Skip to main content
California Department of Education Logo

Instructions: Substitute System Time Accounting

Consolidated Application, Spring Release program Instructions for the 2018–19 Substitute System for Time Accounting.
Data Collection Purpose

As an alternative to a personnel activity report (PAR) or equivalent documentation, federal regulations allow for substitute systems for documenting employee time and effort. Two optional substitute systems have been approved for California local educational agencies (LEAs).

Only the newer "predetermined schedule" substitute system requires approval from the California Department of Education (CDE). The CDE approval process is administered via the Consolidated Application, 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 that 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.

Detailed information on documenting salaries and wages, including both substitute systems of time accounting, are described in Procedure 905 on the CDE California School Accounting Manual (PDF; 5 MB) Web page.

CDE Program Staff Contact

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

Julie Brucklacher
Education Fiscal Services Consultant
Financial Accountability and Information Services Office
jbruckla@cde.ca.gov
916-327-0858

Procedures
Step Action Program Instructions

1

Check whether the LEA is Requesting Authorization.

Required field.

2 Provide a Disclosure of any known deficiencies with the substitute system or known challenges with implementing the system. If Request for Authorization is "Yes," a disclosure is required.
Error Messages
Field Name Error Message Resolution

Known Deficiencies Comment

An explanation of known deficiencies is required.

If the request for authorization equals "Yes" this field is required.

Back to Table of Contents

Previous

Questions:   ConApp Support Desk | conappsupport@cde.ca.gov | 916-319-0297
Last Reviewed: Tuesday, May 29, 2018
Recently Posted in Allocations & Apportionments
  • LtrFinAdj-17: State Special Schools (added 26-Oct-2018)
    Letter of final adjustment to the School District Principal Apportionment for Student Attendance in State Special Schools in fiscal year 2017-18.
  • Res-18: Student Friendly Services (added 17-Oct-2018)
    Student Friendly Services program entitlements, apportionments, and letters detailing funding information for fiscal year 2018–19.
  • Res-18: FCMAT Combined (added 17-Oct-2018)
    Fiscal Crisis and Management Assistance Team (FCMAT) county office of education reimbursement funding results for fiscal year 2018-19.
  • Immediate Aid to Restart School Operations Program (added 10-Oct-2018)
    The purpose of the Restart Program is to assist local educational agencies (LEAs) and non-public schools with expenses related to the restart of elementary and secondary schools in areas where a major disaster or emergency was declared.
  • Res-18: One-Time Mandate Claims (added 28-Sep-2018)
    One-Time Funds for Outstanding Mandate Claims program funding results for fiscal year 2018-19.