Administrative Processing for Extracurricular Activities

S-313/S-316/S-324

March 2012

Review your Understanding of the S-313/S-316/S-324with the Following Exercise/Scenario

Exercise #1Please select one answer for each question:1. When is a S-313/ S-316 used?

A. To pay an employee for an activity that occurred once.B. To pay a Principal for an activity during the school year.C. To pay an employee for an extra-curricular activity that is not at their home school.

2. When is a S-313/S-316 used?A. To pay an ESOL Tutor that does not have another position with the District.B. To pay a Supportive Services Assistant that is working at their home school as an ESOL Tutor.C. To pay a Teacher working at their home school in the Extended Day Program.

3. When is a S-313/S-316 used?A. To pay an employee for an activity that occurred during the summer.B. To pay a Non Teaching Assistant working overtime at their home school.C. To pay an Intern that will work in an administrative office.

Exercise #1 (cont’d)4. When is an S-324 used?

A. To pay an employee for an activity that will occur throughout the school year.B. To pay a per diem School Police Officer for overtime at the basketball game.C. To pay a Teacher at their home school for Homebound Instruction.

5. When is an S-324 used?A. To pay a Principal for Saturday School.B. To pay a Teacher for staff development at their home school.C. To pay a School Operations Officer for overtime at their home school.

6. When is an S-324 used?A. To pay a Supportive Services Assistant as an appointed Noon Time Aide.B. To pay a Secretary for overtime at their home school.C. To pay a Teacher from another school that was a Staff Development Leader for

three hours after school.

How well did you do?

Answers to Exercise #1Please select one answer for each question:1. When is a S-313/ S-316 used?

A. To pay an employee for an activity that occurred once.B. To pay a Principal for an activity during the school year.C. To pay an employee for an extra-curricular activity that is not at their home school.

2. When is a S-313/S-316 used?A. To pay an ESOL Tutor that does not have another position with the District.B. To pay a Supportive Services Assistant that is working at their home school as an ESOL Tutor.C. To pay a Teacher working at their home school in the Extended Day Program.

3. When is a S-313/S-316 used?A. To pay an employee for an activity that occurred during the summer.B. To pay a Non Teaching Assistant working overtime at their home school.C. To pay an Intern that will work in an administrative office.

Answers to Exercise #1 (cont’d)4. When is an S-324 used?

A. To pay an employee for an activity that will occur throughout the school year.B. To pay a per diem School Police Officer for overtime at the basketball game.C. To pay a Teacher at their home school for Homebound Instruction.

5. When is an S-324 used?A. To pay a Principal for Saturday School.B. To pay a Teacher for staff development at their home school.C. To pay a School Operations Officer for overtime at their home school.

6. When is an S-324 used?A. To pay a Supportive Services Assistant as an appointed Noon Time Aide.B. To pay a Secretary for overtime at their home school.C. To pay a Teacher from another school that was a Staff Development Leader for three hours after school.

When should a S-313/S-316 be used?

• S-313/S-316s should be used primarily for school-based employees not working at their home organization, retired employees, ESOL Tutors (non-School-District employees) or Interns.

* All S-313/S-316s must be approved by ALL offices prior to the person working.

How to Submit the PerfectS-313/S-316

1. Complete the document number (assigned by the office for identification).

2. Complete the ABC code.3. Indicate if it is an initial request or request change.4. Indicate the type of activity - extracurricular, professional/staff

development, or summer.5. Complete the project title.6. Complete the dates of operation.7. Identify the contact person.8. Indicate the phone number on the S-313 and S-316.9. Indicate the name of the school/office on the S-313 and S-316.10. Please provide or attach a brief description of the activity. (S-313s

submitted for retired employees must include a copy of the online posting & Use of Retiree Checklist).

How to Submit the PerfectS-313/S-316 (cont’d)

11. Indicate the name of the employee's appointed position on the S-313 and S-316. If the employee is a per diem, please indicate the name of their per diem position.

12. Indicate the position number on the S-313 and S-316.13. Indicate the step on the S-313 and S-316.14. Indicate the number of positions.15. Indicate the total number of hours or days. *If the rate of pay is hourly, then total hours must be reported. *If the rate of pay is daily, then total number of days must be reported.16. Indicate the rate of pay on the S-313 and S-316.17. Indicate the total amount and the total amount requested.18.The requester (Principal or Administrator) must approve, date and sign the

S-313 and S-316.

How to Submit the PerfectS-313/S-316 (cont’d)

19. The Assistant Superintendent in your Academic Division must approve and date all S-313s submitted by schools.

20. The Cabinet Member must approve and date all S-313s submitted by the offices.

21. The Activity Manager signature is required for certain programs such as the Extended Day Program or Title I programs being paid from fund 201L or 2S1L.

22. Indicate the project start date.23. Indicate the date submitted.24. Indicate the name of the administrator.25. Indicate the employee's name and employee ID number.26. Indicate the appropriate change code. Please refer to explanation of codes

on the S-316.

How to Submit the PerfectS-313/S-316 (cont’d)

27. Indicate the appointment identification: "Z" for operating budget activities. “T” for Title I activities ( example: fund 201L or 2S1L). "X" for Extended Day Programs. "G" for grant funded activities. Leave blank if the activity on the S-313 represents the employee's only job.28. Indicate the organization number where the employee is working for the

extracurricular, professional/staff development or summer activity.29. Indicate the ABC code.30. Indicate the pay type: See Chart

Coding for S-313/S-316

S-313/S-316 ChartAPPOINTMENT ID APPOINTMENT TYPE POSITION NUMBER

A Athletics REC-A00

B Non-Athletics REC-B00

D Desegregation REC-D00

F Student Services REC-F00

G Grants-1 REC-G00

H Grants-2 REC-H00

I Examinations REC-I00

J Grants-3 REC-J00

N Specialized Services REC-N00

T Title I REC-T00

V Operating Budget REC-V00

X Power Hour REC-X00

Y Operating Budget REC-Y00

W Operating Budget REC-W00

Z Operating Budget REC-Z00

Sample S-313

Sample S-316

When should a S-324 be used?

• S-324s should be used to pay employees after the activity has ended and the activity is non-recurring.

*If the employee will continue to work in the activity on a continuous basis or frequently during the course of the fiscal year, the S-313/S-316 must be submitted.

How to Submit the PerfectS-324

1. Complete the ABC code.2. Indicate the date that the S-324 is being prepared.3. Indicate the fiscal year.4. Indicate the payroll period ending date.5. Indicate the employee's name and employee ID number.6. Indicate the adjusted amount for each line. Multiply the number of hours by

the hourly rate or the number of days by the daily rate.7. Indicate the date worked.8. Indicate the number of hours worked each day for employees being paid by

the hour, or the number of days worked for employees being paid the daily rate. This information must be clearly indicated.

How to Submit the PerfectS-324

9. Indicate the hourly rate. If the employee is assigned to the school or office, see the Employment Verification Inquiry (QVER) on ADVANTAGE™. Contact the Office of Classification and Compensation if assistance is needed.

10. Indicate the daily rate. If the employee is assigned to the school or office, see the Employment Verification Inquiry (QVER) on ADVANTAGE™. Contact the Office of Classification and Compensation if assistance is needed.

11. Indicate the name of the school or organization.12. Provide a brief description of the activity.13. The Administrator must approve and sign the S-324.14. Indicate the name and title of the Administrator approving the time

submitted.

Sample 324

Sample S-19 (Sign Sheet)

Review your Understanding of the S-313/S-316/S-324with the Following Exercise/Scenario

5 ScenariosWhich form(s) would you use:• A Per Diem School Police Officer providing security for

Saturday school.• A Per Diem Teacher attending staff development that is

occurring over three months.• A Teacher coming from another school to work in the

Extended Day Program.• A Principal working Saturday school.• A Teacher from another school that was the Staff

Development Leader for two hours after school.

How well did you do?

Answers to the 5 ScenariosWhich form(s) would you use:

1. A Per Diem School Police Officer providing security for Saturday school.S-324

2. A Per Diem Teacher attending staff development that is occurring over three months?

S-313/S-316

3. A Teacher coming from another school to work in the Extended Day Program.S-313/S-316

4. A Principal working Saturday school.S-324

5. A Teacher from another school that was the Staff Development Leader for two hours after school?

S-324

Timeline Approval Process

8-10 Weeks

What offices must the S-313/S-316 go through for approval?

1. Assistant Superintendent (Varies)

2. Chief Academic Office (Suite 210)(215) 400-4200

3. The Office of Title I (Programs being paid from grants)(215) 400-4220

4. The Office of Classification & Compensation (Suite 202)(215) 400-4650

5. The Office of Management & Budget(215) 400-4510

6. The Office of Talent Acquisition(215) 400-4610

What offices must the S-324 go through for approval?

1. Assistant Superintendent (Varies)

2. Chief Academic Office (Suite 210)(215) 400-4200

3. The Office of Title I (Programs being paid from grants)(215) 400-4220

4. The Office of Classification & Compensation (Suite 202)(215) 400-4650

5. The Office of Management & Budget(215) 400-4510

6. The Payroll Department(215) 400-4490

Questions, Comments, Concerns

Thank You!