Once the questionnaire is complete, guidelines for the Maternity leave are displayed.

65. Finally the applicant must check the box signifying their affirmation of the truth of the information, and that all communication will be sent to their DOE address. Then click “E-Sign and Submit”.

66. Finally, the applicant is provided with a page explaining the process, any additional steps required, and answering frequently-asked questions.

67. (The bottom of the previous screen.)

68. Back office screens
Now let’s look at the screens the secretary will see when verifying timekeeping.

69. Secretary locates the application.

70. At the top of this screen SOLAS displays the details of the leave application, including the employee’s information, the requested leave type, and the requested leave dates.
SOLAS will also show the applicant’s current CAR balance. The secretary must update EIS with as much of the requested leave information as they can – enter all historical timekeeping, enter future timekeeping through end of current pay period. Once that’s done they must refresh the displayed timekeeping balance in SOLAS by clicking the refresh button.
The secretary will also be responsible for filling out the Paid Entitlement Dates table (similar to the OP198): if the applicant wants to use CAR, the secretary will enter start and end dates for CAR; if the applicant is borrowing days, the secretary will enter the start and end dates for borrowed time; if the applicant wants a grace period, the secretary will enter the start and end dates for the grace period. (This will continue to be verified by HR Connect MLR prior to further processing.)
The secretary must then check the “Timekeeping is correct” checkbox.
Finally, the secretary must check the “Direct Deposit Stopped” checkbox to verify that EFT has been cancelled for the employee.
Once this is all complete, the secretary clicks the Submit Timekeeping Verification button. Then the application goes to Principal Review.

71. Confirmation dialog comes up.

72. Timekeeping is confirmed and the application goes to principal review.

73. Principal actions – Principal Notification on main screen
The principal will log into Galaxy and acknowledge the leave application.

74. Leave Applications in Galaxy – Notification in Galaxy
If you have been designated the Leaves Secretary, you can see SOLAS applications requiring action.

75. Leave Applications in Galaxy

76. Thank You for Attending Election Day Training!
We saved a tree by making this presentation available online! This presentation can be found at: (under CFN Team Members – select “Tara Smith”) Have a great day!