KCKPS Extra Duty Time Card
REVIEW COPY v4.0 · published for review only. Entries made here are not submitted to Payroll.

Extra Duty Time Card

Kansas City Kansas Public Schools (USD 500) · Payroll Department
Effective 10/16/2026 · v4.0
How to use this form (instructions)
Use this form to report Extra Duty until the Informed K12 Extra Duty Time Card is fully implemented.

Effective for pay periods beginning 10/16/2026. When the new system, Informed K12, goes live, Payroll will announce the cut-over date; cards started on this form before that date are still processed on this form.

How to submit. Complete fields 1 through 17 in order and click 17Submit for Approval: Gmail opens in a new tab with the message addressed to the approver in field 7 and the time card already inside it; just click Send. The form clears itself for your next card, and a green confirmation at the top keeps the reference number and an Email to Approver button in case nothing opened. Your approver opens this form from Staff Links on the district intranet, pastes the card code from that email into Open a Received Time Card at the top, signs Section E, and clicks Email to Payroll, which sends the approved card to edpayroll@kckps.org. Cards that reach Payroll without the approver's signature are returned.

Staff Type, Job Title, and Time Card. Choose Certified in field 3 if you are licensed and under the Negotiated Agreement: teachers, counselors, instructional coaches, social workers, psychologists, speech-language pathologists, OTs, PTs, nurses, and librarians. Everyone else chooses Classified. If your job title is not in the list in field 4, choose Other (specify) and type it. Field 6 shows only the time cards that apply to your title; if the card you need is missing, check fields 3 and 4 first. Learning Summit facilitators who are Certified use Curriculum Planning; Classified facilitators use Classified Extra Duty and choose Lindsey Schneider as the approver.

Signing. Type your signature exactly as your name appears on the card: employees, as entered in field 1; approvers, as shown in the Approver field (field 7). Capital letters and curly or straight apostrophes do not matter, but a different spelling, a nickname, or an added middle initial or "Jr./Sr." will be rejected.

Deadlines. Cards for the 1st–15th are due to Payroll by end of business on the 16th; cards for the 16th–end of month by end of business on the last day of the month. Cards received after the deadline are paid on the following pay date. Submit after the extra duty is worked, never in advance.

Saving. Save Progress keeps your draft in this browser on this computer only; it is not visible to Payroll or your approver. Use the same computer and browser to finish it. Reset Form clears it.

One card per location and per time card type per pay period. Keep the email you send; Print / Save as PDF is available for your records. Step-by-step instructions: How to use this form. Questions: Payroll Department, edpayroll@kckps.org or (913) 279-2312.

Open a Received Time Card (Approvers & Payroll Only)
Paste the card code from the email you received. The card opens exactly as the sender left it, ready for your step.

A. Employee and Time Card

Complete the numbered fields in order; each one unlocks or fills in the next.
In Informed K12 this pre-fills from the sign-in account.
Numeric, up to 5 digits; pre-fills from sign-in.
Fills in from your name as first.last@kckps.org. Correct it only if your address differs.
Certified = licensed staff under the Negotiated Agreement: teachers, counselors, instructional coaches, social workers, psychologists, SLPs, OTs, PTs, nurses, librarians. Classified = all other staff. Sets the Job Title and Time Card Type lists.
List depends on Staff Type. Your title determines which time cards you may use and the rate applied.
Building or department where every day on this card was worked. Fills in the Approver. Worked at more than one location? Submit a separate card for each location so the right administrator approves and the right budget is charged.
Only the time cards that apply to your Staff Type and Job Title are listed. The type and your job title set the pay rate, the line columns, and who approves.

B. Approver and Pay Period

Select a Work Location and the approver fills in automatically.
Filled automatically; this is where the time card is sent.
All dates on this card must fall inside the selected pay period. One card per pay period. The current period and the two before it are offered; anything older, contact Payroll.

C. Extra Duty Detail

Enter one day at a time. Hours and amount calculate as you type; click Add to put the day on your time card.
Add a day
This day
0.00 hrs
Start typing to pick a board-approved activity (job code), or describe the duty.
BusinessPLUS account string, if you know it; type the 20 digits and the hyphens are added for you. Leave blank if you do not have it and your approver will fill it in. Carries forward to the next day.
Days on this time card
No days added yet. Enter a day above and click Add.
Total hours
0.00
Estimated gross extra duty pay
$0.00
Estimate only. The hours and amount above are calculated from what you entered on this form and the rate on file for your Staff Type, Job Title, and Time Card Type. They are not a guarantee of pay. Payroll verifies the hours, applies your actual contract rate and any overtime rules, and corrects errors before paying, so the amount on your paycheck may differ from the amount shown here.
Gross amount. Extra duty pay is wages. The amount shown is before federal and state income tax withholding, Social Security and Medicare, and any other payroll deductions, and is paid through the regular payroll cycle, not as a separate reimbursement. Your net pay will be less than the amount shown.

D. Employee Certification

 
Stamped automatically at signature; not editable.
Submitting sends the card to your approver through Gmail and clears the form for your next card.

E. Supervisor Review and Approval

Locked until the employee submits. Approvers: paste the card code from the employee's email into "Open a Received Time Card" at the top of this page; the card opens here for your signature.

F. Payroll Processing

Locked until the approver submits to Payroll. Payroll department only.

Routing