Substitute Payroll Information

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 Timekeeping and Payment Procedures

• Time Entry: Substitute teachers must enter their time worked in Aesop, which will transfer the information to their Oracle T&S timecard. The timekeeper will review and validate all entries.

• Eligibility: Substitute teachers may only be used and paid when students are in attendance, unless prior approval is obtained from the HR Employee Support Center.

• Daily Sign-In: Schools must run the Aesop Substitute Sign-In Sheet daily in accordance with the Sign-In Procedure for Substitutes. The signed sign-in sheets must be retained on file for five (5) years to document and support timecard entries.

• Eligible Assignments: Substitute teachers may only be paid for substituting for classroom teachers. They may not be paid for substituting for administrative support employees, paraprofessionals, or any other employee who is not a classroom teacher.

• Time Increments: Time must be entered in half-day or whole-day increments.

• Time Submission Deadlines: Time must be entered by midday on the Monday following the end of the pay period. Time entered after this deadline but by midday Wednesday following payday will be paid on the Friday following payday.
• Timecard Validation: All time should be entered through Aesop and will transfer to the Oracle T&S timecard, where it will be reviewed and validated by the designated timekeeper.

Long-Term Substitute Pay

• Eligibility: A substitute teacher who works fifteen (15) consecutive days in the same assignment will become eligible for the Long-Term Substitute Rate, which is paid in addition to the Regular Daily Substitute Rate.
• Effective Date: The Long-Term Substitute Rate begins on the 16th consecutive day of substitute service. It is not retroactive to the first day of the assignment.
• Breaks in Service: Any break in service after the substitute teacher has completed 15 consecutive days will end eligibility for the Long-Term Substitute Rate, and the 15-consecutive-day requirement must begin again. Breaks in service may include:
  • Time off for illness or personal reasons without using Sick & Safe Leave;
  • Days the substitute does not work;
  • Changing locations or assignments; or
  • Omitting time from the electronic timecard.
• Electronic Timecard: The Long-Term Substitute Rate is calculated automatically by the Oracle Payroll System based on the time entered on the electronic timecard. If time is omitted or not entered, the system will recognize a break in service, and Long-Term Substitute pay will stop.
• Corrections: Any corrections to regular time or Long-Term Substitute pay must be made by immediately submitting the Substitute Teachers Time and Attendance Report.
• School Closures and In-Service Days: A school closure or in-service training day does not constitute a break in service and will not reset the 15-consecutive-day requirement.

Sick and Safe Leave

Resources

• Maryland's Department of Labor, Licensing and Regulation
• Maryland Earned Sick and Safe Leave Employee Notice

Contact

Contact Payroll Services through help.pgcps.org.