MDUSD Budget & Fiscal Services: The Basics - Substitute and Leave Reporting

Payroll is responsible for payroll, employee deductions, time sheets, vacation accrual, sick leave, leave reports, and direct deposit.

Accounts Payable is responsible for school site general purpose budgets, Measure A furniture and equipment money, revolving cash, clearing accounts, and vendor payments.

Accounts Receivable is responsible for categorical programs and grants, Special Education budget, Adult Education budget, Transportation budget, Food Services budget, expenditure abatements, donations, and billings.

The Budget Information section includes downloadable copies of our Adopted Budget (in .pdf format), with interim reports and other budget updates added as they are approved by the Board of Education.

The Chart of Accounts section of our site includes summary and detailed listings of the components of our chart of accounts (e.g., site and manager codes, program codes, function codes, and object codes).

The Basics section includes the basic information needed by administrators to manage financial matters at school sites. Topics covered include "Tips on How to Stay Legal," "How to Spend Money," guidelines for revolving cash and clearing accounts, sample forms, etc.

Information about the Budget & Fiscal Services department, including who to contact for answers to your questions.

The Alphabetical Site Index contains a listing of documents included in this site.

Updated: 1/17/02

Substitute and Leave Reporting Procedures for Members of the MDEA Bargaining Unit

Questions and Answers

Does a teacher need to call the Substitute Calling System if he or she is going to be away but no substitute is needed?

Yes. The Substitute Calling System will generate an individual absence report which will be sent to the school at the end of the month. The automatically generated absence report replaces the old Absence Verification Form.

If a teacher is away from the classroom for two hours for a doctor's appointment and the substitute is pad for half a day, will the teacher's sick leave be reduced by half a day?

No. The teacher's sick leave will be reduced by the portion of the contract day that the teacher was away from the classroom, regardless of what the substitute is paid. There is no connection between what a substitute is paid and the amount deducted from the teacher's leave.

Do teachers have to fill out the old Absence Verification forms throughout the month when they are away from the classroom?

No. All they need to do is call the Substitute Calling System when they are going to be away. The system will generate an absence form for the teacher to review at the end of the month.

Does the Substitute Calling System automatically generate individual absence reports for all employees?

No. The manual absence forms and monthly leave reports will continue to be required for classified employees, psychologists and certificated managers.

Is there ever a time when teachers should use the old Absence Verification form?

Yes. If a teacher loses the automatically generated absence report, the old form can be used by transferring the information from the Summary Absence Report to the old form.

What does a teacher do if there is an error on the automatically generated absence report?

The teacher should correct the error on the form and put a brief explanation of the correction at the bottom of the form.


Mt. Diablo Unified School District James Dent Education Center 1936 Carlotta Drive, Wing B Concord, CA 94519	voice: (925) 682-8000 fax: (925) 609-8768 8:00 a.m. to 4:30 p.m. Monday through Friday