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Instructions: Substitute System Time Accounting

Consolidated Application, Spring Release program instructions for the Substitute System for Time Accounting.
Data Collection Purpose

As an alternative to a Personnel Activity Report (PAR), federal regulations allow for substitute systems for documenting employee time and effort. Two optional substitute systems have been approved for California LEAs.

Only the newer "predetermined schedule" substitute system requires approval from the CDE. The CDE approval process is administered via the ConApp, and approval is automatically granted when the LEA submits and certifies this data collection. LEA certifications may be used by auditors and by CDE oversight personnel when conducting audits and sub-recipient monitoring of the substitute time-and-effort system.

LEAs who intend to continue using PARs or the older “sampling method” substitute system do not need to complete this page as CDE approval is not required for either.

For additional information on the predetermined schedule substitute system of time accounting, please see the Program Guidance document Web page. Detailed information on documenting salaries and wages, including both substitute systems of time accounting, are described in the California School Accounting Manual (CSAM) (PDF; 3MB), Procedure 905.
CDE Program Staff Contact

Financial Accountability and Information Services Office, 916-322-1770, sacsinfo@cde.ca.gov


Procedures
Step Action Program Instructions
1
Click the “Yes” or “No” button to indicate whether the LEA Requests Authorization. Click one of the buttons.
2
Click the “Yes” or “No” button to indicate whether the LEA Requests Authorization retroactive to July, 1 2012.

Click one of the buttons.

3
Provide a Comment to explain any deficiencies with an existing system or challenges with implementing a system.

Error Message: If either FY request for authorization equals yes, this field is required.

Resolution: Provide a comment.

Error Messages
Error Message Resolution
If either FY request for authorization equals yes, this field is required. Provide a comment.

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Previous Instruction

Questions:   ConApp Support Desk | conappsupport@cde.ca.gov | 916-319-0297
Last Reviewed: Monday, August 31, 2015
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