Access 14.1 from the main menu and use their Social Security numbers or last names and first initials.
Pedagogues are paid on a bimonthly basis. They are paid for weekends and holidays. That is how the system is set up. The summer vacation ends with Labor Day. If the first day of school is on September 7 (for example), there will be six days pay deducted at the rate of 1/360 of the annual salary because the first six days of September are part of the summer vacation and that person is not entitled to those days if they are brand new to the school system.
Access the EIS system at 9.2.1; enter the employee’s EIS # and press F9. This screen gives the service history, equated date, salary step, and differential code and longevity code. You can "print screen" and give it to them for future reference.
Access EIS at 13.3; enter the employee’s EIS #. There isn’t enough space on the pay stub to itemize more than a certain number of lines, so complete information can be found on the 13.3 screen.
Access EIS at 7.4.9; enter the employee’s EIS # and enter an "S" for pay cycle. There will be a display of how the increase was calculated. Use F8 to scroll. Print screen for each page, if needed.
Access EIS at 11.1.6. This screen displays additions and deductions to gross salary each pay period.
Attendance can be accessed at 9.2.2.
The Payroll Secretary has a record of absences in each staff member's file. Access the EIS system at 9.3.3 to verify the balance. The paper record is the official document. If the computer balance does not match the paper record, the Payroll Secretary can initiate corrections.
At present, the quickest route is to access 2.6 and enter the EIS #. Press F4 (window). From this menu, you can see service, salary history, and pay history screens. Print screen each one and you can then see all three at once.
Appointed pedagogues may borrow up to 20 days upon application. The employee must fill out an OP198R which states that the borrowed days constitute a debt to the Board of Ed and must be repaid either by earned days or payroll deduction. UFT Educational Paraprofessionals may borrow up to ten days by application to the Board of Ed.
The District/High School Superintendency is responsible for processing personnel on payroll. Check with them to find out the method the school should use to notify the Personnel Director that new staff are working in the school. Generally, a Personnel Transaction Form (PTF) is used.
-Application for Salary Steep Placement (when newly assigned as a substitute and again when newly appointed)
-Application for Salary Diffferential (iif eligible)
-Health Form ERB97 for all staff who arre eligible, Dependent Student Form if needed, and an F Status form if applicable. See current year Health & Welfare Memorandum
-OP85 for all staff (regulaar and subs)
-Emergency Card for in-schoool use
-Index Card with name, addrress, telephoone number, former school, and license.
-Personnel Transaction formm forwarded tto District for placement on payroll
-Resumption of Service for pedagogical staff returning from a leave of absence without pay
-Reduction of Probationary Period for JJarema Credit/Traveling Tenure for Pedagogues
-Application for Teachers RRetirement Syystem or Board of Education Retirement System (as applicable).
The Family Medical Leave Act is a federal law that provides all employees who meet certain requirements and are placed on approved leave with up to 12 weeks of continued health insurance coverage and a right to be restored to the same or equivalent position upon return from leave. For staff members whose health coverage would have previously terminated while on leave, the Family Medical Leave Act provides a tremendous quality of life benefit. As with all leaves, employees must be eligible and apply on the appropriate form and supply the necessary documentation. In addition, the employee must be provided with a "FMLA Notification to Employee" form. Read Personnel Memo, No. 54, 1995-96 for full details.
An EB1054 must be completed and forwarded to the Health and Welfare Unit at the Board to continue health coverage during the approved leave and a second EB1054 must be submitted to restore regular coverage upon the employee's return to active service.
Keep in mind that FMLA begins when the employee is absent from service due to one of the four qualifying FMLA events as outlined in the Memo. Therefore, if an employee is using CAR or borrowed days, grace period and then days without pay for one of the FMLA events, all of these absences would be considered part of the FMLA leave and must be counted toward the 12 week limit. Confusion exists because the Board of Ed has defined categories of leaves that we have become familiar with. For example, if a staff member takes maternity leave by using CAR/borrowed days and grace period and then days without pay, all of these absences would be considered a maternity leave as defined by the Board of Ed and a FMLA as defined by federal law. One leave does not replace the other; they are the same leave. That is what is meant by FMLA running concurrently with an employee's regular leave entitlement. Contact your Personnel Director to determine your district's procedure for processing leaves.
Appropriate forms must be submitted to the Medial Division in order for absences to be approved as the result of an alleged line of duty injury. Please refer to Special Circular No. 32, 1989-90 for full details.
After the Comprehensive Accident Report and OP198 have been forwarded to the Medical Unit, access the Line of Duty Injury screen on EIS (9.3.5). The dates entered in timekeeping as 46PLD (pending line of duty) will appear with codes: A=approved;
D-disapproved; blank=pending. The medical unit will notify the school via letter to take appropriate action to reduce CAR or pay for days that are disapproved because EIS does not automatically process line of duty absences. If days are approved, no action needs to be taken because no time is lost.
*Note: Paras are not covered by line of duty policy as outlined in Special Circular No. 32. Refer to Personnel Memo No. 16, 1991-92 for these staff members.
We have been using Special Circular #31 which has served as a job description for school secretaries for the past 20 years. This circular defines the duties of the school secretary. All secretaries (payroll or otherwise) can be required to do typing for the principal, purchase orders, answering phones, etc. It is part of the job. If you need a copy of this circular, send me an email: UFTSECY@aol.com.
No, a teacher or para cannot use their CAR days for the care of a sick family member. CAR days are to be used for personal illness of the employee with the exception that three of those days can be used for personal business. They would apply for an unpaid FMLA for up to 12 weeks in a l2 month period and they would retain their health insurance for that time. Please refer to Personnel Memorandum No. 54, l995-96 for further instruction. If you need further help, contact us. Good luck! Jackie Ervolina
Hi again. I've already answered the first few questions in my previous email to you. I will now address the question concerning child care leave. Generally, this is the sequence of events when an appointed teacher is going to have a baby. She may opt to take a leave of absence without pay for restoration of health (commonly called maternity leave) any time during the pregnancy. She may use all of her CAR days and may borrow up to 20 sick days in order to stay on payroll and get her paychecks as usual. After that, she will go on a grace period. During all of this time, she is considered to be in active status and is on payroll and earns days in her bank and retains her health insurance coverage. After the grace period, the teacher is on unpaid leave for restoration of health (what we call maternity leave) for up to six weeks after the baby is born for a routine pregnancy or eight weeks after a cesarean section birth. At that time, she must either return to service or go on an unpaid child care leave of absence for up to four years. Health insurance coverage continues for up to four months beyond the grace period and it is called Special Leave of Absence Coverage (SLOAC). Now to add another dimension to this story, we must remember that Maternity/Child Care is also a covered event under the Family Medical Leave Act (commonly called FMLA). For this appointed teacher, her health benefit under SLOAC for four months is greater than the 12 weeks worth of health insurance coverage she would get under FMLA. However, these leaves would be processed as both Board of Ed and FMLA leaves of absence. (Remember that FMLA is a federal law and is a real boon to many categories of staff who do not have the health benefits that we do.) And, all the time that she had taken off both in a paid and unpaid status for maternity/childcare is counted toward the l2 weeks of FMLA. If for some reason this teacher took child care leave after six weeks after the birth of the baby and had not used up her l2 weeks worth of FMLA, she would be entitled to take FMLA for child care and she would be entitled to health insurance coverage.
So, that's the answer. Clear as mud? If you read Personnel Memo # 54, l995-96 and the UFT pamphlet NOT FOR WOMEN ONLY, it may help. If not, contact your UFT Secretary Borough Coordinator (click on IN THE KNOW on the Sec'y. homepage for her name and number) for further instruction. Good luck! Jackie Ervolina
An OP 198 need only be used when requested by the Principal for cases where sick leave cannot be entered and countersigned on the school record, i.e. the CAR. For example, a teacher who is absent for a self-certified illness need not fill out an OP l98 because that absence would be noted on her CAR card with her signature. In some cases, however, where there are several sites to a school as there are in District 75, an OP l98 is usually used for every absnece so that a record of the teachers's signature is available for each absence. When an absence is not self-certified, i.e., medically certified, illness must be certified by a physician in Section IV or by confidential medical report (OP 407).
Per session vacancies are not posted on the NYC Board of Ed net. Generally, these vacancy announcements are either generated by Central Board, by your district or for your own school's program and are posted in the schools.
OP85s are not given to new empoyees at Central Board nor or they given, generally, at the district offices when staff is first processed. The distribution of OP85s is done in schools for all new staff which may cause a lag in seeing the correct tax information on a paycheck due to the time it takes to forward and then process the paperwork at Central Board. Because of your question, the UFT is suggesting to Central Board that OP85s be distributed to new employees when they are processed. Thanks for the question.
Personnel Memorandum No. 14, 1999-2000 outlines the changes in Chancellor's Regulations on Salary including time limits on applying for full salary retroactivity for differentials and prior experience for step placement. If you cannot find a copy in school, call your Borough Secretary Coordinator or email UFTSECY for a copy.
Hi CullinaneA, According to the Office of Budget Management at the Board, you are no longer limited to four spending modifications per year per quick code. In order to clarify regulations or to obtain further information, please call (718) 935-3256.
Call the Bd. of Ed. 24-hour W-2 hotline at 718-935-3889. You can leave a detailed message and they will respond to you. Refer to Chancellor's memo dated 1/18/2000 that went to all District Superintendents. The principal may have a copy.
In order to get "Z" status the payroll secretary must fill out a request for approval to fill vacancy or long term absence with a per diem substitute (form BA/BUD-4006) which goes to the district personnel office. If a per diem works 30 consecutive days in the same position covering for the same absentee, he/she may be entitled to receive a daily rate of pay equivalent to 1/200 of the annual salary they would have been on if they were a regular sub but no higher than step 4A. There may not be a break in service. If Z status is approved, then the per diem will receive arrears on a future paycheck for the difference in rate. The payroll secretary must do an arrears payroll indicating the new status. Sick leave may be earned at the rate of 1 day for each month when work plus holidays equals 20 days. Sick leave usage requires a doctor's note.
If you need further help on this subject, call me at the Queens UFT on Thursdays, 4 to 6 pm.
Queens UFT Secretary Coordinator
There was an email that came from a district office notifying principals that a new computer on a rolling worktable will be placed in the schools that will enable subs to swipe a card so payroll secretaries could check eligibility. I don't have exact information on when they will be installed. I expect that it will be done on a district-by-district basis and could take a while to get to all the schools. When we have more complete information, we will get the word out to everyone. Keep checking our web site for updates. Thank you for the question.
UFT Queens Secretary Coordinator
Thank you for your question. Pedagogues earn a day in their CAR on the 16th of each month.
Re longevity: appointed pedagogues are eligible for longevity increments at the completion of 10, 13, 15, 18, 20, and 22 years of service in the NYC public school system regardless of license. The teacher who worked as a sub, then apointed under one license and then a second license will count all of that service towards longevity. As of September 16, 1998 longevity increases are given on anniversary date. Re: your second questions regarding Circular #31: we agree that this circular needs to be revised and we have been working on it. Just remember, we are always careful to protect our members' rights before we change anything.
The selection criteria for summer secretarial service in the high schools is outlined in our Contract: Article 7G2 (page 25-26). First the position must be offered to high school secretaries, both regularly appointed and regularly assigned subs, within that school; if the offer is not accepted by that school's secretaries, the principal may request secretarial assignment from applications on file in appropriate offices of the Board, in the following order of priorities: (a) High school secretaries, both regularly appointed and regularly assigned subs to their own school. (b) Regularly appointed high school scretaries to other high schools. (c) Regularly assigned high school substitute secretaries to other schools. (d) Regularly appointed junior high school secretaries. (e) Regularly assigned junior high school substitute secretaries. (f) Regularly appointed elementary school secretaries. (g) Regularly assigned elementary substitue school secretaries. (h) Per diem substitute secretaries who have worked in high schools. If you need a copy of the contract, or need to get more information, you can e-mail me at UFTSecy@aol.com.
Hi dubartell1, In general, School Secretaries who work in summer school are working in advertised per session positions and are paid the current per session rate of $20.45. The number of hours worked depends on the requirements of that particular summer school program. However, School Secretaries performing summer service in the high schools on the specified days shall serve for six and one-half hours beginning at 9:00 a.m., exclusive of the lunch period. The current daily rate is $l32.93. Good luck!
You can give the district the CAR as of June 14 and let them know it does not include the day earned for June and any activity such as absences etc. will not be included in the report. Every June the rating sheets are prepared ahead of time because they must be given out before the end of the school year. Just date them as of 6/14 and leave it that way. Be sure the official CAR record is correct by June 28. The rating sheets will reflect numbers as of June 14th. Don't look for extra work. It's not necessary.
Sheila Solow, Queens UFT Secy. Coordinator
Yes, in District 22 in Brooklyn. If you are interested, please contact Evelyn Berg at the Bronx UFT office at (718)379-6200 immediately.
Hi Apine523, Chancellor's Regulation Personnel, C l75, states "Employees on approved Leaves of Absence may not work without permission." The employee would have to request permission from the Board.
Hi again,At the time of appointment, the secretary would fill out a step placement application again noting all previous sub-secretarial and outside experience. She would hand deliver or overnight express the application to the step placement unit at the Board. Her experience would be evaluated by a step placement counselor and a certificate of salary status would be issued noting her new step (if applicable) and equated date for future salary step advancement. She could not be appointed higher than step 6A. She would then advance salary steps twice a year: once on her equated date and once on March l.
Hi CS1, All prior experience considered, a newly appointed secretary can be appointed no higher than step 6A.
Hi csl, For pedagogues, including School Secretaries, the date on which you are appointed is your anniversary date. At the time of your appointment, a step placement application is completed on which all prior substitute and outside experience is noted. This prior experience is evaluated by the Board and a Certificate of Salary Status is issued to you. The certificate will note the step on which you are appointed which can be higher than step lA if you are credited with prior service and will give you an equated anniversary date. This is the date on which you will go up a step along with the March 1 step. All pedagogues should fill out a step placement application when they begin service with the Board, even as an occasional sub, because if they have creditable prior experience they may be granted steps and will be entitled to the higher salary if they procure a regular or "F" status position. Keep in mind that this does not pertain to per diem subs who are paid a flat daily rate.
Hi Rubytuesl, Your question is a universal one and the answer can be different depending on the person to whom you are speaking. In my experience, I have found that those Secretaries who have a "system" seem to be able to keep on top of their timekeeping duties. A "system" can include: efficient sign-in staff attendance sheets, accurately kept attendance work sheets for Q, E, etc. bank payrolls, adherence to a time schedule for entering absences in the CAR book as well as in the computer, e.g. every Friday. Mark your calendar and stick to your schedule. Most people are quite understanding when you say that you have to finish the payroll. I always recommend that School Secretaries take a payroll "P" or in-service course. Even if you are a seasoned Secretary, you can always pick up a "tip" you can use or a new way of doing your job from the instructor or fellow students. Taking a course is also a good way to keep abreast of changing payroll and personnel policies. If you need further information, don't hesitate to ask.
Teacher's Choice purchases for the 2000-01 school year may be made between August 1, 2000 and March 1, 2001. Be sure to get receipts for your purchases because you will have to submit them attached to your documentation form. Staff eligible to participate in the Teacher's Choice Program will receive complete instructions in their Teacher's Choice handbooks which will arrive in schools sometime in the fall.
Hi PUnroch, Pedagogues, including School Secretaries, are entitled to health insurance coverage when they retire. Pedagogues may retire who are 55 or older and have completed five years of consecutive appointed service. May I suggest that you contact a pension consultant at any UFT Borough office, or better still, make a pension consultation appointment with a UFT pension advisor for a more complete understanding of your retirement entitlements.
Hi Willfenn, School Secretaries have several options when considering transferring to another school. The SBO (School-Based Option) transfer plan and the UFT Seniority Transfer plan materials are delivered to schools in the Spring. Hardship transfers are explained in the Seniorty Transfer plan. There are also Administrative Transfers which require that you be requested by a superintendent and released by your current superintendent. The postition you fill would have to be listed on the seniority transfer plan for the following year and someone with the proper qualifications could apply and you could be excessed. I would suggest that you obtain a copy of the UFT pamphlet entitled, "A Guide To Transfers" from your borough's UFT office for a more in-depth explanation of these transfers. Also, you might want to retrieve last school year's transfer plans from the file and read the instructions so that become familiar with procedures. You may also want to call your borough's UFT Secretary Coordinator for more information. Good luck!
Hi Azarobin, A regular substitute school secretary's salary can increase by: salary steps, differentials, and contractual raises. It sounds as though you are questioning your steps. According to Board of Education regulation and the Contract, regular substitute school secretaries will advance to the next step in the salary schedule upon completion of each full year of regular substitute service and on March 1 of each such year but not beyond step 4A of the salary schedule.
Hi MPascu9477, The State Department of Education notifies the New York City Board of Education. Both the State and the City will notify the applicant. When an extension is denied to a New York City teacher, the Board recinds their regular license and they revert to step 4A for the following year (the highest you can attain as a substitute. The School Secretary is not notified except by the teacher who is generally in a state of panic. Suggest that they call a salary representative at their local UFT office when they are first notified. Sometimes an extension can be arranged if there are compelling reasons, e.g. health issues, etc.
Hi CS1, The information regarding minimum and maximum requirements regarding licensure is contained in the Examination Announcement for License as School Secretary that you received when you first applied to take the exam. The six credits in education and School Records and Accounts is included in the 30 credits applicants must complete within the five years in order to meet their maximum requirements for their license.
Hi Ruby, A "Withdrawal of Resignation or Retirement" form must be filled out for pedagogues who resign or retire and want to return to service into a pedagogical position. After research of the information provided on the form by the Salary Step and Differential Unit, the employee will be returned to his/her former step but no higher than step 4A if currently accepting a substitute position. Neglecting to submit the "Withdrawal" form may result in the employee being placed on the first salary step when he/she returns to service.
Hi, Principals and APs now accrue days in two different categories. They accrue days of annual leave (27 per year) AND they accrue 12 days per year for personal illness in their CAR. Personal business and religious observance days must be charged to annual leave using event code 79000.
An accrual of 2.25 days of annual leave will be automatically credited on the l6th of each month for a total of 27 per year while the Principal/AP is in active status. Annual leave cannot be carried over from year to year. In addition, they earn sick days at the rate of one per month on the 16th for a total of 12 for the year. So, practically speaking, you would still keep a paper CAR for recording their abscenses due to illness and non-attendance as you have in the past. You would also keep track of their annual leave usages on the form provided by Central Board or on a form provided by your District or on a form that you have devised. Of course, you would continue to key in absences both for annual leave, including personal business and religious observance as well as for personal illness. If you need further information, refer to Payroll Memorandum #17, 2000-01 and Personnel Bulletin dated November 3, 2000 and Payroll Administration Memo #13, 2000-0l. You may also call your Borough's Secretary Coordinator after 3:30 at your Borough UFT office for direction. Good luck.
Dear Handee4, Yes, Professional credit courses are being offered this Spring in payroll/personnel entitled "Working with School Staff: the EIS system." Also, we expect that the Board will continue our 4-day Summer Institute for Newly Assigned School Secretaries in August. This training offers workshops offered by Board of Ed personnel as well as hands-on workshops offered by experienced School Secretaries. Pedagogic and non-pedagogic payroll units have available very helpful booklets as does Health and Welfare and the Line of Duty unit. Their people bring the booklets to the Summer Institute for the participants. If you want copies now, give them a call. If you would like to attend the Summer Institute, fax a request to the Brooklyn UFT office (852-9891)to my attention. Hope to see you there.
Yes, I agree. ATS is very much more user friendly when it comes to generating reports. The reason it is is very simple to understand. In the early stages of programming the ATS system, the Board and the UFT formed a committee to discuss how to make the programs helpful for the Secretaries out in the field who used them every day. The improvements to the ATS system were a direct result of the input we Secretaries had in determining how the system should work. The same situation did not exist for EIS to the extent that it did for ATS. In other words, we Secretaries were not given the opportunity to design the system as we did with ATS. Of course, we are always willing to assist the Board in making our jobs easier, however, we cannot force the Board to take our suggestions. If you have suggestions on how to improve the EIS system, please let me know. I will certainly try to work with the Board to make the system more helpful to all of us.
Hi Stefnik, I think your suggestions are great and I will pass them along to the Board. I love the scan sheet idea. Keep those good ideas coming in--that's the way we get the Board to change.
Hi Again, The answer to your question is different in different situations. Please call your local UFT office after 3:30 once school begins and speak to a pension advisor. He/she will be glad to answer your questions regarding pension.
Hi jkim618, UFT Educational Paras earn 10 days in their sick bank per school year. Regardless of the amount of days accumulated, a para can use a maximum of 10 self-treated days per school year. The 11th self-treated will be automatically deducted from pay. Of course, if there are more days available, they may be used as medically certified. However, there is a further restriction on how they can use their days. Paras can take a maximum of five self-treated days per term and no more than three consecutive self-treated days at a time. Again, they can use more days, if available, as medically treated (with a doctor's note). A maximum of three personal business days per school year is allowed which are considered among the 10 self-treated days. Any others entered into the system will be automatically deducted from pay. Please refer to your EIS Timekeeping User Guide for further information.
I will pass on your good suggestion to EIS. Until such time that EIS makes the information available, divide annual salary by four to verify income whether for the Housing Authority or any other establishment that is requesting information in writing on official letterhead.
Anytime that you need a form or informtion regarding TRS or TDA, call 1-888-8NYCTRS You may speak to a representative if you have questions or need information.
The forms are signed and they are kept in the school files. The payroll secretary must calculate the time and adjust the CAR. Keep in mind that the person donating the time loses two days for each one donated.
The Bureau of Non-Pedagogic Payroll requires a form entitled,"Request for Leave Balance Conversion or Transfer of CAR" that the payroll secretary will fill out for the employee. Fax it to the number on the bottom of the form.
Department of Education leaves of absence can only be granted for appointed personnel. However, if the sub fulfills the eligibility requirement for a Family Medical Leave (which is a federal law) for personal illness, maternity/childcare, or care of sick family member, she may be eligible for a 12 week leave without pay. Her health insurance would stay intact and she would be entitled to return to work. Suggest that she call a Salary Representative immediately at the UFT after 3:30 p.m. for help.
As of February, 2003,the procedure for submitting applications for salary step placement and differentials are as follows: applicant hand delivers the application with all documentation attached to the District office's Certification Specialist. The CS will check the application for transcripts and signatures but will not check the application further. The CS will give the applicant a receipt. The CS will forward applications on a weekly basis to the DOE. The applicant may also mail the application to the DOE (overnight express). Lack of personnel prohibit the DOE from taking walk-ins. Please suggest that members call the UFT if they need help in filing for prior experience or differentials. A UFT Salary Representative will help the member.
In order to obtain a School Secy's. license, you need a high school diploma and two years of paid, full time secretarial experience. You must pass an examination in essay writing, use of computer, stenograpy and transcription, knowledge of proper grammer, spelling, sentence structure, etc. Also, you must pass an oral interview. If you would like further information,email me with your name and address and I will mail you a packet.
Yes, of course secretaries should be paid to do per-session related work on other than their regular school hours and be paid per-session wages to do it. Dosen't everyone else get paid to do per-session work when they perform per-session duties? However, that is not what happens in every instance. Let your school's Chapter Leader know if you are asked to do per-session related work during your regular school day. Perhaps, he/she can persuade your Principal to treat the secretaries as fairly as the rest of the staff when it comes to per-session work. Of course, you must be your own advocate in this instance by letting the Principal and any others who are involved in budgeting know that there should always be money budgeted for the secretary to do per-session work, if necessary.