Jefferson Local School District SCView User Guide

Table of Contents

How to Log Into SCView...........................................................................................................................1

How to Enter a Leave Request.................................................................................................................3 How to Approve Leave...........................................................................................................................10 How to Create a Requisition..................................................................................................................13 How to Approve a Requisition...............................................................................................................17 How to Submit an Invoice......................................................................................................................20 How to Enter and Submit Mileage.........................................................................................................22 How to Approve Mileage.......................................................................................................................27 How to Send out Employee Forms in SCView.......................................................................................30 How to Request Help from SCView.......................................................................................................34

How to Log Into SCView

1. Go to the Website

2. Select “Google” and enter “JLSD” as the Database and hit “Login”

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3. If applicable, select your work Google account

Additional resources: https://scview.freshdesk.com/support/solutions/articles/44000999131-scview-quick-tutorial

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How to Enter a Leave Request

1. From the home screen, select the “Leave” tile or “Leave Requests” under “Tools”

2. Under the “Leave Requests” select “Add”

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3. On the next screen select the leave reason in the drop down.

If selecting “Other” you will need to select the specific reason under “Detail”. Personal, sick, and vacation leave will leave the “Detail” drop down greyed out.

If applicable, select if Substitute Needed.

Leave a comment explaining the leave as applicable or if required by your supervisor (not necessary for every instance). You can attach items such as doctor’s notes to your request using the “Attach” button on the left hand side.

4. Select “Add” and enter the appropriate information on the next screen.

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Add the following elements:

•	Date of leave

o Could be retroactive or set for a future date if known •	Position
o Select your main position if more than one is listed. For instance, select your teaching position instead of coaching position.
•	Amount

o For a full day only use the far left box (it will only allow you to put in 1 day)

o For less than full day, use the middle box.

o No need to mess with the far right box.

o Add a comment if necessary or required by your supervisor o Once done, select “Save”

Note: only sick leave is allowed to use 0.25 and 0.75 hour implements

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5. If needed, multiple entries can be entered by selecting your saved leave and hitting “Copy”

Entries can be edited by selecting the “Edit” button. It will bring up the previous screen where you entered dates and amounts. Delete entries by selecting them and hitting “Delete”

6. Cost Associated is only available for Professional or Other leave categories. Examples include reimbursement for parking, tolls, hotels, etc. Select “Yes” and enter in the appropriate information. You can add receipts and other documents if applicable.

7. Once finished with your entry(ies), you can select “Save Draft” to submit later or “Submit” if you are ready to submit for approval.

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8. If you submit a leave that is no longer needed, you can recall it by going to the main leave page, selecting your leave, and selecting “Recall”

The “Submission Status” will change from your supervisor’s workflow to “not in workflow”

From there you can edit your submission, including deleting your leave entries.

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Once done editing select “submit”

If you no longer need the leave, no further action is needed once recalled.

9. You can also copy your leave entry from the main screen by selecting your entry, selecting “Copy” and entering in the leave start date

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10. Fun fact: You can see your current leave balance when entering your leave. Leave is deducted from your balance on the day of your leave. Entering future leave will not hit your balance until the day of the leave.

The column on the far right shows the total leave that is pending to be deducted from your balances.

Additional resources:

https://scview.freshdesk.com/support/solutions/articles/44000999123-how-do-i-use-the-leave-form-

https://scview.freshdesk.com/support/solutions/articles/44000999122-how-do-i-use-the-leave-manager-

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How to Approve Leave

1. From the home screen, select “Workflow” from either the top ribbon or tiles

2. Find your group within the workflow under “Leave Requests”

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3. Select the leave(s) to approve

You may select all the requisitions by selecting the check box to the left of the “Document” column

4. Once selected, hit “Approve”, “Reject”, or “Return”

•	Approve- move the leave request to the next stage of the workflow

•	Reject- Remove the leave request from the workflow (i.e. it’s no longer needed)
•	Return- Send back to the requester for corrections or clarifications. If using this option, include a note as to why it has been returned.

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5. Once approved throughout the workflow, the leave will move onto payroll to submit to USPS.

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How to Create a Requisition

1. Select “Requisitions” under “Tools” in the top bar or select the appropriate tile

Note: some users will default to the requisition screen, so no need to navigate to it

2. Select “Add Req.”

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3. Fill in the appropriate information:

Notes:

•	Requester email is the person who is requesting the purchase. Once the requisition is approved, they will receive a purchase order via email. The CC email can be used if more than one person needs to receive the purchase order
•	If “Email Vendor” is selected, the vendor will receive the purchase order via email once its created. Be sure to coordinate with the requester to ensure that they do not submit a duplicate order if this option is utilized. The same applies if “Fax Vendor” is used
•	Approval path is set by employee and the first approval goes to the requester’s supervisor
•     “Deliver To” can be changed to deliver to a different site other than the requester’s home building. Please reach out to the Treasurer if this setting needs to be changed
•	Vendor Address will automatically populate, so no need to enter information unless the purchase order needs to go to a different location
•	 Always use a Description. This will help the vendor and treasurer’s office. Specific examples include if the requester is picking up an item or if the purchase order needs to remain open
•	Who Will Place Order needs to be specified

•	Feel free to use the Internal Notes function. The vendor will not see them

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4. Select Add Line

5. Enter in the relevant information

Notes:

•	If you start typing in the Acct. Desc (i.e. special education supplies), the available budget accounts will auto-populate
•	Once the information is entered, hit “Update”

•	If you have any materials, such as an order form, that you would like to send with your purchase order there is an “Attach” button that allows you to upload those documents. Make sure you click “send with PO”.

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6. Once done, hit “Submit”

Additional Resources: https://scview.freshdesk.com/support/solutions/articles/44000990072-create-a-requisition

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How to Approve a Requisition

6. From the home screen, select “Workflow” from either the top ribbon or tiles

7. Find your group within the workflow under “Requisitions”

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8. Select the requisitions to approve

You may select all the requisitions by selecting the check box to the left of the “Document” column

If needed, the “edit” feature may be used to make changes prior to approval. Examples would include the wrong requester or account code.

9. Once selected, hit “Approve”, “Reject”, or “Return”

•	Approve- move the requisition to the next stage of the workflow

•	Reject- Remove the requisition from the workflow (i.e. it’s no longer needed)
•	Return- Send back to the requester for corrections or clarifications. If using this option, include a note:

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10. Once approved throughout the workflow, the requester will receive their approved purchase order via email

Additional resources: https://scview.freshdesk.com/support/solutions/articles/44000999143-how-do-i-approve-return-or-reject-

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How to Submit an Invoice

1. Once the ordered item has been received, and you have an invoice and/or packing

slips, please
	scan and email to the treasurer’s office with the purchase order number
	
in the subject line

2. Once received, the treasurer’s office will index the invoice to your purchase order. You will then receive an email asking you to approve the invoice for payment (click the link)

a. Note: if the invoice is sent directly to the treasurer’s office from the vendor, we will index and add to your purchase order. If you have not yet received the goods, please follow the link in the email and indicate that the goods have not been received.

3. Once approved, payment will be made to the vendor

Additional resources: https://scview.freshdesk.com/support/solutions/articles/44001772869-how-do-i-approve-an-invoice-via-email-

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How to Enter and Submit Mileage

1. From the home screen, either select the Mileage tile or select it from the “Tools” drop down.

2. Select “Add New” from the buttons on top

3. Enter the following information on the next screen: a) Description of the trip
b) PO Number (you must have a purchase order in place before submitting mileage. Contact the treasurer department if you are unsure if you have a PO or not)
c) Mileage Date (date of trip, not submission) d) Destination
i. You can either use the drop down menus to select a preset destination (i.e. a school building) or type in the address manually in the boxes below Travel From and Travel To fields
e) Comment is not necessary, but may be used on your discretion

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Manual address fields

Drop down menu options



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4. Once the fields are complete, hit “Add”

5. Your mileage and reimbursement will automatically populate once you select “Add”. This will be for a one-way trip. To make it a round-trip, click on the mileage submission to highlight it and hit “Round Trip”

6. You can copy lines as well if you had the same trip on separate days. Click on the mileage submission and hit “Copy”. On the pop up screen just select the date of the mileage.

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7. If you have non-mileage related expenses, such as parking or tolls, attach your receipts using the “Attach” button and total them in the “Other Expenses” box.

8. You can save your draft and submit at a later date. Please only submit once per month, but you can track your mileage daily and save your progress using the “Save Draft” button on the bottom left.

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9. Once done, hit the “Submit” button to send your mileage to the Workflow for supervisory approval.
10. If you submit and want to make a correction, you can recall your submission prior to supervisory approval by going back to the main mileage screen, selecting your submission and hitting “Recall”. This will take your submission out of the workflow and allow corrections.

Additional resources: https://scview.freshdesk.com/support/solutions/articles/44000999154-how-do-i-use-the-mileage-form-

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How to Approve Mileage

1. From the home screen, select “Workflow” from either the top ribbon or tiles

2. Find your group within the workflow under “Mileage”

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3. Select the mileage(s) to approve

You may select all the mileage requests by selecting the check box to the left of the “Document” column

If needed, the “edit” feature may be used to make changes prior to approval.

4. Once selected, hit “Approve”, “Reject”, or “Return”

•	Approve- move the mileage to the next stage of the workflow

•	Reject- Remove the mileage from the workflow (i.e. it’s no longer needed)
•	Return- Send back to the requester for corrections or clarifications. If using this option, include a note:

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5. Once approved throughout the workflow, an invoice will be generated to pay the mileage. The Treasurer’s office will take it from there.

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How to Send out Employee Forms in SCView

1. From the home screen select Tools and find “Manage Employees” on the drop down menu

2. Select the “Invite Employee” button on the top right of the screen

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3. On the pop up screen select the appropriate form group

New teachers are to receive the Certified New Hire Packet and new non-teaching employees are to receive the Classified New Hire Packet. Those packets include all of the relevant forms shown in the drop down menu.

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4. For User Type always select “Anonymous”

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5. Fill out the information in the boxes marked with red exclamation points. You may use a personal email if a school district email has yet to be assigned.

6. Select “Invite”. An email with a link to fill out the packets will be sent to the employee. Once filled out it will be sent to a queue for HR to approve.

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How to Request Help from SCView

1. If support is needed from SCView, you have several options:

Option 1:

Select the “Help” button on the top right corner:

•	FAQ will take you to a page with help guides:

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•	 “Email Support” (NOT RECOMMENDED) will open a new screen to submit an email. “Get Help” will provide a menu of options

•	“Submit a Ticket” will allow you to submit a HelpDesk ticket to SCView. They will respond via email.

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Option 2:

To speak to someone in real-time, select the icon in the bottom right of the screen:

This will allow you to submit messages and communicate in real-time with a support person (available between 9-4 each weekday).

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