This article explains how to review substitute attendance, approve timesheets for payment, and transfer approved timesheet information to the Financial Information System (FIS).

The process consists of three main steps:

1. Verify substitute attendance and time worked.
2. Approve completed timesheets for payment.
3. Request the transfer of approved timesheets to FIS.

Step 1: Verify Substitute Attendance

Before approving timesheets for payment, verify the substitute's attendance and time worked.

It is recommended that substitute attendance be reviewed daily.

1. From the Home screen, select Substitute Attendance.
2. Locate the attendance record you want to verify.
3. Select the checkbox for the appropriate record.
4. Verify the date of the assignment.
5. Verify the From and To times.
6. If necessary, update the From or To time to reflect the hours the substitute actually worked.
7. Click Verify Time Worked.

Verifying the attendance record creates the information used to build the substitute's timesheet. Once verified, the record displays a timestamp indicating that the verification has been completed.

Approving Multiple Attendance Records

The Substitute Attendance screen also provides an option to select multiple records and approve them at once.

For the most accurate timesheet information, verify individual attendance records whenever the actual time worked needs to be reviewed or adjusted.

Step 2: Approve Timesheets for Payment

After attendance has been verified, the resulting records can be reviewed from Manage Timesheets.

1. Navigate to Manage Timesheets.
2. Select the appropriate date or time-period filters, such as the last two weeks or last 30 days.
3. Make sure New is selected as the status. New is the default status.
4. Select the checkbox for each timesheet you want to process.
5. Click Approve for Payment.

The selected timesheets move from New to Pending status.

Step 3: Request the FIS Transfer

Timesheets in Pending status are ready for a final review before being transferred to FIS.

1. In Manage Timesheets, select Pending.
2. If necessary, clear the New status filter.
3. Review the pending timesheet records.
4. Select the checkbox for each record you want to transfer.
5. Click Request FIS Transfer.

A success message confirms that the transfer request has been sent to FIS.

Allow Time for Processing

The transfer may not complete immediately because SmartSub is communicating directly with the FIS application.

Once processing is complete, the timesheet status will change based on the result of the transfer.

Paid

A Paid status indicates that the transfer has been successfully processed.

Rejected

A Rejected status indicates that FIS did not accept the record.

If a timesheet is rejected, expand or review the rejected record to view the associated error message.

Examples of errors you may encounter include:

• The substitute has total units greater than 1 for a specific date.
• A Staff ID is required.
• Information associated with the timesheet may already exist in FIS.

Review Rejected Records in FIS

When a record is rejected, review the error information before attempting to process it again.

In some situations, a rejection may indicate that the information already exists in FIS.

Open the FIS application and navigate to Substitute History. Verify whether the substitute's information is already present.

Substitute History can also be used to confirm that timesheets submitted through Request FIS Transfer were successfully published to FIS.

Workflow Summary

Best Practices

• Review substitute attendance daily whenever possible.
• Verify actual start and end times before approving attendance.
• Use bulk approval cautiously because it bypasses the normal time-verification process.
• Perform a final review of records in Pending status before requesting an FIS transfer.
• Review rejected records and their error messages before attempting to resubmit them.
• Use Substitute History in FIS to confirm that transferred records were successfully published.