CTMS UpdateFinancial Training

March 6, 2015

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Exception Error

Monthly Payroll - WeatherBefore the Import

• Remove any Subs from SubFinder• Mon, Feb 16th• Tues, Feb 17th

• Wed, Feb 25th

• Thur, Feb 26th

• Feb 24th Delayed Closing Announcements• For Subs who reported before the announcement

• Pay ½ day • FMLA Employees should be posted out for all days

• Remember to remove sub and supply time

What is a Charge CodeAn Account Identifier

• Links monies assigned to an expense to an account

• Sometimes known at GL Codes or Account Codes

Charge CodesHave to be correct:

• For Reporting Purposes• CCSD Board and Constituents• Grants• State

• Verify your Charge Code before entering it

CCSD Charge Codes

CCSD Charge Codes

Charge CodesWhen you might work with charge codes

• EAF • SubFinder – In-Services

• Substitute Management – Verification

• Supplemental Pay

Charge CodesEmployee Action Forms (EAF)

• Using in hiring at your location • Obtain the charge code from the list on the PASS site

on the Intranet

• Contact the Budget Department if you cannot find the correct charge code

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Charge CodesSubFinder

• Will need to be entered for In-Services • Must be correct for the sub to be paid out of the

correct account

• Be careful of the Misc Code Box

Charge CodesUsing the Reason Drop Down Box

• All reasons in the drop down menu bar have an account code assigned to them. (Except for In-Service: Other Funds)

• Codes entered into the Misc Code Box will override the account code assigned to the reason in the drop down menu

• Incomplete information entered into the Misc Code Box will result in an exception in CTMS

SubFinder

All Reasons in the Drop Down Menu (except for In-Service Other Fund) have an account code assigned to them

SubFinder – In-ServicesWhen Using In-Service: Other Fund Reason

• A charge code must be entered into the Misc Code box or an exception will occur when imported

• The charge code entered into the Misc Code box

must be valid and in the proper format or an exception will occur when imported• This include using:

• Appropriate “0”s• Including the dashes• Including the SKIP• No additional characters• Contact the Authorizing Personnel for the

correct charge code

CTMS Exceptions

CTMS ExceptionsFirst Print out the Exception List

Enter the Teacher Leave and Substitute Information

CTMS ExceptionsClick the Resolve and Process Buttons

Click Save

SubFinder – In-ServiceOne Solution

• For In-Service Other Fund ONLY

• Allow the teacher to add the job to subfinder

• Directly add the absence and substitute including charge code into CTMS

• CTMS will provide instant feedback on valid code

Sub Management - VerificationUse the Export to Excel Function

CTMS - VerificationLeave and Sub Data is exported into Excel

CTMS - VerificationSort the Data to Isolate your In-Service Dates

CTMS - VerificationSort the Data to Isolate your In-Service Dates

CTMS - VerificationCheck your Charge Codes for Accuracy

CTMS – Supplemental Pay