Creating and Editing Personnel Expenses | PowerSchool SIS and CCLR

Getting to Personnel Expenses

Navigate to:

Budget Planning → Budget Proposals → [Your Proposal] or [Create Proposal] → Personnel Expenses

The URL pattern is:
/future/scenario/{scenario-id}/budget-proposals/{proposal-id}/personnel-expenses/

Creating & Uploading Expenses

At the top of the Personnel Expenses page, you'll find:

Create Expense — Opens a new expense form
Upload Expenses — Opens the bulk upload tool

Personnel Expenses: Action-Based Editing

The Personnel Expenses tab of a Budget Proposal includes an Actions menu on each expense row, giving you fast, focused access to make specific changes. Each action opens a targeted dialog—so you only see and edit the fields relevant to that change.

Click the Actions button (⋯) on any editable personnel expense row to see the options below. Which actions appear depends on the state of the expense and your permissions.

If a Personnel Expense is coded by location or scope to a user’s Budget, but is partially funded by other Budgets - such as a school-based position with a cost split between two school sites - users will only be able to edit those portions of the Expense which they own.

If a Personnel Expense is coded by location or scope to a user’s Budget, but is entirely funded by other Budgets - such as a school-based position that is entirely funded by the central office - the action menu will be disabled.

If a Personnel Expense is coded by location or scope to a user’s Budget, but is associated with an Allocation that is locked to the user based on Role, users will see Editing Disabled in the place of these controls, along with a tooltip: “This Allocation is locked to users with your role, so you cannot make edits here.”

Employee Actions

Action	When it appears	What it does
Vacate Employee	Position is currently filled	Removes the employee from the position
Fill Position	Position is currently vacant	Assigns an employee to the position
Change Employee	Position is currently filled	Replaces the current employee with another

When performing an Action, users are also able to leave a rich-text note, which will be saved to the main record of the Personnel Expense.

Expense Detail Actions

Action	When it appears	What it does
Change Position Details	Where permitted by Allocation / Role	Edit position-level details
Change Allocation	Expense has funding	Edit the assigned allocation for each funding string controlled by the user
Change FTE	Where permitted by Allocation / Role	Update the FTE value
Change Funding	Where permitted by Allocation / Role	Update funding account segments
Change Strategies	Expense has unlocked funding rows	Edit the strategy per funding row (see below)
Edit Note	Where permitted by Allocation / Role	Add or update the rich-text notes field

All action changes are recorded in the Activity Log for the proposal, with detail on the action taken and what was changed.

Lifecycle Actions

Action	When it appears	What it does
Revert Changes	Existing expense has been updated in the current Proposal (Filter to Status = Updated)	Reverts the expense back to its original state before edits
Remove Position / Request Removal	Expense is unchanged	Marks the position for removal
Cancel Removal Request	Expense is in "removed" status (Filter to Status = Removal Requested)	Cancels the pending removal
Delete Expense	New expense (Filter to Status = New)	Permanently deletes the expense
Duplicate Expense	Where permitted by Allocation / Role	Duplicates the expense. Requires full funding to be active; otherwise a tooltip reads "Fully fund this expense to duplicate."

Change Strategies

Change Strategies is a focused dialog for updating how funding is allocated across strategies.

How it works:

Click Actions → Change Strategies on any personnel expense with funding rows.
The dialog opens showing each funding row's account, allocation, and funding percentage — these fields are read-only in this view.
For each funding row, use the search field to find and select a strategy by name. You can select up to five strategies per funding row.
Selected strategies display the strategy name (not the code). You can:
- Edit the percentage for each selected strategy
- Remove a strategy using the removal control
Below the strategy controls, an Edit Note (rich-text) field is available to document why strategies are changing.
Click Save to apply changes. Strategy updates and note changes are saved together in a single operation.

What doesn't change: Funding account, allocation, and funding-percentage values are always read-only in this dialog. To change those, use Change Allocation or Change Funding instead.