Posting Staff/Sub Attendance Instructions
Start the staff attendance program:
Double click the 'STAFF' icon from the JPAMS main screen and select 'HUMAN
RESOURCE COMMAND CENTER' when prompted. Select 'ATTENDANCE' from
the menu at the top of the screen, then select 'Post Employee Absences'.
(these instructions can be found in the JPAMS manual by clicking on the HELP button
inside the staff attendance posting program)
First, enter the setup information:
MAIN SETUP SCREEN:
Employee System To Use:
1. Human Resources - select this option if you want to use the Human Resources
for posting staff attendance. This option should be already selected as the default.
You will also need to select your payroll vendor. (Lincoln should select this option)
2. Location of Employee Records – this should always default to ‘Central Office’ when the
Human Resource system is used, since the HR demographic records for the HR system are
ALWAYS located on the central office server.
NOTE: all staff attendance records will ALWAYS be posted to the central
3. Payroll vendor to use: select your district’s payroll vendor (Lincoln should select
Click `OK` to continue to the next setup screen.
The following options are available when using the `Human Resources` system:
1. Select to show Calendar for new transactions - check this box to auto-
matically display the 'Calendar' when a new transaction is checked. You may
want to check this if you have numerous transactions to enter for a previous
date (the current date is always the default date for new transactions).
2. Select to show history for pay period only - check this box if you want to
limit all transactions displayed in the Absentee History table to the
currently selected pay period. If this is NOT checked, all history for the
selected staff or substitute will be displayed.
3. Pay period table. This table is to be used to limit the display of trans-
actions to the current pay period, and to not allow posting of transactions
outside of the currently selected pay period. This table will not exist
when you first run the program, but the program will try to create it. Setup
the pay period dates by clicking on the 'From Date' or the 'To Date', and
select the date in the pop-up calendar. When you click the 'Ok' button, the
dates will be saved. You will select the current pay period by clicking on
the desired row under the column labeled 'Pay Period'. The row will be high-
lighted to show your selection. Click the 'Ok' button. The program will
always default to the current pay period based on the system's date. To
post to a pay period outside of the current one, just select the new pay period.
IF USING THE HR SYSTEM:
A year will be selected on the setup which will determine which contract year
to use for the contract records. The program will default to the current year,
ie. 2006 (if the current year is 2006).
Both the staff and sub choosers contain a new way to select the type of employees
to be available in the list:
ALL EMPLOYEES WHOLE DISTRICT - all active employees
ALL EMPLOYEES SCHOOL ONLY (INCL SUBS) - select to show employees for the
school and include all subs setup for the school, ie. one of the 5 sub
locations must be either 'ALL' or the school's number.
ALL EMPLOYEES SCHOOL ONLY (NO SUBS) - same as above, but does not include
employees coded as a sub.
Object codes 111, 112, 113, 114, 115, 116, 117, 118, 119, and 123 - select
any combination of these codes to list the employees with an active contract
record (uses the year from the setup screen), and has one of the selected object
codes in the contract file. If '123' for subs is selected, the HR employee master
file still requires at least one of the 5 sub locations be either 'ALL' or the
school number the user is logged in as.
Any object code can be de-selected for exclusion from the list. If the user wants
all for the whole district, but does NOT want to list drivers, the option ALL
EMPLOYEES WHOLE DISTRICT can be selected, and object code '116' de-selected to
exclude the bus drivers from the chooser listing.
An employee who has no contract record (excluding contracts with object code '999') will
currently be considered a sub, and will be available in the program as long as they either
have no employee end date, or the date is the same as, or later than the starting date of
the payroll period posting (this date check is in the current version).
Click `OK` to continue to post.
Now you can begin posting a new transaction:
1. Click 'Staff' Button Once
2. Click Staff Desired From Pop-Up List Once (the 'sub chooser' will automatically
3. Click 'Sub' Button Once (unless it was displayed automatically via the 'staff chooser')
4. Click Sub Desired From Pop-Up List Once
5. Click 'Post' Staff Button
6. Click and Change Absence Dates If Needed
7. Click and Select Reason
8. Click and Select Dr Excuse Choice
9. Click and Choose Days or Hours (you may over type, then press the <ENTER> key)
10. IF the Human Resources system is being used, and your selected payroll vendor
requires a employee type code or class code, and the selected absent staff member
selected has multiple job codes and/or multiple job class type codes, then a box
will be displayed requiring you to select both a code and class type for the attendance
record to apply to the attendance record. NOTE: The ‘Consortium Group’ does NOT
currently require an employee type code (ex. ‘T’, ‘S’, ‘D’, etc.), but does currently require
a 3 digit class code. You will, however, need to select both a type code, and a 3 digit
class code. You should select the correct employee codes if the information does
not automatically get inserted into the attendance record from the selected staff
member’s demographic record.
11. Click the 'Save New' Button
12. Click 'Clear Screen' to setup the screen for a new transaction.
Edit an existing transaction:
1. Select the staff and/of sub, to pull up the transactions for that employee.
2. Click on the cell in the table under the correct column to change it.
Your change will automatically be saved, you do not have to click the save button.
A message will be displayed anytime a record is saved to let you know if was saved.
Delete an existing transaction:
1. Select the staff and/or sub, to pull up the transaction(s) for that employee.
2. Highlight the transaction to delete by clicking a row under either the column
labeled 'Staff SSN', or 'Staff Name'.
3. Click the 'Delete Atnd' button.
A message will be displayed letting you know the transaction was deleted.
You may verify your entries by running a 'Proof List' (click proof list button):
Enter the payroll period date range to report, the school to report, then click ok
Review the output: scroll to the right and look at the column labeled ‘ERR’. Any
potential errors will be listed. Click the button at the bottom labeled ‘LEGEND’
to see the error code descriptions.
'Staff Form' (click staff form button), and a 'Sub Form' (click sub form button):
Enter the payroll period date range to report, the employee to report (or ‘ALL STAFF’).
If you just want to see the records, select to screen.
If you want to print FORMS for the employees to sign, select ‘To Printer’.
Click the ‘Ok’ button to view/print the records.