Article IV and Appendix E of the Natomas Teachers Association Agreement allow for special assignments. These special assignments are paid a stipend according to approved amounts. Every effort should be made to fill stipend positions with qualified certificated teachers currently employed by the district (Education Code 44919). In the event there is not a qualified and able certificated teacher, the position may be filled with classified staff or substitutes except for Activities Directors, Student Council Leads, and Department Chairs. These positions require a certificated staff member. To ensure efficient management of assignments, compliance, and budget monitoring, Site Administrators should adhere to the following procedures to assign stipend positions.
ASSIGNING THE POSITION
In the beginning of the school year, site Administrators should review their site’s list of positions. To assign a person to a position, contact Human Resources to request a Personnel Action Form (PAF). This is the official tracking mechanism to ensure employees have been properly processed through HR and Payroll.
When an Administrator has a qualified and able permanent employee to assign to a position, they must:
- Contact HR to request a PAF.
- Permanent Employees assigned a position should already have HR clearance and can begin the position immediately.
When an Administrator has a qualified and able NON permanent employee or other person to assign to a position, they must:
- Contact HR to request a PAF.
- HR will work with the assigned person to obtain live scan clearance and up to date TB test.
- When HR clearance is complete, the Administrator will be notified.
When an Administrator does NOT have a qualified and able person to assign to a position, they must:
- Contact HR to request a PAF.
- HR will post the available position on Ed Join
- Once a person has been selected, submit a PAF to HR with the person’s name and include all the previous information.
- HR will work with the assigned person to obtain live scan clearance and up to date TB test.
- When HR clearance is complete, the Administrator will be notified.
IMPORTANT: ASSIGNED PERSONS SHOULD NOT BE WORKING WITH OR COACHING STUDENTS UNTIL HR CLEARANCE IS COMPLETE. NO EXCEPTIONS. (EDUCATION CODE 45125)
BUDGET MANAGEMENT
Site Administrators are responsible for managing the allocation of stipend positions up to the total amount budgeted for the site. Each site will receive a link to a Google Sheet at the beginning of the school year that is view only. The Business Office will track approved PAFs and update the Google Sheet as needed. The sheet will have three tabs: 1) Working Budget List, 2) Master List, and 3) Season Pay Schedule.
Working Budget List tab
At the beginning of the year, this tab will contain a starting list based on prior year usage. As PAFs are approved by Human Resources and the Business Office, the names of assigned people will be populated along with the date the PAF was approved. If an Administrator wishes to make changes, they may only choose from the Master List tab. To make changes, an Administrator must submit the request to Vina Guzman via email.
Example #1: An elementary school Administrator determines there is no need for a Yearbook Lead because the site PTA coordinates this activity. The administrator is unsure what this allocated amount will be used for yet. In this case, the administrator would submit a request to remove this position from the working budget. This would leave $1,000 as an amount remaining to be allocated at a later date.
Example #2: An elementary school Administrator determines there is no need for a Yearbook Lead because the site PTA coordinates this activity. The administrator has decided they will use this amount towards two Assistant Coaches at $500 each. In this case, the administrator would submit a request to remove the Yearbook Lead and replace it with two Assistant Coaches. This would leave $0 to be reallocated.
Master List tab
This tab contains the FULL list of available positions for the site (according to site level – Elementary, Middle, or High). This is a condensed list from the NTA agreement for convenience. This list also includes the approved stipend amounts and applicable budget codes. Administrators may ONLY choose from this list and may allocate any combination of these positions up to the approved budgeted amount as indicated on the Working Budget List.
Season Pay Schedule tab
This tab lists the site’s pay schedule by season. This is provided for quick reference when using the Google sheet. The same pay schedules are listed below.
TIMESHEETS AND PAY SCHEDULE
Permanent employees and substitutes are paid on different pay cycles. Please adhere to the following procedures for accurate and timely processing of timesheets.
Permanent Employees – Permanent employees are paid stipends on a regular end of month payroll and must complete the applicable timesheet (Certificated vs. Classified).
- Employee must complete all fields in top portion of timesheet:
- For The Period Ending:
- Year Round positions are paid in two halves. This field should indicate period ending December 31st for first half and the last day of school for the second half.
- Seasonal Positions should indicate Fall, Winter, or Spring
- Employee Name
- Employee Reference #
- Fiscal Year
- School Site/Department
- For The Period Ending:
- For each stipend being claimed, indicate the name in the description column and dollar amount of the stipend. If the stipend is being split between more than one person, please note the other person on the timesheet.
- Once completed, the employee must sign and date the timesheet and submit to the office secretary.
- The secretary must complete the account code and forward to Administrator/Supervisor.
- The Administrator/Supervisor reviews, signs, and dates the timesheet and forwards to Payroll by the established deadlines below.
Substitute Employees – Positions filled by non-permanent employees are paid stipends on the monthly substitute payroll.
- Employee must complete all fields in top portion of timesheet:
- For The Period Ending:
- Year Round positions are paid in two halves. This field should indicate period ending December 31st for first half and the last day of school for the second half.
- Seasonal Positions should indicate Fall, Winter, or Spring
- Employee Name
- Employee Reference #
- For The Period Ending:
- For each stipend being claimed, indicate the name and dollar amount of the stipend. If the stipend is being split between more than one person, please note the other person on the timesheet. (Please disregard the days of the month in the first column and complete on any description line)
- Once completed, the employee must sign and date the timesheet and submit to the office secretary.
- The secretary must complete the account code and forward to Administrator/Supervisor.
- The Administrator/Supervisor reviews, signs, and dates the timesheet and forwards to Payroll by the established deadlines below.
Pay Schedules
Below are tables with applicable timesheet deadlines and pay dates. It is important that staff is aware of appropriate timelines to avoid any confusion. If timesheets are not received in the payroll department by established deadlines, they will be processed on the next applicable pay cycle.
Elementary
Middle
High