FAQ KASS Administrators/Principals
What type of requests do I need to use KASS for?
KASS is to be used for teacher or teacher’s aide absences that require a substitute teacher or teacher’s aide and vacancy positions.
What if I have requests for extra help that fall outside of the areas noted above?
Contact Kelly Educational Staffing to discuss your specific needs at 407-228-0400.
Where does Kelly get the employee/vacancy data that is in KASS?
OCPS transfers updated teacher/vacancy data to KASS on a daily basis. If any employee information is incorrect in KASS, contact Javier Melendez at OCPS at 407-317-3228.
What is KASS Web Time?
KASS Web Time is an easy-to-use, online timekeeping component of the Kelly Automated Scheduling System. Substitute employees enter their time-worked via the Internet or IVR, and school approvers receive an e-mail with a URL that allows them to approve timesheets online. In addition, KASS Web Time will allow schools to identify appropriate accounting information for substitute requests funded by a grant or other special fund.
Do I still need to enter substitute payroll information into SAP?
No. Kelly will be responsible for all substitute payroll.
Who must approve timesheets at my school?
Each school must assign one approver that will be responsible for electronically approving timesheets each week. In the event that approver is absent, a second approver can be assigned to approve timesheets during the original approver’s absence.
What happens if my Internet connection is not working and I need to approve timesheets?
You can utilize any computer with an Internet connection to approve timesheets. If this is not possible, please call the Kelly branch and a representative can assist you.
When can I select an appropriate accounting code if the substitute needs to be charged to a grant or other special fund?
You will have the opportunity to enter a special accounting code/fund code at the time of Web time approval OR the code can be entered on the absence screen in KASS up until midnight of the date of the absence. Only one accounting code can be used per absence.
What happens if I forget to approve my school’s weekly timesheets or forget to select a necessary accounting code?
If the KASS timesheets are not approved by Tuesday at 11:59PM (for the prior workweek), then the timesheet information will be automatically approved and sent to the Kelly Payroll processing center. In addition, if a necessary accounting code is not selected by Tuesday at 11:59PM, the information will not transmit to OCPS during the billing process.
Do I still need to complete the blue form for absences that require a charge to a special fund?
No. The blue form process will be discontinued. Instead, fund managers will supply certificate of absence forms with approved charges to teachers/schools by the date of the absence.
What should I do if I change substitutes teachers’ assignments in the morning when they arrive at the school (i.e. assign a substitute teacher to a different teacher’s classroom than the original teacher noted in KASS?)
Please call the Kelly branch as soon as possible to notify them of the change. Notifying your Kelly branch when a change in a substitute teacher’s assignment occurs is critical to ensure that Kelly can submit accurate invoices to your school district and maintain accurate records in KASS.
If my school has a traveling (itinerant) teacher, how do I notify Kelly Educational Staffing when that person will be absent?
Traveling teachers are asked to please call Kelly Educational Staffing at 407-228-0400 to notify us of their absence. We will take the absence information and ensure that the appropriate school(s) is notified of the absence and that the substitute teacher has all the location details of the absence. If you are calling Kelly to report a traveling teacher absence and receive our voicemail please leave us the teacher’s name, the schools that person teaches in, the dates and locations of the absence, the reason for the absence and a phone number where we can reach you.
When is KASS available?
You can report teacher absences 24 hours a day, seven days a week up until one hour before school starts on the day of the absence.
If you need to report a same-day absence and it is after the school’s start time, just call Kelly Educational Staffing at 407-228-0400. Please notify us as soon as you know the teacher will be absent.
What happens when I reject a substitute employee’s time that was submitted?
If you reject a substitute employee’s time, you will be the able to make comments on why you rejected the time. This information is immediately sent to the substitute employee via e-mail or IVR notification. The substitute employee will then be able to revise their timesheet and resubmit for approval.
What happens if I forget to assign an alternative KASS Web Time approver in KASS when I will be out of the office?
Please contact the Kelly customer service center at 1-866-KELLY-38. A representative can designate an alternate approver for you. Alternatively, you can also contact your local Kelly branch. Remember, if you do not approve the timesheet by Tuesday at 11:59PM, the timesheet will be automatically approved.
What if I experience technical difficulty utilizing KASS Web Time?
If you experience technical difficulty when using KASS please call 1-866-KELLY-38.
How can my school hire a substitute teacher full-time?
Kelly Educational Staffing is pleased to hear that some of our substitute teachers are being hired by OCPS! If you are a school administrator; please ask the substitute teacher you are hiring to call our office at 407-228-0400, to set a time to pick up the Fingerprint/Drug Screen Transition Form. At that time, they also need to pick up the Instructional Letter, which instructs the substitute the steps they need to take in the event they transition back to Kelly Educational Staffing.