Employee SubFinder Absence Reporting

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.

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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

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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 (#).

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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

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To Get the Job Number

Always wait for the Job Number before disconnecting or the Absence may not be recorded.

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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

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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.

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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

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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

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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