Substitute System Cost Account Changes Memo

October 8, 2019 memo on the transition of Substitute Services to Kelly Educational Services (KES) effective October 14, 2019.

APS Finance Department - Budget Office Memo

• Date: October 8, 2019
• To: Department and School Secretaries/Clerks
• From: Teresa Scott, Executive Director Budget and Strategic Planning
• Cc: Principals/Assistant Principals, Associate Superintendent Zone Leaders, Principal Support Staff, Department Heads, Patti Nabors, Bonnie Anderson, Budget Staff, Grants Management Staff
• Re: Substitute System Cost Account Changes

Albuquerque Public Schools (APS) will transition Substitute Services to Kelly Educational Services (KES) effective October 14, 2019. Substitutes will now be employed by KES, not APS. As a result, the only method by which substitutes will be paid is through the SmartFind Express (SEMS) system since KES will not process timesheets. Therefore, it is extremely critical that you verify all entries for work performed, especially this last week prior to Fall Break.

While Kelly Services uses the same substitute system that APS uses, Kelly's version has a twenty-character limit for cost accounts. Since APS cost accounts exceed twenty characters, we developed new, abbreviated cost accounts that accommodate this twenty-character limit. We also prepared the attached crosswalk for schools to navigate between the existing, longer cost accounts and the new, shorter cost accounts.

Please begin using these new twenty-character cost accounts in the substitute system on October 14, 2019 by referencing the attached crosswalk; examples are provided on the next page. If a new cost account does not work the first time, please try it again. If it still does not work, please contact your operational budget analyst or your grant technician for assistance.

Budgeting surrounding this implementation is still being determined. Further information will follow.

Thank you; we appreciate your patience as we make this conversion!

Crosswalk Examples

The existing twenty-five character operational cost account below on the left crosswalks to the new twenty-character cost account below on the right where Carlos Rey paid for professional development substitutes.

Carlos Rey Crosswalk Example

Item	Left Cost Account	Right Cost Account
Co.	1100	1100
School/Dept.	0339	0339
Program	102	102
Function	1000	10
Account	511000	-
Job Class	1610	610
Loc.	-	0339
Note: This table has been adapted for the website. Please download the PDF below for screenshots from the cost accounts.

The function has been reduced by the two zeros at the end, the account has been eliminated, the job class has been reduced by the one at the beginning and the school location has been added. Moreover, spaces in the cost account have been removed.

Next is an operational example that demonstrates the crosswalk where Rio Grande paid for sick leave substitutes using the district level cost account.

Rio Grande Crosswalk Example

Item	Left Cost Account	Right Cost Account
Co.	1100	1100
School/Dept.	9980	9980
Program	951	951
Function	1000	10
Account	511000	-
Job Class	1611	611
Loc.	-	1540
Note: This table has been adapted for the website. Please download the PDF below for screenshots from the cost accounts.

Let's look at a Title I grant example. The existing forty character cost account below on the left crosswalks to the new twenty-character cost account below on the right where the Special Education department paid for Transition Services other leave substitutes.

Special Education Crosswalk Example

Item	Left Cost Account	Right Cost Account
Co.	2406	2406
School/Dept.	2100	2100
Grant	321	321
Function	1001	10
Account	511000	-
Job Class	1612	612
Activity	4321019200	-
Loc.	-	0192
Category	00999	-
Note: This table has been adapted for the website. Please download the PDF below for screenshots from the cost accounts.

In addition to the changes described above in the first operational cost account illustration, the grant activity and category have been eliminated.

This page was last updated on: April 5, 2023.