Frequently Asked Questions About SAP

Teachers are NEVER coded with a 0800 code

Substitute Teachers are ONLY to be coded with one of the three following codes:

• 0800 Attendance
  
• 0840 Attendance for Pay (topping up)
  
• 0654 Counting Code for Long Term Subs to be used on Storms Days, Inservice

What do I do when I have locked myself out of an employee?

Please send an email to sap@gov.ns.ca with your SAP username and the personnel number you have locked. The subject on your email should be End Session Please.

I am unable to access SAP and receive an error message when trying to log on. What do I do?

Please send an email to sap@gov.ns.ca. The subject line should read Reset Password. In the body of the email please enter your SAP username. You will receive two email responses from SAP. One will indicate they have received your message. The second email will give you instructions regarding your password.

I am a School Secretary, how is my time entered?

Time entry for all school secretaries is completed by Mary Ann Rainforth at Regional Office. School secretaries should email (maryann.rainforth@avrsb.ca) or fax (4635) Mary Ann their Absence/Attendance Form.
The casual or spare replacement for the school secretary must be entered at the school site.

How do I enter time for Teacher in Charge?

The administrator is coded out with the proper absent/attendance code and the date. Cost Centres are NEVER entered on an administrator’s entry.
The teacher in charge is coded in with the teacher in charge code and the date. The cost centre is entered on this record under Sub CCtr.

The substitute is coded in with an attendance code, the date and the teacher in charge's SAP number under Rep. Pers. Once you enter the teacher in charge's SAP number and press enter (or your green check mark) the cost centre will default under Rec CCtr.

How do I enter time for a Percentage Teacher?

Effective 10 December, 2007, please enter the actual portion of the day the teacher was scheduled to work for the specific day you are entering time.

For example, if you have a 20% teacher that works one full day, you will still enter 1.00 on the day the teacher has an attendance or absence that must be recorded. If you have a 20% teacher that works 20% each day, please enter 0.20 on the days they have entries.

How do I enter time for a Substitute replacing a Percentage Teacher?

The process for entering the substitute teacher has not changed. Substitutes are coded with a 0800 attendance code for the time they work. Substitutes working less than a ½ day must be "topped up" to a ½ day. For example, if a substitute works 20% of a day, they are entered with a 0800 code for 0.20 and a 0840 code for 0.30. This will ensure they are paid for a ½ day. Substitutes working more than a ½ day are paid for time worked. We do not "top up" to full days.

Where do I enter cost centres?

When entering cost centres on a permanent employee, the cost centre should be entered under Sub CCtr. When you make the replacement (substitute) employee's entry and indicate who they are replacing, the cost centre will default to the Rec CCtr column. Cost Centres are NEVER entered on permanent employees under Rec CCtr. Only eight-digit cost centres can be entered in SAP, cost elements cannot be entered into SAP.

Where do I enter cost centres on a “floating substitute”?

When entering cost centres on floating substitutes, or casual employees (who are not replacing a permanent employee), the cost centre must be entered in the Rec CCtr column.

What do I do if I receive an error message that tells me that I am not authorized to use a cost centre?

If you receive this error message, please enter the cost centre on the substitute's entry by using the "short text" feature. Please note, you will have to delete the cost centre from the permanent employee's time entry record.

If you receive a message that you are not authorized to use a cost centre, you should send an email to person who asked you to use that particular cost centre and with a copy Lesley MacDonald.

If you are entering time for an inservice and are missing the cost centre information, please call Leanne Chesnutt (4617) and she will ensure you receive the cost centre promptly.

How do I enter time for an EA?

When entering time for an Educational Assistant, enter the permanent employee’s information with one entry for their total number of hours.

How do I enter time for an EA Casual Replacement?

The casual replacement should be entered with one entry for the total number of hours. Supervision and Resource time are no longer made as two separate entries. If two casual employees are filling in (i.e. one for supervision and one for resource), there should be an entry for each casual.

When trying to correct or add information to an entry, I get an error message stating "You must enter Dept/or Pers.". What do I do?

When making a correction after the location field has been entered the location field must be removed otherwise you will receive an error message stating "enter Rep. Pers or Location". Once you have made the correction and hit enter the location will automatically default into the field.

When trying to delete an entry, I receive an error message that states “Enter Relevant Time Attributes”. What do I do?

When deleting entries in SAP, please highlight the entire line. You can easily highlight the line by clicking on the first column on the left. There is an icon at the top of this icon that looks like a list. Once the entire row is highlighted, click on the delete line icon on the toolbar that appears under Time Entry: Data Entry View. The delete line icon looks like a list with a red line in front of it.

Can I add text to indicate a relationship to a sick leave absence or an absence for bereavement?

Yes, you can be using the short text function. When you are in CAT2 on the Time Sheet Data Entry View Screen, enter the absent code, then enter the absence in either days or hours, while you are in that box double-click. You will be given a new screen. You can enter the relationship on this screen. You will see that you entry has changed color, this indicates that your relationship text has been added.