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
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