Knowledge Base > KB10306-Best Practice: Tracking Staff Starting as a Sub Then Moving to Permanent Status in the Same Position
Contributor: Steve Andrew
Last Updated: Nov 29, 2023 4:50 pm

Sometimes an LEA may want to track staff who start off as a substitute then move to permanent status in the same position. An example would a License issue.

Below are suggested steps to track the staff member from substitute status to permanent.
  1. Hire or re-employ staff member and select an active substitute status.
  2. Add the Assignment, putting the staff member in the position with the start date as a sub.
    • If there is a Salary Schedule, a Grade, and a Step that are appropriate, select and save.
  3. Since substitute budget codes are not imported from Payroll, you will not have a budget code to connect to their assignment.
    • They will show as an error on your SS200 report.
    • If you want the staff member counted on the SS200, you must manually add them to summarized counts from the HRMS Reporting Tool.
  4. Once the staff member moves to a non-sub status, put an end date on the current assignment by dropping the assignment.
  5. Add a new assignment for the same position, with a start date of the first working day after the ending date as a sub.
  6. Edit the new assignment and connect the position number on the employee payroll assignment record, if available.
  7. Click on “Edit Salary Information and/or Record Promotion/Demotion/Salary Change"
    1. Select the new Base Pay Table, Grade and Step
    2. For “Type of Action”, select Salary Change Only
    3. Enter Effective Date, Old Salary, Old Pay Basis (Daily or Hourly), New Salary Amount, New Pay Basis (Monthly), Reason (Other).
    4. Select whether to Post on Board Report and enter a Comment (Required).
    5. Save
  8. Create a contract for the staff member once in permanent status, if applicable.

By performing these steps you now have the following information in HRMS available: