An employee’s planned working time is represented in a work schedule that meets their standard daily hours. Standard daily hours are determined by an employee’s FTE. The FTE of an employee is tied to their position and is influenced by budget, projects, staffing needs, and instructional days of students. It’s also a key factor in processing annualized employees (Certificated staff and Administrators).
Here's an example of how schedules are populated by FTE:
|Employee Calendar Type||0.5 FTE||0.8 FTE||1.0 FTE|
|Argonne Alternative School||35 hours|
|Central Office Administrator||35 hours|
|Dept Head/Head Counselor/Dean||17.5 hours||35 hours|
|Early Education 3.25hrs 07114||16.25 hours|
|Early Education Site Managers||17.5 hours|
|Elementary Assistant Principal||35 hours|
|Elementary Principal||35 hours|
|HIgh School Asst Principal||35 hours|
|High School Principal||35 hours|
|Middle School/K8 Asst Principa||35 hours|
|Middle School/K8 Principal||35 hours|
|PreK EED Paraprofessionals||40 hours|
|PreK EED Teacher 0715||37.5 hours|
|Program Administrators||35 hours|
|Psychologists, Speech Pathol||28 hours||35 hours|
|School Nurses/Social Workers||17.5 hours||35 hours|
|School Term Paras||20 hours||32 hours||40 hours|
|School Term TK-12 Clerks||20 hours||32 hours||40 hours|
|SchoolTerm - Student Nutrition||20 hours||40 hours|
|Summer Student Nutrition||40 hours|
|Supervisor- All||35 hours|
|TK - 12 Teachers||17.5 hours||28 hours||35 hours|
The work schedule is applied to every employee’s timesheet and you can see it in the Schedules tab at the bottom of each timesheet. The work schedule defaults to distributing the standard daily hours evenly across the five work days: Monday to Friday. In timesheets that are on exception-based pay (auto-populated work hours), the schedule is responsible for auto-population of hours.
How do I change the schedule if a <1.0 FTE employee does not work the same hours from Monday to Friday?
In some cases, the work schedule that is defaulted in the timesheet in EMPowerSF does not meet an employee's specific schedule. A manager should edit the schedule to reflect their actual working days. This will need to be done on every timesheet to accommodate the many variations of schedules for the same FTE. Managers can access this via Edit Employee Time and clicking on the Schedule tab below the timesheet:
How do I change the schedule of employees without having to go through every date on the timesheet?
If the distribution of an employee's work hours are more predictable and stays the same during the year, you can assign a schedule template for them. Click Assign Schedules > Assign Schedule Template (under Temporary Changes).
A list of all employees will show up. Select the employee/s for whom changes need to be applied for the current pay period. Then, select from the dropdown the correct distribution for their FTE.
In the example below, we are changing a 0.8 FTE's schedule from Mon-Fri 5.6 hours to Mon-Thu 7 hrs (this employee does not work Fridays).
Select the correct setup and enter the effective dates; the range can only be the current pay period, but it sure beats entering hours for every date!
Click Save and the timesheet will update.
How do I update schedules for employees participating in Summer Flex?