As the teacher-coach you will be responsible for:

  • Timekeeping and Payroll; and 
  • Responding to Timekeeping and Payroll Communications.


The Office of School Wellness Programs will distribute CHAMPS funds to eligible schools via a Bulk Job Code to be used at the start of the season to support a before-school or after-school sports and fitness program. The funding will compensate the teacher-coach who will supervise the program. 

  • Hiring documents and per session timesheets (for the awarded teacher-coach) will be signed by the principal. 
  • The payroll secretary will collect, process, and file teacher-coach documents (timecards and timesheets) on-site.
  • The Budget Officer at the Office of School Wellness Programs is the approver of the timesheet(s). See CHAMPS Payroll Guidance and Operations (opens in new browser window). 

 

Timekeeping and Payroll Policies:

  • The teacher-coach must enter student attendance in the CHAMPS Manager App (opens in new browser window) prior to submitting timesheets to the payroll secretary. If there is no student attendance record in the app for days noted on a per session timesheet, it will not be approved. The Office of School Wellness Programs recommends that all student attendance records be entered at the end of each session. This will prevent delays in the approval of timekeeping for the services rendered. 
  • The teacher-coach must submit their timesheets to the payroll secretary promptly at the end of each pay cycle. The pay cycle is every 15 days (about 2 weeks). Adhere to the set timekeeping pay cycles and do not submit all timesheets at the end of the CHAMPS season.
  • Work performed starting Monday, April 8, 2024 through June 14, 2024 will be approved. The Office of School Wellness Programs will not approve work performed before (April 8) and after (June 14) these dates.

 

How to Adhere to Timekeeping Pay Cycles:


Review an example of a winter program pay cycle schedule below. All timesheets during the winter season pay cycles are to be submitted to your school's payroll secretary to be entered via Galaxy. The winter season starts on Monday, April 8, 2024 and ends on Friday, June 14, 2024. See: 2023-2024 Payroll Schedule (747 Per Session, page 5)


Payroll Dates
Cycles
Upload Student Attendance for Sessions Conducted to CHAMPS Manager App
Submit Timesheet to Payroll Secretary for Dates Worked to Receive Check by
April 8 -15
Cycle A
April 8 -15
May 1, 2024
April 16 - 30
Cycle B
April 16 - 30
May 16, 2024
May 1 -15
Cycle A
May 1 -15
June 3, 2024
May 16 - 31
Cycle B
May 16 - 31
June 18, 2024
June 1 - 14
Cycle A
June 1 - 14
July 5, 2024


How to Respond to Timekeeping Communications

The teacher-coach must respond to any messages regarding timekeeping. The Office of School Wellness Programs (OSWP) sends automated payroll messages to teacher-coaches with missing student data on the CHAMPS Manager App.


For example, teacher-coaches may receive an automated email notification with the following message:


SAMPLE EMAIL NOTIFICATION

Dear Teacher-coach:


You have entered 0 hours into the CHAMPS Manager Application (DOE Login required) for 12/01/2023 - 12/15/2023. The pay period closes on 12/21/2023. Any time entered by your payroll secretary for your CHAMPS program will not be approved because you have not entered the corresponding attendance in CHAMPS Manager.   


To avoid additional delays in processing your payroll, please enter the missing attendance before the next approval deadline. Please visit How do I add attendance for my CHAMPS Program activity? for instructions on how to enter program attendance. Please see contact your borough support team as listed in the How do I contact the Office of School Wellness Programs for support? for further questions. 


Sincerely,

 

Office of School Wellness Programs