PAYROLL BASICS

Organizational Excellence Classified Training

Claudia Flores, Sr. Classified Training Representative

Preparing Sign In/Out Cards for School Employees

This module provides information on how to create sign in/out cards for school employees. 

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How to Prepare School Employee Sign In/Out Cards

1. Using your Employee List by Cost Center and the Position with Incumbent Report or Budget Signature Form, create a sign-in/out card for each employee

2. Download the appropriate sign in/out cards from the Payroll Services website

3. Be sure to create a sign in/out card for each assignment, if the employee has more than one assignment

4. Include information for each field at the bottom of the card

Using your Employee List by Cost Center and Position with Incumbent Report or Budget Signature Form, create a sign in/out card for each employee. Depending on the basis, download the appropriate sign in/out card from the Payroll Services website. Instructions on how to navigate to the correct webpage are in the upcoming slides. Pay close attention to the basis of the employee because that determines which card to use. Make sure to use the correct sign in/out card for each employee. If the employee has more than one assignment or is paid from more than one funding source, you must create a separate card for each assignment and/or funding source. It is very important that you complete each field at the bottom of the sign in/out card, including personnel number, name, Job ID, cost center, fund, functional area, and person ID.

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EMPLOYEE LIST BY COST CENTER REPORT (available in BTS)

688889 688889 JOSEPH MARTIN

This is a sample of the Employee List by Cost Center. Use the Employee List by Cost Center to obtain the employee’s personnel number, job ID, and person ID. 

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School Budget Signature Form

(Available in School Front End)

And this is a sample of a School Budget Signature Form. Use the School Budget Signature Form to obtain the employee’s funding information. 

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Go to: http://achieve.lausd.net/Page/1085

Download the appropriate Sign In/Out Card for each assignment on your Employee List by Cost Center. Be mindful of the employee’s basis.

To download the sign in/out cards, go to achieve.lausd.net/Page/1085 or from the LAUSD home page, click on the offices tab in top ribbon at the top of the page, click on Payroll Services, then on the right hand side of the screen in the Payroll Administration box, click on calendar/time cards. Click on the appropriate time card and save to your computer. 

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Most Common School Site Employee Basis

NOTE: These are the most common school site employee basis. Using your Employee List by Cost Center, verify the correct basis for each employee at your school site

These are the most common school site employee basis. Using your Employee List by Cost Center, verify the correct basis for each employee at your school site

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Sample of a Time Card for a Teacher

777665 Anderson, James 11100736 1555101 777665010-0000

1110-1000-13027

This is what a completed sign in/out card should look like for a C base Teacher at a Single Track school. Remember to enter the appropriate information in each field at the bottom of the card

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Organization and Storage of Sign In/Out Cards

• It is suggested to organize the sign in/out cards by pay area, then by

alphabetical order

• Sign in/out cards are legal documents and should be safely stored in a

secured file cabinet or drawer at the close of the day.

• Check sign in/out cards daily to monitor employee attendance and

cover classes as needed.

• Mark cards with appropriate benefits as needed

Here are a few tips for organizing and maintaining your time cards. Organizing the sign in/out cards by pay area, then by alphabetical order makes it much easier to report time from the Employee List by Cost Center because you can sort the list by name and then by pay area. Remember that the sign in/out cards are legal documents and should be safely stored in a secured file cabinet or drawer at the close of the day. Monitor the sign in/out cards daily and mark cards with the appropriate benefits as needed.

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Payroll Resources

• MyLAUSD

• https://oelausd.org

Click on Employee Resources.

Select Just-in-Time Training from

the drop down list and look for

Payroll.Elementary Student Body Accounting ManagementEmail CommunicationEmergency Response ProceduresImprest ProceduresPayrollPerformance ManagementPresentation SkillsReasonable Accommodations

For more resources, please refer to the most updated payroll manual and bulletins located in MyLAUSD. Don’t forget to visit the Organizational Excellence webpage for more tools and resources. Go to oelausd.org Click on the Employee Resources Tab, then click on Just‐In‐Time Training and scroll down to payroll.

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