Skip to main content
California Department of Education Logo

Instructions: Substitute System Time Accounting

Consolidated Application, Spring Release program Instructions for the 2020–21 Substitute System for Time Accounting data collection.
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 in the CDE California School Accounting Manual located on the Definitions, Instructions, and Procedures web page.
CDE Program Staff Contact
Secondary contact

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

Procedures
Step Action Program Instructions

1

Check whether the LEA is Requesting Authorization.

Required field. Select “Yes” or “No.”

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,” then a disclosure statement is required. Maximum 500 characters.
Error Messages
Field Name Error Message Resolution

Known Deficiencies Comment

An explanation of known deficiencies is required.

If the request for authorization is “Yes,” then this field is required.


Back to Table of Contents

Previous

Questions:   ConApp Support Desk | conappsupport@cde.ca.gov | 916-319-0297
Last Reviewed: Monday, December 5, 2022
Recently Posted in Allocations & Apportionments

  • 2019 LCFF Assistance Status (added 15-Dec-2022)
    This page contains the historical data file and record layout from the 2019 LCFF Assistance Status.
  • Letter to the Field - CSESAP (added 12-Dec-2022)
    Letter to County and District Superintendents regarding the Classified School Employee Summer Assistance Program for fiscal year 2022-23.
  • EPA Payment Letter, FY 22–23 Q2 (added 08-Dec-2022)
    Second Quarter Apportionment for the Education Protection Account, Fiscal Year 2022–23