Brief Explanation:

We are pleased to announce the districtwide implementation of the timekeeping computer application for visiting teachers. The timekeeping system (SAMSLink) reports data collected by the Substitute Administrative Management System (SAMS) for the time worked by all visiting teachers. It is easy to use, tracks the time card through the system, and speeds payment.

As of May 1, 2001, all visiting teacher time cards must be submitted electronically through the SAMSLink timekeeping system. All visiting teacher assignments must be processed through the SAMS system. The paper A-1 substitute time cards will no longer be accepted.

The SAMSLink timekeeping system has been created in order to eliminate the significant and unfair delays that have chronically occurred in paying our visiting teachers promptly for their work. It replaces a massively inefficient paper reporting system that has created many financial hardships for visiting teachers who have often had to track down their own pay cards throughout the district and wait unacceptable lengths of time for payment. Because our former paper system created an unreasonable burden on our visiting teachers, it also directly impacted the district’s ability to recruit and retain substitutes.

The goal of the new SAMSLink system is to pay visiting teachers for all time worked within the pay period (the first through the end of each month) on the tenth of the following month, allow us to easily locate electronic time cards within the system, and introduce greater accountability and compliance across the district. It is important to create and process the electronic cards in a timely manner in order to use the system effectively and ensure that visiting teachers are paid on time. Payroll will be closely monitoring late submissions and approvals. 

It is expected that time cards will be approved and routed expeditiously on a continuous basis (daily, if possible) rather than held in abeyance for attendance reconciliation purposes. All approving administrators at both sites and program offices will be held strictly accountable for ensuring the rapid flow of cards for payment. Chronically late submissions from schools and program offices will be brought to the attention of the chancellor and the appropriate instructional leader for necessary intervention.

Site Administrators are responsible for approving all time cards for their school sites. Department Heads (program offices) are responsible for approving all time cards routed to them from sites. These responsibilities may not be designated to non-management staff. Remember, from the timekeeping application, print and retain signed copies of the school sign-in sheet as a signature log for auditing purposes. Administrators and principals may obtain a copy of the Administrator’s Training Guide at http://prod031.sandi.net/it/publications/index.html.