COCR Team Dynamix Tips

Procedure Steps:

1. Viewing Previous Stipend Requests: Change the Title at the top of the Co-Curricular Stipend Request form when you are entering them. This will allow you to quickly see what you have already entered. Please leave the words Co-Curricular Stipend Request at the end of the title to allow for email rules from Team Dynamix. Here are some examples: Football - Doe, John - Co-Curricular Stipend Request / Yearbook – B. Smith .5 FTE – Co-Curricular Stipend Request.

If you would like to check what you have already submitted, navigate to the Knowledge Base through the Employee Quick Links > Choose ‘Services’ and then ‘Ticket Requests.’

This will open a list of open service tickets and a Ticket Request search tool. Change the ‘Status Class’ to ‘Include All’ (you may consider unchecking ‘Cancelled Tickets’) > Click the magnifying glass icon next to ‘Service(s)’ (see below). In the window that opens put a checkmark next to Business Service: Co-Curricular Stipend Request (or search for it) and click ‘Insert Checked’ at the top. Once you have these parameters set, click Search and you will get a list of the Co-Curricular Stipend Requests you have submitted. You can also export the list into an excel spreadsheet to help you easily sort.

2. Team Dynamix Notifications: Communication regarding stipends will be sent through Team Dynamix. If you are asked a question in a Team Dynamix Comment/Update, you can reply to the email with the answer, and it automatically adds your response as a comment on the ticket. HR will communicate via Team Dynamix Comments/Notifications for the following:
   1. Quotes for Purchased Stipends. Please reply to quote with the check number. This allows us to immediately begin processing the stipend for payment. Purchased stipend requests will be placed on HOLD until the check arrives in HR, or the check number is added in the comments.
   2. Stipend Requests placed on HOLD while we wait for coaches to submit paperwork or Person of Interest Reports.
   3. Requests for further information.
   4. You will also automatically receive notification when we close (complete) a Stipend Request.

One suggestion for sorting these notifications is to create rules in Outlook for different types of Team Dynamix Notifications. There are instructions on the Knowledge Base to walk you through that process here: https://matsuk12.teamdynamix.com/TDClient/1927/Portal/KB/ArticleDet?ID=50497&SIDs=1890

We recommend creating a rule for your inbox for stipend updates that includes “Co-Curricular Stipend Request” in the subject.

3. You can check what stipends you have already submitted, check the status of a stipend request, or download an Excel spreadsheet of all stipend requests entered. With these requests, you can immediately find out whether a ticket was entered for a Basketball stipend for Coach Smith as a budgeted stipend and view the correct FTE. You can also cancel stipends entered in error or add a comment for HR. Human Resources is easily able to edit stipend requests. If you find that you have entered the wrong dates or FTE, let us know and we can update the request.