Stipend Time
Entry Training
Manual
Table of Contents
Contents
Overview ....................................................................................................................................................... 3
What is a Stipend? ........................................................................................................................................ 3
Who is Eligible to Receive Stipends? ............................................................................................................ 4
Creating a Stipend ......................................................................................................................................... 5
Review Transaction Status .......................................................................................................................... 23
The Stipend Timecard ................................................................................................................................. 27
Stipend Time Entry ...................................................................................................................................... 35
Stipend Time Entry Training
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Overview
This training manual will provide you with step-by-step instructions on how to use the EIS Stipend Time
Entry System. The training will cover the three primary steps to paying stipends to employees. The first
step is the creation of stipends, the second is the approval process and the third and final step is the
stipend time entry. Some other topics to be covered include:







What is a Stipend?
Who is Eligible to Receive Stipends?
Position Title
Tracking the Approval Process
Updating a Position
Time Entry for Employees at a Different School/Organization
Omitted Stipend Time
What is a Stipend?
A Stipend is a program implemented to support school improvement efforts that focus on enhanced
instruction, teacher quality, the growth of professional staff and increased parent/community
involvement. This process is used to pay current employees for performing additional tasks beyond the
normal work day for programs that directly relate to the education of students.
The PSTAR Create Stipend System is the pre-authorization to pay current eligible employees for
performing additional tasks beyond the normal work day.
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Who is Eligible to Receive Stipends?
The below chart represents those positions that are either eligible/not eligible for Stipends,
Compensatory Time per Union Negotiated Agreement, Compensatory Time per City Schools Policy,
and/or Overtime policy. This chart should be used by City Schools Officers, Directors, Managers, and
Supervisors when approving and paying for Special Task Additional Compensation.
Position
FLSA
Stipends
Compensatory Time
Overtime
Teachers (BTU 10/12
Month)
Educational Associates
(BTU 12 Month)
Exempt
Eligible
Not Eligible
Not Eligible
Enter Hours on
Stipend
Timecard
Yes
Exempt
Not Eligible
Not Eligible
Yes
Staff Associate (BTU
10/12 Month)
Teacher Mentor (BTU
10/12 Month)
PSASA Employees
Exempt
Eligible
(Weekend/Holiday
Only)
Eligible
Not Eligible
Not Eligible
Yes
Exempt
Eligible
Not Eligible
Not Eligible
Yes
Exempt
Not Eligible
Not Eligible
No
Business Managers
Exempt
Not Eligible
Not Eligible
No
Paraprofessionals
NonExempt
NonExempt
Not Eligible
Eligible (Please refer
to negotiated
agreement)
Eligible (Please refer
to City Schools
Compensatory Leave
Policy)
Not Eligible
Eligible
Yes
Eligible
Yes
NonExempt
NonExempt
NonExempt
Not Eligible
Eligible (Please refer
to negotiated
agreement)
Not Eligible
Eligible
Yes
Not Eligible
Not Eligible
Eligible
Yes
Not Eligible
Eligible
Yes
NonExempt
N/A
N/A
Exempt
Not Eligible
Eligible (Please refer
to negotiated
agreement)
Not Eligible
Eligible
No
Not Eligible
Not Eligible
Eligible
Not Eligible
Not Eligible
Not Eligible
Not Eligible
Not Eligible
Not Eligible
No
No
Yes
NonExempt
Exempt
Not Eligible
Not Eligible
Eligible
Yes
Not Eligible
Eligible
(Please refer to City
Schools
Compensatory Leave
Policy)
Not Eligible
No
Secretaries/Office
Assistants
Food Service Workers
Custodial Workers
School Police Officers
Temporary Employees
Substitute Teachers
Parent Volunteers
All Other 10 month
Salaried
All Other 10/12 Month
Hourly paid Employees
All other 12 Month
Salaried Employees
Stipend Time Entry Training
Not Eligible
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Current salaried 10 month employees and salaried 12 month Staff Associates, Educational Associates
and Teacher Mentors performing activities during the school year after their scheduled work hours are
eligible to receive stipends.
All other current salaried 12 month employees, hourly 10 and 12 month employees, work study
students, parent volunteers and substitute teachers are not eligible to receive stipends.
City Schools Employees on an approved leave of absence are not eligible to receive stipends.
Note:
-
-
An hourly 10/12 month employee can work beyond their normal standard work hours; however,
they must receive overtime in accordance with Fair Labor Standards Act (FLSA) and/or their
collective bargaining agreement. Examples: Para Professionals, Custodial Workers, Food Service
Workers.
No employee should receive stipend payments for work performed during their regular work
day.
An eligible employee cannot work remotely without having the written authorization of the
approving officer.
Summer activities must be paid using the Summer Payroll Process.
For more information and guidance on who is eligible for stipends, please refer to the Special Task
Additional Compensation Guidance Document, which can be found on the payroll website at
www.baltimorecityschools.org/payroll.
Creating a Stipend
This section of the training manual will give step-by step instructions on how to create a stipend in PStAR Stipend. Before you begin there is some information that should be gathered in order to complete
the form to create a stipend. You will need the following information:
-
Program Name
Program Participants Job Titles
Number of weeks the program will run
Expected hours per week per person
Budget Account Number
Documentation for justification
Once you have gathered the above information you are now ready to begin creating a stipend.
Note: In order to begin creating a stipend position in the “live” production, you must have completed
the training along with passing the assessment at the end of the training.
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Step
1
Action
From your desktop, double-click the
Icon.
The Baltimore City Public Schools ERP Portal page displays.
2
Click the ERP Portal link.
The Login page displays.
Continued on the next page.
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Step
3
Action
Enter your username in the Username field.
Note:
 A username is a unique set of characters that provides you with access to the
Time Entry System. Your username is usually your first initial and your last
name (e.g. jsmith for James Smith).
Then, press the [TAB] key on your keyboard to move to the Password field.
Continued on the next page.
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Step
4
Action
Enter your personal password in the Password field.
Note:
 A password is a personal set of characters that validates your username and then
provides access to the Time Entry System.
 You must select a secure password to access the Time Entry System. For security
purposes, you should never write down or share your Oracle password with other
individuals.
 Your secure password must be at least 8 characters in length and must consist of
alphanumeric characters which means that your password must contain both
letters and numbers and your password must also contain both upper-case and
lower-case letters.
Continued on the next page.
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Step
5
Action
The Oracle Applications Home page displays.
Click the BCPS Stipend Position Control link.
6
The Position Star Menu page displays
On this page you can do the following:
- Create a Stipend Position
- Transaction Inquiry
- Update a Position
Continued on the next page.
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Step
7
Action
Click on the Create Stipend Position link
The Create Stipend Position form page will display.
Note:
- A Transaction ID number is automatically assigned to the Stipend.
- The Organization and the Effective Position End Date are also automatically
populated, any field with a blue asterisk (*) next to it means data is required to
complete the transaction. If you do not fill out the information requested, an
Error Message Alert will appear to prompt you to fill in the data needed.
Continued on the next page.
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Step
8
Action
Click the button to the right of the Effective Position Start Date field
In the drop down list, select the desired Payroll Period start date.
Note: If the program started prior to one of the available Payroll Period Start dates,
then you will need to select the next available date. The P-StAR Create Stipend Position
does not allow you to date track back in time to pay retroactive monies. It is working on
the premise that no one has worked prior to approval (Educational Director, Human
Capital, Budgets, Grants)
Continued on the next page.
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Step
9
Action
The Effective Position End Date will auto-populate to the last Pay Period at End of the
Current Fiscal Year as 13-July-2012.
Click on the Effective Position End Date from the drop down list to select other dates
if the Position End Date is earlier than the end of the last Pay Period of the fiscal year.
10
Enter the desired information into the Stipend Program Name field.
Enter “After School Chess Workshop”
Continued on the next page
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Step
11
Action
Enter the desired information into the Comments/Justification field.
Enter “Parents and students request Chess Workshop.”
12
Enter the desired information into the Services Rendered field.
Enter “Staff will Instruct lead and assist in Workshop.”
Continued on the next page.
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Step
13
Action
Next you will add the Job Titles, Stipend Type and Hours for each position in your
Stipend Transaction.
Scroll down the page, and then click the Add Job Title button.
Note:
- To understand if a position is Exempt or Non-Exempt, please refer to the
Guidance Document.
- Options in the drop down list display the Job type as Exempt or Non-Exempt.
This step must be completed first. In the next step, you will select a Job Title.
- The Job Title list is based on which job type you selected in the previous step.
An example: When you select Exempt the Job Title will display only Exempt
Job Titles.
- Non Exempt is the default display in P-StAR.
- The Job Titles selected in P-StAR must match exactly to the Position Title of the
employees who will participate in the workshop. An example: If Ms. Johnson is
a Teacher – Elementary, then the Job Title selected in P-Star must be Teacher –
Elementary. To get the Position Titles of staff members, contact your staffing
specialist in Human Capital for assistance.
Continued on the next page.
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Step
13
Action
Select the Exempt list item.
The options in the drop down list show Exempt Job Titles.
Click the Teacher – Secondary. Then click the Stipend Type drop down list.
The options in the drop-down list show the various Stipend Type options.
- Instructional Professional Level Work
- Lead Instructional Professional Level I
- Related Services Provider
- Senior Instructional Professional Work
- Special Program/Project Coordination
- Workshop/Training Participant
Continued on the next page.
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Step
14
Action
Select Instructional Professional Level Work.
Enter the desired information into the # of People field.
Enter “2”. (Note: The default number is 1)
Then enter the desired information into the Estimated Hours Per Person field.
Enter “70” (Note: This is the total number of hours per person for the entire program. If
your program is 4 weeks and each person is expected to work 3 hours per week, then the
total number of hours per person is 3 hrs X 4 weeks = 12 hours.
Continued on the next page.
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Step
15
16
Action
Hit the Tab button. This will Calculate the Cost for this position. The Amount will
display in the Required Amount field and the total Required Amount field found on
that row and under the Effective Position End Date at the top right of the screen,
respectively.
Next add a Non-Exempt Job Title.
Click the Add Job Title button. The Non-Exempt Job Type automatically displays.
Click the Paraeducator list item.
Note: The Stipend Type field will not be available for Non-Exempt position Job Titles.
Continued on the next page.
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Step
17
Action
Enter the desired information into the # of People field.
Enter “3”.
Then enter the desired information into the Estimated Hours Per Person field.
Enter “70” (Note: This is the total number of hours per person for the entire program. If
your program is 4 weeks and each person is expected to work 3 hours per week, then the
total number of hours per person is 3 hrs X 4 weeks = 12 hours.
Click the Tab button. This will calculate the cost for this position.
Note: For Non-Exempt hourly employees the Rate is based upon an average Overtime
Rate.
The updated Amount will display the Required Amount field and the total Required
Amount field found on that row and under the Effective Position End Date at the top
right of the screen, respectively.
Continued on the next page.
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Step
18
Action
Click the Add Job Title button, then click the Food Services Worker I/6 hrs list item.
Enter the desired information into the Estimated Hours Per Person field. Enter “50”.
Click the Tab button. This will calculate the cost for this position.
Note: For Non-Exempt hourly employees the Rate is based upon an average Overtime
Rate.
The updated Amount will display the Required Amount field and the total Required
Amount field found on that row and under the Effective Position End Date at the top
right of the screen, respectively.
Continued on the next page.
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Step
19
Action
Next you will pay for this transaction using OTPS (Other Than Personal Services)
Funds Source.
Click the Add OTPS Funding Source button.
Click the search button
20
Click the Go button.
Note: All available OTPS Funding sources for the Schools/Organizations will be
displayed under Results.
Continued on the next page.
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Step
21
22
Action
Click the Quick Select button.
You have now added an OTPS Fund Source line to the pay for the Stipend request
transaction.
Next, you will enter the total amount for this request. This information can be found on
the Required Amount line under the Funding Summary below.
Note: This will deduct the Amount you entered on the Fund Source line from the
Required Amount line in the Funding Summary.
Continued on the next page.
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Step
23
Action
Now that you have paid for the Stipend Position(s) in this Transaction. This is verified
in the Funding Summary below. Notice Additional amount Required from OTPS
Funds and Excess amount from OTPS Funds are 0.00
Next, you are ready to submit your transaction for approval.
24
Click the Submit button.
Congratulations! You have successfully submitted your Transaction for approval.
You will receive a Confirmation Notice that your Transaction has been Submitted for
Approval.
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Review Transaction Status
In this section you will be provided with a step-by-step instruction on how to check the status of your
transaction after you have submitted it for approval.
Step
1
Action
Start at the Oracle Applications Home page.
Click the BCPS Stipend Position Control link.
Continued on the next page.
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Step
2
Action
You are now back at the P-StAR Landing Page.
Note: Above you will see five (5) TABS:
 Awaiting Approval (Default Selected)
 Pending Transactions
 Approved Transactions
 Rejected Transactions
 Awaiting Actions
3
Click the Pending Transactions TAB
The Pending Transactions will display all Transactions you have submitted for
approvals. The order will display from oldest to newest.
Click on the “Show” Plus button and link. This will display the transaction’s Action
History which shows the Status of Approvals.
Continued on the next page.
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Step
4
Action
The Action History display will update until the final approval has occurred and the
Position(s) are Created.
Note: The approval process can take anywhere from one day up to two weeks or more.
You will see the approval process update as you simulate logging out and then back in
over several days.
5
Action History: Shows the Transaction was submitted by the Principal.
Note:
- If the Transaction is submitted by a staff member other than the Principal, then
the first Pending Approver will be the Principal.
- In the event the rate is Overridden, the Compensation Analyst will have to
approve the Stipend before the Executive Director.
Next Step: Your first Pending Approver is the Education Director.
Continued on the next page.
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Step
6
Action
The Action History: Shows the transaction was Approved by the Executive Director.
Next Pending Approver: Budget Analyst, who is the Final Approver before the
Position(s) are Created.
Next Step: You will see the final display showing the position(s) have been Created,
and the Transaction moves to the Approved Transactions TAB.
7
Under the Approved Transactions TAB the Action History shows the transaction was
Approved by the Budget Analyst.
Note: Notice when the final approver approves the transaction, The Position is
Created, an e-mail notification is sent and the Transaction moves to the Approved
Transaction TAB.
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The Stipend Timecard
In this section you will see the different components of the stipend timecard.
Step
1
Action
The Oracle Applications Home page displays.
Click the BCPS Stipend Timekeeper link.
2
The Find Stipend Timecards page displays
Click the Find button
Continued on the next page.
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Step
3
4
Action
The Time Entry page will display
The Stipend Timecard looks similar to the regular time entry timecard. However there
are a few differences. The Stipend Timecard has the following Icons to take note of:
Icon
Description
The Find Timecards button lets you access the Find Timecards
page.
The Add a Line button allows you to add an employee that is not
on your regular payroll to your stipend timecard.
The Save button allows you to save changes made to the timecard.
The Delete a Line button allows you to delete a row on your
stipend timecard.
The Print button allows you to print your timecards.
The Export to Excel button allows you to quickly and easily export
and copy the employee timecard data into a Microsoft Excel
spreadsheet.
Continued on the next page.
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Step
5
Action
All of the Icons work the same as they would on the regular time card with the exception
of the Add a Line button.
This button allows you to add employee’s who are not assigned to your
school/organization.
Note: For every pay period that you have to enter time for an employee from another
school or organization, you will have to add their name to the timecard.
Click on the
open.
6
Add a Line button. The Employee Search webpage dialog box will
In the drop down box, next to Program Name, choose your program.
Note: All of the current approved programs will appear in the drop down box. If a
program does not appear in the drop down box, then it has not yet been approved, or the
program has exhausted all of the funds or the Program End Date has past.
Continued on the next page.
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Step
7
Action
Next, select the Job Title.
Note: All of the Job Titles entered in the Stipend Transaction will appear here. The Job
Title selected must match exactly to the actual Job Title of the Employee you are trying
to add to the timecard.
Select the Job Title Teacher - Special Education
8
Next enter the Employee ID Number. Enter 53810. Click the Search button.
Note: If the Job Title selected and the actual Job Title of the Employee does not match
you will get an Error message that says, “* ERROR: Employee is not valid for the
combination of Stipend Program and the job.
Continued on the next page.
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Step
9
Action
Change the Job Title to Teacher – Secondary and click the Search button.
The above notice will display. Click the Retry button for the timecard to refresh.
10
The Stipend Timecard will display with the additional name added to the timecard.
Continued on the next page.
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Step
11
Action
Though the Stipend Timecard has some of the same fields as the regular timecard,
there are a few fields that are explicit to the Stipend Timecard.
The fields on the Stipend Timecard are as follows:
Continued on the next page.
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Field
Status
Description
Indicates the current status of the employee’s timecard.
W stands for Working which indicates the employee’s timecard is
waiting for the Payroll Contact to enter exception-based time (e.g.
sick leave, vacation, personal leave, and any other type of leave) into
the Time Entry System.
S stands for Submitted which indicates the employee’s timecard has
been forwarded by the Payroll Contact to the Payroll Approver for
his\her approval in the Time Entry System.
A stands for Approved which indicates the employee’s timecard has
been approved by the Payroll Approver and forwarded to the Payroll
Office to begin the process to generate the employee’s paycheck.
R stands for Rejected which indicates the employee’s timecard has
been rejected by the Payroll Approver and automatically returned to
the Payroll Contact for time entry changes and/or corrections as
appropriate. Then, the employee’s timecard will be resubmitted by the
Payroll Contact to the Payroll Approver for his\her approval in the
Time Entry System.
E stands for Error which indicates that the employee’s timecard has
errored out in the system. The Payroll Contact must click on the “E”
in the Status field of the employee’s timecard to view the specific
error message associated with the timecard. Then, the Payroll
Contact must correct the time entered on the employee’s timecard
and resubmit the employee’s timecard to the Payroll Approver for
his\her approval in the Time Entry System.
Continued on the next page.
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Field
Employee Name
Assg No
Program Name
Stipend Type
Position No
Payroll Elements
Day
Total Hours
Comments
Description
Displays the City Schools employee’s full name in the following
format Last Name, First Name (e.g., Jones, Michael).
A unique system-generated number that identifies each employee
and their position in the City Schools enterprise.
The Name of your Stipend Program will appear here.
This is the type of Stipend chosen when you created the stipend. This
field is only populated for Exempt employees. For Non-Exempt
employees it will autopopulate Select.
The position number is the number assigned by the system to
identify the stipend.
A list of components used in the calculation of the employee’s
paycheck. For Non-Exempt employees, they will be paid Regular
and any overtime due will be calculated by the system. For Exempt
employees they will be paid a stipend.
Displays the fourteen days which make-up the current City Schools
pay period. These days are displayed in a MON-DD format in the
Time Entry System. For example, March 17th displays as MAR 17.
Indicates the total number of hours worked by the City Schools
employee during the current pay period.
This free-form textbox allows the Payroll Contact to send any
relevant information about the time entered on a specific employee
timecard to the Payroll Approver.
.
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Stipend Time Entry
In this section you will see the role of the Payroll Contact’s use of the EIS Stipend Time Entry tool to
record time for the staff participating in the After-School Chess Workshop we created in Part 1: P-StAR
Create Stipend Position. Once the timecards are submitted, the Principal will login and approve the
Timecards.
Step
1
Action
From Oracle Applications Home page.
Click the BCPS Stipend Timekeeper link.
2
The Find Stipend Timecards page displays. The Group Name field will be autopopulated with the School or Organization Number and Name associated with the
user login.
Click the Find button
Continued on the next page.
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Step
3
4
Action
The Time Entry page will display
You are now in the Stipend Timecards for School 0450.
Note: All employees eligible to participate in the Stipend Program are based on the
information provided during the P-StAR Create Stipend process. The Program Name
and corresponding Position Number is displayed on the timecard to aid the user(s) in
determining which Stipend the user(s) will select to record time for.
On the Time Entry page you will Enter hours for the After-School Workshop for the
pay period starting with the 2 – Exempt Teachers.
5
Click on the Line of the Person you want to Enter Time for. You will see the row
outlined in RED. This indicates the line is ready for time to be Entered.
Continued on the next page.
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Step
6
Action
Click in cell for Mon May 5 selecting the .000.
Enter the desired information into the Hours field. Enter “2”.
Press the [TAB] key. This will Advance you to the next field to the right.
7
Enter the desired information into the Hours field. Enter “2”.
Note: You will Repeat this until you have 20 displayed in the Total Hours field.
Time for 20 hours has been filled in for you.
Continued on the next page.
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Step
8
Action
VERY IMPORTANT!
After you have Entered Time you must Save, or the Hours will not be recorded into
the System.
Reminder: Always click the Save button before proceeding to the next page of
Timecards or adding an employee to the Timecards. Failure to do so will Result in a
Loss of any changes you have made.
9
Click the Save button
Notice the Teacher’s Time has been recorded.
Continued on the next page.
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Step
10
Action
Next you will add the 3 – Paraeducators who are employed by near-by schools.
Click the Add Line button.
11
This will bring up a Dialog box to enter Information to Add Employees to the
Timecard.
Click the Program Name drop down and Select the Program Name for the Stipend
12
Click the Job Drop down list to Display the Job Positions to Add to the Timecard.
Continued on the next page.
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Step
13
Action
Select the Paraeducator Job Title. Then Enter the Employee Number you want toad
to the Timecard into the Employee Number field.
Enter “41190”
Click the Search button.
14
Click the Retry button.
15
The first Paraeducator has been added to the timecard and you are ready to Enter time
for the two weeks.
Continued on the next page.
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Step
16
17
Action
Reminder!
After you have Entered Time, click the Save button.
Repeat the steps above for all employees that are employed at other schools.
Remember to Save after you have entered the Hours for each employee, before you add
another employee.
18
Once all the Time has been Entered and Saved for the Staff members of the Stipend,
then you are ready to submit the Timecards for Approval.
Navigate to the last page and Submit the Timecards.
Continued on the next page.
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Step
19
Action
Click the OK button.
20
You will be shown a Confirmation Page for the submitted Stipend Timecards.
21
Congratulations! You have Entered Hours and Submitted the Stipends Timecards.
Click the Logout link.
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