DISTRICT OF COLUMBIA PUBLIC SCHOOLS Office of the Executive Director Department of Human Resources 825 North Capitol Street, NE, Sixth Floor Washington, DC 20002-4232 202/442-5420, fax: 202/442-5315 www.k12.dc.us MEMORANDUM  TO: Principals Assistant Principals Business Managers and Timekeepers  FROM: Carl Williams  DATE: December 4, 2006  SUBJECT: Processing Class Coverage Payments  In accordance with the WTU’s collective bargaining agreement, Article XX IV (7b), teachers who lose their planning period due to class coverage and elementary teachers that are required to receive additional students due to another teacher’s absence shall be compensated.  Attached are guidelines and a timesheet that have been developed to assist you in tracking, recording and reporting each instance of class coverage at your school site.  The guidelines and the timesheet should be utilized to ensure that your teachers are accurately and timely compensated for covering the class of absent teachers.  I recognize that these guidelines and the timesheet are long overdue and that many, if not most of you, have been and continue to track and record each instance of class coverage.  We now want and need to make every effort to meet our goal of having all retroactive payments (for class coverage provided from the beginning of SY ’06 until December 8, 2006) provided to teachers by the end of December, 2006.  To this end, please utilize the attached guidelines and timesheet to submit class coverage time to the Payroll department by Friday, December 8, 2006.  Your submittal should be included with your regular time and attendance information that is due to Payroll by December 8.  All previously submitted time for class coverage will be processed by the Payroll department by December 8 and therefore there is no need to resubmit this time to Payroll.  However, Payroll may need to contact some of you for clarification of the time previously submitted.    Along with the guidelines and timesheet, we have attached a Frequently Asked Questions (FAQ) sheet that should answer any questions you may have regarding the calculation of class coverage time or utilizing the timesheet.  Please begin to use the attached Class Coverage Timesheet and immediately cease utilizing the version previously provided by the Payroll department.  If you have questions that are not addressed by the FAQ or need clarification, please feel free to call me at (202) 442-4080.    I recognize and apologize for the fact that we are not providing a great deal of time for you to process and submit the requested information.  Given this, I also recognize that the complete and accurate reporting of this information can not be assured.  Any correction required will be managed in consultation with the school site and Payroll.  As we move forward, HR and Payroll will partner with each of school site to solidify the process and address any and all concerns that are raised.  Please note that over the next several weeks, I will meet with principals to review the guidelines and reporting process and answer any questions they may have.    Again, please utilize the attached guidelines and timesheet to submit class coverage time to the Payroll department by Friday, December 8, 2006.  Your submittal should be included with the submittal of your regular time and attendance information.  If you have any questions or need clarification, please do not hesitate to contact me at (202) 442-4080.