What This Process Does

  • Provides information on the substitute work transaction and the absent employee's absence transaction (if entered as Normal Account Retrieval).
  • Provides process status of the transaction (Source User Verified and/or Finaled).
  • Provides the Pay ID where the substitute transaction was paid.
  • In addition to the Substitute Management module, this Query can be found in both the Leave Management and Employee Absentee Modules under Query → Substitute Work.

Substitute Work Transactions: Source User Verified True and False

  • Sub work transactions can be entered by multiple users, such as remote users, but verified by one user – typically a user in the central/admin office.
  • Transactions are verified by setting flags on the Add Leave/Substitutes (EMPALS) audit trail.
  • If transactions are unverified, certain fields can be changed: Starting Date, Ending Date, Work Units and Rate (if the rate and gross rate are set as editable in Position Tracking).
  • No other fields can be changed; therefore, if other information is incorrect, such as the wrong substitute was selected for the absent employee, the transaction must be deleted and re-entered.
    • Note: deleting a Sub Work Transaction automatically deletes the Employee Absence Transaction – it does not delete the associated Leave Transaction.
    • Never delete a Sub Work Transaction that has been Finaled.

Substitute Work Transactions: Finaled True and/or False

  • Once sub work transactions are selected in a payroll, the Finaled flag is set as True (Selected) on the Process Status Tab on the Substitute Work Maintain Screen.
  • Any transactions that are not marked as Finaled will select in the payroll as long as the transaction starting and ending dates are on or before the pay ending date on the Pay Master.
  • The Finaled flag can be verified on the Sub Work Search by going to the Select tab and check Select when Finaled False, uncheck Select when Finaled True.
  • If sub work transactions have already been selected into a payroll and additional transactions for that payroll need to be entered for a subtitute already selected, the sub work transactions for that substitute must be unselected from the payroll first.
  • Reasons to review the Finaled Flag:
    • Substitutes are selected in the payroll and the total doesn't match the Leave/Sub Audit Trail.
    • Identify sub work transactions that are selecting in the payroll in cases where there are transactions that were unexpected.

Substitute Work Transactions: Account Retrieval Type

  • The Sub Work Search can be used to determine if the transaction was entered with an absent employee or by Position
  • Once the transaction is found, the Account Retrieval Type will read Normal if an absent employee is included, or, Position if there is no absent employee associated and the sub work transaction is being expensed based on the Substitute Account image for a specific Position
  • The Substitute Accounts for the Position ID, whether Account Retrieval is Normal or Position, can be viewed by selecting the Substitute Accounts button on the Maintain Screen
  • If the transaction has been entered as a Normal Account Retrieval, the absent employee's information will be included in the transaction
  • Reasons to review the Account Retrieval Type:
    • Questioning whether an absent employee was added to the transaction
    • Reviewing absent employee information
    • Questioning the Add Leave/Substitute Audit trail when the Employee Absentee, Leave, and Substitute transactions do not match
    • Note: deleting a Sub Work Transaction automatically deletes the Employee Absence Transaction – it does not delete the associated Leave Transaction

Substitute Work Transactions: Paid

  • The Sub Work Search provides paid information on the transaction.
  • The Finaled flag must be true in order for a sub work transaction to be paid (check Select when Finaled True, uncheck Select when Finaled False).
  • Once transactions are found, click on Paid to display the Pay ID where the Sub work transaction was paid.
  • If the Pay ID is selected, a link to the Pay Master and Personnel Pay Master is provided to review the employee's pay master.
  • Reasons to review if Paid:
    • Expected a sub work transaction to be included in the Select and was not.
    • Questioning whether or not a sub work transaction has been paid.