Employee SubFinder Absence Tracking and Recording
- Call the SubFinder system to record, review, or cancel absences, to review and change your personal information and request a Substitute. A Substitute should only be requested for positions approved for a Substitute.
- Call SubFinder system to record an absence up to one (1) hour before your assigned report to work time. The SubFinder system assigned report to work times are: Elementary 7:30 a.m.; Middle School 7:45 a.m.; High School 8:15 a.m.
- If you have an absence after the one (1) hour window the SubFinder system will advise you to report your absence to 464-5034.
- Your Campus Principal may also require you to contact the Campus the morning of the absence if not planned in advance.
- If you are assigned to more than one campus you will need to leave special instructions for your Substitute on the SubFinder system. Detail system notes are available from the payroll office.
- Reason Codes for Absences on the SubFinder System are as follows:
- Sick Leave
- Personal Leave
- Jury Duty
- In-District Staff Development
- District Business
- Vacation (only if you earn)
- Campus Vacant/Open (reserved for campus administrators only)
- Military Leave
HOW TO REGISTER WITH SUBFINDER
You can call SubFinder to record, review, or cancel absences, and to review and change your personal information. Remember that SubFinder only works from a touch-tone telephone. When reporting an absence, always wait for the JOB NUMBER before disconnecting or your absence may not be recorded.
To register with SubFinder:
- Dial the system: (512) 464-5180
- Enter your Pin: (PIN=Social Security #, press the # key)
- Record your name when instructed. When you are finished, press the pound sign (#).
SubFinder will play the Main Menu. Press 4 to review your personal information. If any of the information is incorrect, contact your supervisor.
Main Menu
| To Report an Absence |
Press 1 |
| To Review an Absence |
Press 2 |
| To Cancel an Absence |
Press 3 |
| To Review Personal Information |
Press 4 |
| To Leave the SubFinder System |
Press 9 |
To Report An Absence
When reporting an absence, SubFinder will require the following information:
1. Date and Time of absence (from date/to date)
2. Reason for the absence
3. Is a substitute required for the absence?
4. Date and time the substitute is required
5. Any special instructions for the substitute
| From the Main Menu |
Press 1 |
| SubFinder will play the Absence Menu |
|
| For All Day Today |
Press 1 |
| For All Day the Next Work Day |
Press 2 |
| To Enter Specific Dates and Times |
Press 3 |
| To Return to the Main Menu |
Press 9 |
From the Absence Menu:
| For All Day Today |
Press 1 |
| For All Day the Next Work Day |
Press 2 |
| SubFinder will play the absence date and times |
|
| If Correct |
Press 1 |
| If Incorrect |
Press 2 |
Enter the Absence Reason
SubFinder will play a list of absence reasons. Press the number of the appropriate reason followed by the pound sign (#). SubFinder will repeat the reason.
| If Correct |
Press 1 |
| If Incorrect |
Press 2 |
Is a Substitute Required for the Absence?
| If Required for the Entire Absence |
Press 1 |
| If Required for a Portion of the Absence |
Press 2 |
| If Not Required |
Press 3 |
Report Normally or Request
| To let SubFinder select a Substitute for you |
Press 1 |
| To request a Specific Substitute |
Press 3 |
If you are requesting a specific substitute, enter that substitute's assigned ID# followed by the pound sign (#).
Record Special Instructions
| To Record Special Instructions |
Press 1 |
| Otherwise |
Press 2 |
If you press 1, record a short message after the tone. When you are finished, press the pound sign (#). SubFinder will repeat the message.
| If correct |
Press 1 |
| If incorrect |
Press 2 |
To Get the Job Number
Always wait for the Job Number before disconnecting or the Absence may not be recorded.
To Enter Specific Dates and Times
| From the Absence Menu: |
Press 3 |
Enter the first date of the absence (MMDD) followed by the pound sign (#). To begin the absence today, press star (*). Enter the time the absence begins (HHMM) followd by the pound sign (#).
| For AM |
Press 1 |
| For PM |
Press 2 |
If the absence begins at the start of the work day, press star (*).
Enter the last date of the absence (MMDD) followed by the pound sign (#). For a single day absence, press star (*).
Enter the time the absence ends (HHMM) followed by the pound sign (#).
| For AM |
Press 1 |
| For PM |
Press 2 |
If the absence ends at the end of the work day, pres star (*). SubFinder will repeat the date(s) and time(s) of the absence.
| If Correct |
Press 1 |
| If Incorrect |
Press 2 |
From this point forward, SubFinder will follow the same procedures used when reporting an absence for All Day Today or All Day The Next Work Day.
To Review an Absence
| From the Main Menu |
Press 2 |
Sub Finder will play your next scheduled absence, if any exist.
| To Hear the Absence Again |
Press 2 |
| To Hear the Next Absence |
Press 3 |
| To Cancel the Absence |
Press 4 |
| To Change the Special Instructions |
Press 5 |
| To Return to the Main Menu |
Press 9 |
If you press 4, SubFinder will ask for confirmation.
| To Confirm Cancellation |
Press 1 |
| Otherwise |
Press 2 |
If you press 5, record the new message after the tone. When you are finished, press the pound sign (#). SubFinder will repeat the message.
| If Correct |
Press 1 |
| If Incorrect |
Press 2 |
To Cancel an Absence
| From the Main Menu |
Press 3 |
Enter the job # followed by the pound sign (#).
SubFinder will play the Absence.
| To Cancel the Absence |
Press 1 |
| To Return to the Main Menu |
Press 9 |
If you press 1, SubFinder will ask for confirmation
| To Confirm Cancellation |
Press 1 |
| Otherwise |
Press 2 |
To Review Personal Information
| From the Main Menu |
Press 4 |
SubFinder will play the site where you work, your work times, your primary job position, and your name as recorded. To change your site, work times, or primary job position, contact your supervisor.
| To Record your Name |
Press 1 |
| To Record your Itinerant Schedule |
Press 2 |
| To Return to the Main Menu |
Press 9 |
If you press 1, wait for the tone and record your name. When you are finished, press the pound sign (#). SubFinder will repeat your name.
| If Correct |
Press 1 |
| If Incorrect |
Press 2 |
If you press 2, wait for the tone and record your itinerant schedule. When you are finished, press the pound sign (#). SubFinder will repeat your schedule.
| If Correct |
Press 1 |
| If Incorrect |
Press 2 |